7 Things to Prepare For Your Virtual Conference Kick-Off Meeting

7 Things to Prepare For Your Virtual Conference Kick-Off Meeting

One of the first steps in hosting a Virtual Conference with CommPartners is to meet with an Event Producer for a kick-off call. You likely went over some details during the sales call, but now will you dive more in-depth with your producer to take your conference to the next level. To ensure this process is as smooth as possible and production gets started without a hitch, here are a few things you can prepare for this meeting.

 

What are the dates of your conference?

You have probably established this information by the time you have spoken with the sales team and signed a contract, but if you have reached this point and have not set dates, expect that it will slow things down.

 

What do you want your conference website to look like?

Elevate clients can create a completely customized conference website. Having an idea of what you’d like your site to look like will speed the creation process up. Here are some things to consider:

  • Will you use a sub-domain name of your website or will you use CommPartners’ domain name?
  • Will you create an entirely new design theme or base it off your main site?
  • What Elevate features and widgets will you include?
  • What will your page navigation look like?

You should also be prepared to share files of your color palettes, logos, and any other images associated with your organization that you’ll want to include on your site.  CommPartners is happy to help with any questions regarding your conference site environment, but for a truly custom look, arrive at the meeting with a prepared vision or idea.

 

How do you plan to handle registration?

Decide if your organization is going to process registration internally or if registration is going through the Elevate website. Both are possible, but your producer will need to know at the onset if registration is going through Elevate. The registration process will need to be built-in to the site and time may need to be added to the production timeline.

 

What does your agenda look like?

At this point, you should have a timeline prepared for your conference. Details about speakers and the sessions are not necessary, but your Event Producer needs to know when each session is happening, including breaks. They need to know you have left enough time for your learners to go from session to session plus take any necessary breaks.

At an in-person conference, learners have a certain amount of time to arrive at their next session. They have time to mingle in the hall or read the literature posted around the conference. There are also plenty of breaks built into the schedule for meals, to get water, go to the bathroom, and check email. Include breaks in your virtual conference agenda, as your virtual learners are doing the same things. They need to take personal breaks, look for the next session on the conference website, or address any technical difficulties they may have. They may also experience fatigue from online learning. Most are not accustomed to learning in this way and need breaks from the screen. Be sure that you include enough breaks in your schedule to accommodate the needs of your learners.

 

What is your session format?

Once you have you have a clear picture of what your agenda will look like, it is helpful to know what format your sessions will take. You have many options to choose from, will your speakers use just webcams? Slides and audio? A combination? Will some sessions be pre-produced? This can be a more in-depth discussion with your Event Producer at the meeting, but be prepared to tell them your expected attendance for the conference. It will help them choose the right format for your sessions.

 

Will you include sponsors?

Virtual Conferences offer several monetization options, and sponsorship is one of them. Be ready to let your Event Producer know what’s been sold to sponsors and at what level. Will there be sponsor videos or will your sponsors be introducing sessions? Are you including a Virtual Exhibit Hall?

A Virtual Exhibit Hall is home on your conference site for all the resources a sponsor can distribute to attendees. In each “exhibit booth,” the sponsor can upload PDFs, videos, company descriptions and links, and other assets. The exhibit hall will be open 24/7 – giving sponsors the opportunity for constant exposure.

Be creative when thinking of ways to include sponsors and be sure to prepare a list of participating sponsors for your Event Producer.

 

Will you include post-conference/session actions?

Finally, decide upfront if attendees are receiving items like credit, certificates, or evaluations after they have completed something at your conference. You then need to determine if they will receive them after each session or after the whole conference has concluded. If there is anything else attendees should receive after a session or the conference, now is the time to alert your producer. These are actions that must be built-in into the site during the early stages.

 

By considering all of these questions before your first meeting with your Virtual Conference Event Producer, you not only save them time, you also save you and your team time. It will eliminate the amount of back-and-forth that usually occurs when trying to coordinate an event like this and advances the production timeline.

If you have any questions about your first kick-off meeting or would like to speak a sales representative, click here:

Contact Meghan Gowan, VP of Client Development at mgowen@commpartners.com.

 

Monetizing Your Virtual Conference

Monetizing Your Virtual Conference

Going virtual doesn’t mean that you lose everything that an on-site event has! A lot of what you had planned for your on-site event can still occur online, it just may look a little differently.

Here are six ways you can maximize sponsorships and attendee revenue in a virtual platform:

Exhibit Halls

In your conference website, a virtual exhibit hall can be built out to house all the resources a sponsor wants to distribute to attendees. In each “exhibit booth”, the sponsor can upload PDFs, videos, company descriptions and links, and other resources. The exhibit hall will be open 24/7 – giving even more exposure for the sponsors that originally intended. The “exhibit booths” can also be upgraded to allow chat room style discussions between attendees and staff from the sponsoring organization. Your sponsors will get maximum and continual exposure to your attendees and will serve as a resource for attendees throughout the conference with having to have a booth “maned” the entire time.

Branding and Logo Opportunities

Because you are building this virtual conference site from the ground up – you have the ability to make an al a carte sponsorship of nearly any page on the website. Have a poster session? Offer this page a sponsorship add-on, with their logo in a prominent location on this busy web page. Giving an option for boosted exposure on commonly used pages on the virtual conference exposure is another way the sponsors can ensure they are getting ROI.

Commercials or Pre-Produced Videos

Sponsors could upgrade their commitment level to include a commercial or pre-recorded video to play before or after a session in the virtual conference. All the sponsor needs to do is provide the video ahead of time and it can be queued up! This gives the sponsor the attendees undivided attention, as they are preparing for or concluding a session. You can also chose to have that video as a permanent part of the archived recording, which means evergreen exposure for the sponsor!

Session and Speaking Opportunities

There are numerous ways to offer speaking opportunities to your sponsors in exchange for financial support.  You can offer an entire session to sponsors, or you can create a while section of your agenda dedicated to sponsors giving presentations! Allowing the sponsors to present gives them the feeling that they may miss of being in front of human people. It give a human interaction to a virtual setting.

Attendee Access Fees

Just as you would charge a registration fee for an on-site conference, you should be charging a registration fee for access to the virtual event. You can also break the access into per day or per session registrations if that suits your conference model better. You can also charge for access to various, high-profile discussions or resources. Attendee fees should not necessarily be less for a virtual conference, because while you are eliminating food and venue costs, you are now gaining hosting and technology costs.

Subscription Fees

Allowing your content to live on in an LMS is a smart move. You are able to continually add to your archive through the years of events and house more resources for 24/7 access. Just because an attendee paid for the conference does not necessarily mean they should receive access to the archives for an undetermined amount of time. You could restrict access to archives and other resources to those that choose to purchase subscriptions to your LMS platform. Entice your attendees to subscribe by offering exclusive content in the subscription model only.

Whether you are going virtual from the onset or rescheduling an onsite event, the conversation about monetization is important and necessary. There are many ways to drive revenue for a Virtual Conference, and these six options are only scratching the surface! Have any other ideas on how to boost revenue in a virtual format? We would love to hear from you at marketing@commpartners.com


 

Click HERE to see all the episodes from Going Virtual with Kate!

 

CP Adds Certification Module to Elevate LMS

CP Adds Certification Module to Elevate LMS

Columbia, MD – April 30, 2019. CommPartners, a leading provider of Learning Management Software has announced the launch of their new Certification Module as a component of its Elevate Learning Management System. The Certification Module allows organizations who utilize Elevate, to provide their communities a more holistic method for validating learning achievement over a period of time.  Organizations who utilize Elevate as their LMS will now be able to provide online courses and other content that can immediately be applied towards a certification or re-certification within the same education platform.

The Certification Module allows administrators the ability to define eligibility prerequisites, earning requirements, duration and expiration. In addition, the module manages re-certification start periods and requirements, access eligibility, access costs, and defines required and elective courseware. Tracking of user progress keeps participants abreast of where they are in the process.

Richard Finstein, CEO of CommPartners stated:  “We are thrilled to add certification to our Elevate LMS.  It makes sense to have a single platform for a credentialing program and the eLearning content that contributes to that greater achievement.”

 

About CommPartners

CommPartners is an established leader in online education and event solutions to the association community. At the core of the company’s offering is our Elevate Learning Management System. To extend the value of Elevate LMS, we provide a wide range of online education services including curriculum design, instructional design, fully managed webinars, webcasts, livestream programs and virtual conferences.

To learn more about CommPartners, Elevate LMS and the Certification Module, visit www.commpartners.com or contact Meghan Gowen at mgowen@commpartners.com.

 

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