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The Knowledge Group Shares the Secrets to Converting Live Events to Virtual

by: The Knowledge Group

April 15, 2020

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During these COVID-19 times, the producers at The Knowledge Group thought we could best help you, our customers, by teaching you how to run your own webcasts at home. The “Top Tips” list below contains the most important lessons we have learned from running thousands of webcasts for over 15 years. We’ve included a checklist at the end to help you get started. Also, please feel free to share any useful tips you may have in the comments section below.

The Knowledge Group’s “Top Tips” List: How to Set-up and Run a Live Webcast from Home.

  1. Don’t wing it– It sounds obvious, but you can’t just pause a live event. Think of it like flying an airplane. Once you take off, you can’t just pull over. Have a checklist of what you need before the event goes live and review it monthly (or as you implement new technology).
  2. Set expectations– This goes for speakers and attendees. For our live events, we usually have a number of calls with speakers. These range from discussing logistics, deadlines, talking points, and more. Where time allows, we host rehearsals where speakers have a “dry run” with their prepared remarks and with getting connected, so there are no hiccups when we go live. For speakers, make sure they get the details of the event ahead of time. Some clear, simple instructions and remind them when the webcast is.
  3. Keep it simple– When you have fewer moving parts, there are fewer things that can go wrong. Steer clear of 4k videos and over-the-top animations and live screen sharing. When you want to use a video, pre-record it and stick to the slides – they’re an industry standard for a reason.
  4. Have a plan B, C, and D– Always have a backup! This could be having a second internet connection, having alternate connection information handy for attendees that are struggling to get connected, or even a backup for your recording. We have multiple backups for every event so if something goes wrong, the show goes on!
  5. Your equipment must be fit for purpose – Your event’s success can hinge on the technology you use. We’ve found that the following works best:

Use a laptop over a desktop. Laptops have batteries that last a couple of hours should you lose power (just remember to keep them charged).

Have an internet backup. This was mentioned earlier but have a hotspot or other way of connecting and getting the event back up should you have internet problems.

Consider adding a screen. Depending on your set up, monitor real estate could become an issue. When planning your set up, consider adding a monitor. You should be able to see all the software you have without needing to juggle what’s on the desktop.

Make it easy. This goes for the speakers and attendees. Find technology that is easy to connect to an event and ensure that you have an alternate way to connect that’s just as easy in case problems arise.

  1. Participate in someone else’s event– Let someone else do the heavy lifting. Your business needs to be as agile as possible at the moment. Rather than waiting to get the sign-off for new equipment, training for staff, etc., you can team up with a provider, such as The Knowledge Group, to host your event. This makes things relatively hands-off for you and gives you the confidence everything will go alright on the night.

Click here to find and participate in a Knowledge Group webcast.

We’ve never shared information like this before, and we are always on hand to support when we can. Let us know if this was helpful or share your own tips in the comment section below.

You can view our full COVID-19 response by clicking here.

Click here to download the home webcast setup checklist.

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