Your online event is now over and you nailed it! At this point, the hard work has just begun – now it’s time to take inventory and see how you did. Below you will find five pieces of sage advice to help get the most out of your post event activity and find out exactly how you did.
1. Hold a meeting post conference. After each webcast V2 makes a habit of breaking out into a sub conference to debrief on how the event went. This allows for immediate feedback on opportunities to improve on future events and offers collaboration insights on the next steps listed below.
2. Launch the post-event survey. Post-event surveys are the first indicator to whether your event was successful. You can use the survey to ask attendees about future contact, inquire about other topics that interest them, or ask them to give feedback on the event they just attended. Surveys are fully customizable so you can ask unlimited questions but keep in mind the longer they are the fewer responses you will get.
3. Post a link to the recording. Since you recorded your event you now have a great piece of content to share with registrants that missed the event or for folks that are interested in the future. Sharing the recording of the webinar gives you the most value for the time dedicated to your event. If you are concerned about miscues you can always enlist a company like V2 to edit them out.
4. Thank you email. Thank you for coming and sorry we missed you emails to all registrants. This is your first line of defense and an olive branch for contact information.
5. Follow-up. Last but not least, is to follow up with attendees. After you’ve reviewed the Attendance Report to figure out who warrants follow up first, plan your follow-up offering for each group of people. Depending on your organization and content these contacts may go into a marketing database like Eloqua or Marketo for sales follow up. In any case send the link of the recording to all webinar registrants. Send more specific information to the people who either asked for it, or implied they were interested. Take the time to customize your follow-up messages by reviewing questions asked or answers provided from each attendee to find out what most interests them.
1. Join the session early. First things first, Moderators and Presenters should join the session 30 minutes early for a sub conference. Use this time to conduct sound checks, review the flow of the event, conduct a final content check and answer any last minute questions. When you join, you and the rest of the event staff should be prepped and excited for a great event.
2. Create Event Lobby Slides. Event Lobby slides can be a great icebreaker, as it’s a mini presentation that runs before the meeting starts. Common content can contain meeting start times, presenter bios, content references and even fun facts.
3. Record it. Whether you plan to promote the recording for attendees that couldn’t make it or just to have on hand for reference later, you should always record your webcasts. Depending on the web conferencing solutions you choose consider recording the audio on a separate audio stream. Additionally, some platforms allow for local recording so establish a secondary presenter to also record in case one of the devices goes down.
4. Q&A. During the event, attendees will be using the Q&A pane to interact with the content and technology. In larger webcasts, individual roles should be assigned for responding to content Q&A (i.e. moderator) opposed to technical support (event producer) inquiries. Many web conferencing platforms allow for tagging or coding of these inquiries which greatly streamlines the Q&A for better responses and response times.
5. Chat. Encourage attendees to send feedback by asking open-ended questions. This is a great way to get the audience to participate and share their ideas on the topic at hand.
6. Post Polls. Polling is a great opportunity to get audience feedback and a quick drink of water. Polling intends the question to be brief so speak to the polls relevance, share the poll results and move back to the content.
7. Moderate commonly asked questions immediately. Inform your moderator before the event starts to surface any common questions or technical concerns so they can be addressed. Challenges with audio or content are usually easy to address and are imperative for a good experience.