July 30, 2020

Help virtual attendees make the most of your event by equipping them with these important facts before event day.

The details we share with in-person event attendees are considered so important to the experience, most planners can list them by memory: how to find transportation to the venue, when and where to check in with the registration desk, where to pick up swag, find meals and many more. Whether it’s called an FAQ, know-before-you-go, or event guide, the facts get rolled up and pushed out to attendees as a standard step in event day readiness.

There are several need-to-knows for attending a virtual event too. Here are some of the top details planners should be sharing with virtual attendees prior to event day. 

attendee communications

The final agenda

With a multi-hour or multi-day virtual event, it’s not always clear when registering in advance how much time an attendee will want to set aside to participate. Help attendees plan enough time by sending out the full agenda once it’s available. Include not only all the great speakers & sessions, but also planned activities such as networking and sponsor presentations & demos. Attendees can then reserve the time they want to participate in all areas of interest.

Limited appearance speakers

Most virtual event organizers record and publish live sessions as on-demand video post-event. Attendees then register anticipating later access to recordings they can enjoy in their own time. High-profile speakers often include contract clauses that prohibit these recordings. If your event features one or more limited appearance speakers, be sure to alert attendees in advance so they can plan to attend in the designated time. As a bonus, let everyone know when and for how long you’ll be making any session recordings available as on-demand.


Event access

Attendees register and save the date. They plan to tune in, but on event day can’t find the link, user name or password they need to access the event platform. The simplest way to ensure everyone has the critical access information on hand when they need it is to send it to them an hour before the event starts. Include any links needed, a reminder of their user name and how to reset passwords if they are required. 

How to use event technologies

Virtual events rely heavily on each attendee’s ability to navigate in the event platform. Equip everyone for success by sharing a brief orientation and use guide. Point out important features and any tips for attendees to make the most of them. A recorded video tour can prepare even your most tech-shy attendees for a confident event day experience.  If the event uses incremental tech such as Slack communities or an event app, remember to highlight the role of that tech and how to use it too.

attendee access

Platform, browser, and/or download requirements

Share the personal tech setup an attendee needs to have ready to participate. Do they need to download an app, use a certain browser or be at a desktop computer? Are there recommended settings that need to be enabled or disabled? Is there a minimum recommended internet speed to navigate your virtual environment? Let attendees know the requirements ahead of time so they have time to do any setup or adjustments needed.

Where to go for support

Virtual event platforms all have their quirks and your attendees are sure to encounter them. Make sure attendees know who to contact if they run into difficulty. Provide an email contact pre-event and a designated chat stream on event day. If you are using a platform’s info desk area, chat stream, or have set up a support booth in the expo hall,  let attendees know where to find it.


How and why to set up an attendee profile

Virtual attendees boost their ability to engage when they personalize their event profile. A robust attendee profile turns anonymous connections into personal identities and provides the shared information needed for networking and participation in group discussions. Encourage attendees to set up their profile prior to event day by sharing brief instructions ahead of time and the benefits they’ll enjoy during the event by setting it up. 

How to participate in the fun and games

Event teams investe a lot of time and money in building out gamifications and offering prizes with the intent of boosting attendee interactions and connections. Make sure all your attendees know what contests, challenges and games your event is running and how they can join in. Send attendees a full list of the opportunities, rewards, and prizes as well as any rules to participate.


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