Guest column

How to use tech to take your event virtual, according to this Houston expert

Here's what to keep in mind when planning a virtual event. Getty Images

As the long-term repercussions of the coronavirus set in around the world, the events space was one of the first to realize its need to change course. Events across the world that were scheduled for March through June and beyond are being canceled, rescheduled and rethought.

As a business that has always operated in the live event and public space, my company, VISION Production Group had to quickly re-invent how our clients would be able engage with their audience under these strained circumstances.

When an event is canceled or postponed in times of crisis, businesses still have important messaging to get out. They still have a need to sell, still have a need to engage, still have the need to get organizational support. Shifting live attended events into an online experience helps those businesses shape their original event into a 'show' format that encapsulates the fundamentals of the live event in a creative manner ideal for remote viewing.

Instead of canceling the events, planners can be innovative and evolve their original format into one that allows them to still engage attendees and share their brand stories through virtual experiences.

Event marketing is all about putting yourself in the shoes of your customers — they were excited to come to your event and see the live event, network with others in their industry, and ask their lists of questions to ask during your Q&A sessions. So, what do virtual events look like, and how can you turn them in to an opportunity to add even more value and deliver an experience that makes your potential clients thrilled to be taking part in?

Creating a successful virtual event goes far beyond just a taped stream of speakers and the sharing of information. By utilizing the techniques below to create videos, creative content, 3D animation, motion graphics and other digital content, virtual events can become engaging productions that live on past the event itself.

Know your options

Pre-recorded videos

With a prerecorded event, you have the option to provide access to videos of the event on demand and can even consider additional revenue streams with pay-per-view options.

Utilize professional production and create an experience that combines brand elements and clear language with a captivating video presentation that makes attendees feel like they are turning their TVs onto a celebrity awards show. Once your pre-recorded virtual event has gone live, use video marketing to push out on your website or social media to share your brand story through packaged presentations.

VISION is currently working with both the Kinder Institute and the Houston Holocaust Museum to turn their major May events into pre-recorded productions that will be able to engage an even larger audience than their normal events.

Animated education content

Another forward-thinking technique is to produce 2D and 3D content to reduce the production costs found in traditional video. This can be interfaced with recorded and live footage or be used to walk attendees through a product demo or setup process with ease.

Think about utilizing this kind of virtual event if you are in an industry that relies heavily on trade shows. Instead of needing to be person-to-person for a demonstration, you can explain your product or service through 2D and 3D technology.

Live streaming

Get buy-in for digital events with a bit of live aspect, pulling groups together online for a shared remote experience. With a live stream event, you can have the benefits and production value of a pre-recorded event but incorporate the capability to take questions and engage your audience in real.

Remote viewers won't want to miss out on asking questions in this community format and you can record the stream for future use as well.

Virtual event panels and forums

With virtual panels and forums, you can live stream from your anywhere. Hosting an online group is a great way to engage your audience with a live Q&A session and provide the human connection, digitally.

This avenue is great if your event is typically comprised of panels and interactive breakout sessions for attendees.

Tips and best practices

Attendees flock to events to catch the latest innovations and network with industry leaders. Replicating that experience online isn't easy, but brands that get it right can attract big audiences, generate interest and increase brand visibility.

Use these tips to compel your audience to take action:

Develop a virtual event marketing strategy that aligns with your goals

With a great strategy, you can turn any onsite exhibit into a virtual event.

You may already offer online webinars or tutorials, but adding virtual events requires a little more planning. From accessibility to remote attendance monitoring, it's important to visualize each step in the strategy and planning of your event.

Choose digital technology tools and formats that convey your message and create a clear and compelling story and video script to keep attendees tuned in and engage virtual attendees using high-quality videos, animation and graphics.

Develop virtual events before a cancelation

Don't wait for your next live event to get canceled. Instead, put together video assets now. Drop the travel expenses and live stream a panel right from your office. Virtual events give your audience the flexibility to experience your brand and products from anywhere.

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Tracey Shappro is the president and CEO of Houston-based VISION Production Group.

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Houston-based medical device and biotech startup Steradian Technologies has been recognized by the Bill and Melinda Gates Foundation. Photo by Dwight C. Andrews/Greater Houston Convention and Visitors Bureau

A female-founded biotech startup has announced that it has received a grant from the Bill & Melinda Gates Foundation.

Steradian Technologies has developed a breath-based collection device that can be used with diagnostic testing systems. Called RUMI, the device is non-invasive and fully portable and, according to a news release, costs the price of a latte.

“We are extremely honored to receive this award and be recognized by the Bill & Melinda Gates Foundation, a leader in global health. This funding will propel our work in creating deep-tech diagnostics and products to close the equity gap in global public health," says Asma Mirza, CEO and co-founder of Steradian Technologies, in the release. “The RUMI will demonstrate that advanced technology can be delivered to all areas of the world, ensuring the Global South and economically exploited regions receive access to high-fidelity diagnostics instead of solutions that are ill-suited to the environment.”

RUMI uses novel photon-based detection to collect and diagnose infectious diseases in breath within 30-seconds, per the release, and will be the first human bio-aerosol specimen collector to convert breath into a fully sterile liquid sample and can be used for many applications in direct disease detection.

"As the healthcare industry continues to pursue less invasive diagnostics, we are very excited that the foundation has identified our approach to breath-based sample collection as a standout worthy of their support," says John Marino, chief of product development and co-founder. “We look forward to working with them to achieve our goals of better, faster, and safer diagnostics."

Founded in 2017, Steradian Technologies is funded and supported by XPRIZE, Johnson & Johnson’s Lung Cancer Initiative, JLABS TMCi, Capital Factory, Duke Institute of Global Health, and Johnson & Johnson’s Center for Device Innovation.

The amount granted by the Bill & Melinda Gates Foundation was not disclosed. The Seattle-based foundation is led by CEO Mark Suzman and co-chaired by Bill Gates and Melinda French Gatess.

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