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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Building Houston

 
 

Houston is hosting a bit of a tech takeover next week. Photo via Getty Images

For the second year, Houston Exponential has tapped into the Houston innovation ecosystem to coordinate a week of events to speak to the city's startups, investors, and startup development organizations.

Houston Tech Rodeo will feature over 160 events between May 16 to 23 both online and all across town. From panels and meetups to office hours and pitch events, there's a lot to navigate in the second annual week. For a complete list of Tech Rodeo events (most of which are free), head to the website.

Here are the events you should make sure not to miss. (InnovationMap is a partner for the event.)

Note: You must register for HTR to be able to register for each event. For that reason, the event pages aren't linked directly. Find the information for each event through the HTR event website under the agenda tab, then sort by the day to find the specific event.

Monday: Gettin' in the Game with Master P: A Fireside Chat

The second annual Houston Tech Rodeo kicks off with hip-hop mogul, actor, producer, entrepreneur, and philanthropist, Percy (Master P) Miller on Monday, May 17, at 8 pm. "Gettin' In the Game with Master P" will be an exclusive fireside chat with the legend himself, interviewed by A-List Angels author and former Forbes editor, Zack O'Malley Greenburg. Hear about Master P's journey going from an international rap artist to a CEO, avid investor, and founder of Nemesis RR-- adding diversity in the automotive industry and empowering a culture of dreamers.

The event is free and available online. Register online.

Other Monday online events not to miss:

  • 11 am — HTX: Building a Thriving & Inclusive Innovation Ecosystem — join leaders from across the region's startup ecosystem, including Halliburton Labs, DivInc and The Ion, as they discuss how Houston has become a thriving hub for digital technology while fostering a culture of inclusive innovation.
  • 3 pm — All Roads Lead to Houston - Cross Industry Collaboration, the Intersection of Innovation — this event will focus on the "how" rather than "why", systemic barriers to collaboration, and available resources to analyze, de-risk and solve technology problems through meaningful collaboration.

Tuesday: Unleashing Innovation for Resilience in Disaster and Risk Mitigation

Tired of the hurricanes, snow and ice, COVID and just about every other disaster affecting Houstonian's businesses, homes, communities? Join risk mitigation experts for an in-person and virtual panel on May 18 at 2 pm. The panelists will address how Greater Houston becomes an innovation hub for pre-disaster and risk mitigation across droughts and floods, spills and leaks, fires and explosions, health and pandemics...and engages diverse populations for inclusion as entrepreneurs and mitigated locations.

The event is free and available online. Register online.

Other Tuesday online events not to miss:

  • 11:30 am — Demystifying Med Tech & Digital Health InvestmentsAttend this event to learn from the experts on what investors are seeking in digital health and med tech.
  • Noon — Made in Houston: Building Houston's Digital FutureHouston is on a mission to lead the way in digital transformation. How governments and corporations should accelerate the use of tech solutions and services while balancing the concerns of individuals on the adoption of such tools?
  • 5 pm (hybrid) — HTX Sports Tech: Panel & Happy Hour — HTX Sports Tech is hosting an in-person and online happy hour discussion between Houston's esports and sports industry leaders as we'll discuss the landscape of the esports and sports tech industry, share ideas on the role the industry can impact Houston's developing tech ecosystem, and opportunities to shape the future of the industry through innovative and collaborative efforts.

Wednesday: How Will Innovation Create a Diverse Rising Tide Within Houston's Ecosystem?

Houston is building a thriving innovation ecosystem, but innovation itself won't advance diverse economic prosperity given the status quo. So the question is…how will Houston leverage the city's biggest asset — its diversity — to maximize our potential? Panelists discuss at the online event on May 19 at 11 am.

The event is free and available online. Register online.

Other Wednesday online events not to miss:

  • 11 am — The Big Deal with EsportsDid an esports tournament really sell out the Staples Center? Did the winner of the Fortnite World Cup really make more than Tiger Woods in the Masters? Is esports really bigger than Major League Baseball? Join the discussion on how esports is transforming the business of competitive entertainment.
  • 3 pm — How 3D Printing Can Transform Houston's Manufacturing LandscapeJoin Houston 3D printing experts as they discuss the changing manufacturing landscape of the city and highlight the importance of innovation, economic impact, and sustainability through the adoption of industrial 3D printing technologies.
  • 4 pm — Rice Business Entrepreneurship Association Presents: Throw Your Wild Idea into the Arena First Pitch Competition Have you identified a problem space and a tech-enabled potential solution? The Rice Business Entrepreneurship Association wants to hear your early-stage wild idea. Come make your 90 second pitch and seek advisors, team members, and helpful feedback on your concept. Submit your info here.

Thursday: Female Founders' Tough Lessons Learned

Have an idea for a startup, already launched and building your startup, or just want to hear from those who've already been there? Join a powerhouse panel of female startup founders on May 20 at 9:30 am. Listen as the panelists share their journey and entrepreneurial struggles, and what it really takes to launch and run a startup.

The event is free and available online. Register online.

Other Thursday online events not to miss:

  • 11 am — BORN GLOBAL — Houston Tech Rodeo's International track will offer thoughtful discussions on the hour beginning at 11 am with a keynote.
  • 2 pm — Creating Space (and Tech) for DiversityA diverse panel of experts in space and technology will speak on their experience in these fields.

Friday: $50k Houston Investment Challenge

The Capital Factory challenge will occur on May 21 at Houston Tech Rodeo in partnership with Houston Exponential and will feature five technology startup finalists from greater Houston that will be evaluated by a panel of successful entrepreneurs and venture capitalists. One will walk away with a $50,000 investment.

The event is free and available online. Register online.

Other Friday online events not to miss:

  • 11 am — FemTech Panel — Join a virtual discussion with femtech leaders brought to you by FemTech Focus.
  • 1 pm — Innovation at Scale: Boosting Climatetech and Clean Energy Startups — Join Greentown Labs Houston for a virtual panel on incubating and supporting clean energy startups. The panel, featuring leaders from the regional climatetech innovation ecosystem and moderated by Greentown Houston Launch Director Juliana Garaizar, will discuss how to best set up startups for success and scale.

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