Virtual Conferences

July 9, 2020 : Event Management, News

Virtual Conferences allow event organisers, speakers, attendees, stakeholders and sponsors to interact and engage remotely, as they would during a live event, through a virtual environment. We’ve identified some key considerations:

1. Choosing the right online platform

Determining what features you require to fulfill your online agenda and engage your stakeholders would be key to identifying the most suitable platform(s) for your Virtual Meeting needs. For example:

  • Personalise and tailor your event platform pages via title(s), content, look & feel
  • Upload content available for viewing and download with centrally controlled functionality
  • Secure access for both delegates & speakers
  • Speakers green room to include all the comforts as if you were on stage ie comfort monitor, countdown clock, branded background, intro music or VT
  • Engagement tools to include polls, Q&A, live chat
  • Face to Face networking – breakout rooms through separate platform
Speaker Green Room

2. Creating your agenda

A variety of presentation styles will create a compelling and interactive agenda. Some of our recommendations include:

  • Main stage and panel session presentations
  • Moderators and/or chair hosting entire event and individual sessions
  • Moderator to host the entire event
  • Fire side chats
  • Use of engagement tools and tech included gamification
  • Have contingencies i.e. a combination of pre-recorded speakers and live
  • Schedule regular breaks and keep sessions short & snappy

3. Engaging your Stakeholders

Your stakeholders could include delegates, speakers, sponsors, exhibitors to name but a few and it is important that they are all engaged pre, during and post Conference. Here are some of our suggestions as to how we could engage:


  • Pre-event meetings and demos to ensure all content and delivery is well rehearsed


  • Digital engagement in the lead up to the conference, e.g. speaker announcements, sponsor messages.
  • On the day engagement tools to connect the audience i.e. geographical poll
  • Virtual coffee breaks and team building sessions
  • Evening dinner and drinks reception – items delivered to delegates in advance – hosted via Zoom
  • Post conference networking rooms

Sponsors & exhibitors

  • Platform familiarisation session

We hope that you have found this overview useful and would be delighted to chat through your Virtual Conference requirements in more detail to provide you with a tailored proposal and quote.

If you have an idea or concept you would like to discuss please do get in touch on or 0131 333 0066.

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