Virtual conferences

A virtual conference is a meeting or event that takes place online, typically using video conferencing software like Zoom. Participants can join from anywhere in the world using a computer, tablet, or smartphone.

Key features of virtual conferences include:

• Video and audio conferencing: Participants can see and hear each other in real time.
• Screen sharing: Presenters can share their screens to display presentations, documents, or other content.
• Chat functionality: Participants can communicate through text chat.
• Recording capabilities: Conferences can be recorded for later viewing.
• Interactive features: Polls, Q&A sessions, and breakout rooms can be used to engage participants.

One popular way to run a virtual conference is to use a visual meeting platform like Zoom. The basics of setting up a conference on Zoom are as follows:

• Create a Zoom Account: If you don’t have one already, sign up for a free or paid Zoom account.
• Schedule a Meeting: Log in to your Zoom account, go to “Schedule a Meeting,” and fill in the necessary details like the date, time, topic, and meeting password.
• Invite Participants: Share the meeting link and password with your attendees. You can also use Zoom’s built-in email invitation feature.
• Test Your Setup: Before the conference, test your audio and video to ensure everything is working properly.

The above is the bare minimum needed to set up a virtual conference, but to make it truly successful there’s a lot more to think about. If you need support in putting on an engaging virtual conference, talk to our team of event creators today!

Getting a virtual conference right takes a fair bit of planning and coordination. Some key things to think about are: 

• Set Clear Expectations: Communicate the conference goals, agenda, and guidelines to participants beforehand.
• Engage Your Audience: Use interactive features like polls, Q&A sessions, and breakout rooms to keep attendees engaged.
• Manage Time Effectively: Stick to the schedule to ensure the conference runs smoothly.
• Provide Technical Support: Have someone available to assist participants with any technical issues.
• Follow Up: Send a post-conference survey or thank-you email to gather feedback and improve future events.

Need help making sure your virtual conference is a success? Get in touch today!

The basics of running a virtual conference requires a bit of equipment. Necessary items include:

• Computer or laptop: A device with a stable internet connection is essential.
• Webcam: To capture your video.
• Microphone: To ensure clear audio.
• Headphones: To reduce background noise and hear the other participants clearly.

With these you’ll be able to get your virtual off the ground. But if you want to put some wow into your visual conference, get in touch with Maximillion today. We have years of event experience helping you hold an engaging virtual conference for your attendees.

Most virtual conference platforms offer recording features. Check with your chosen platform for specific instructions. Be sure to inform participants beforehand if you plan to record the conference. We use a number of different platforms, including our own vMix platform and can arrange for the conference to be recorded and emailed to your attendees after the conference.

Virtual conferences are great because they help anyone attend. To make sure your conference is accessible as possible, consider including the following functionality options:

• Closed captioning: Enable closed captioning to benefit those who are deaf or hard of hearing.
• Screen reader compatibility: Ensure your conference materials and website are compatible with screen readers.
• Accessible design: Follow accessibility guidelines (e.g., WCAG) to create a welcoming environment for all participants.
• Communicate accessibility features: Inform participants about the accessibility features available.

By considering these factors, you can create a more inclusive and accessible virtual conference.