How to Convert a Live Event to a Virtual Event
When a live, in-person event is converted into a virtual, online event (webinar), consider each of these items for a smooth transition. Review all of the items on this checklist and assign tasks as needed.
Decide how many Zoom sessions the virtual event will require. It simplifies things to use one session for an entire day. This way attendees don’t have to use a different link to join after lunch break.
During short breaks and the lunch break, keep the event going (mute presenter) and display a slide saying the time when the presentation will resume. Or, if desired, show instructions or a message of what attendees should be doing during the break. The proctor should type a message in the chat box saying when the presentation will resume.
For those who registered for the VIP ticket at the live event, a refund of the difference on the VIP ticket and general ticket should be given. These people will need to stay on the registration list.
For people who completely cancel their registration, refund the full ticket price and de-register them from the list. The Customer Support Manager could be tasked with this responsibility.
Decide how to advertise the virtual event.
Send emails to previous registrants with an explanation of why the event is being changed from an in-person live event to a virtual event. Include applicable instructions, provide join links.
Change information on the Discover Healing events calendar landing registration page.
Make an announcement to go in the newsletter.
Make an announcement slide to show in other webinars held before the virtual event about the change.
Take payment for tickets through our website shopping cart. Set up the ticket to the event as a new product.
Those who already paid for a ticket to the live event will need their names imported into Zoom so they can attend the virtual event.
Be sure that new registrants are putting in their own information to register.
If a customer needs help registering from a staff member, login as that customer and register as that person to ensure he/she gets an attendee join link, and not an organizer link.
(For clarification, consult with Customer Support Manager.)
The Marketing team will prepare emails to be sent to the registrants. These emails should include appropriate content and sent out:
- Confirmation email (at time of registration) with join link
- Reminder emails (1 day & 1 hour ahead) with join link
- Follow-up email to Attendees (day after) with info on how to access the replay.
- Follow-up email to Absentees (day after)with info on how to access the replay.
- Survey for feedback (if desired).
Ensure that the presentation is the newest version and has FTC approved language.
These slides could be added to the presentation: 1.) Info to access Handouts & Survey (if applicable) 2.) Agenda showing breaks 3.) Slides to be shown during breaks/lunch 4.) Items to have handy - water, tools, paper, pen, sweater 5.) Link to offer with Promo Code
Have the Volunteers session worksheet ready to collect the session info.
Set up Body Code or Emotion Code App to show audience during volunteer sessions.
Practice with presenter to ensure these work:
Zoom recording, Screenflow recording, webcam, audio, Zoom features (whiteboard, etc). Refer to the webinar presenter checklist.
Ensure that presenter:
Has correct / newest version of presentation, has correct fonts, has tools, has handouts, has volunteers’ session worksheet.
Know what product(s) will be promoted, dates of the sale, promo codes, links, etc.
Be sure Customer Support Manager knows this information.
Ensure proctors know their schedules to cover event.
Ensure proctors know duties. (They can refer to articles in screensteps if needed.)
The Media Editor should do a test with the presenter 1/2 hour before the event begins to determine the quality of recording, and make adjustments as needed. A back-up copy is always helpful, so if proctors are able, they can record the event too. When the event is set up in Zoom, the option to have Zoom save a recording in the cloud should be selected.
Understand the preciseness needed for editing. Sometimes the editing is not going to need to be as particular. Of course, FTC guidelines and privacy of attendee names is always needed, but sometimes all that is needed is bookends with music to be ready to post. The raw version with bookend branding is all that is needed so the replay can be posted the same day. Check with Executive team for additional details.
If attendees/ registrants will be given access to the replay recording after the virtual event:
- Marketing should prepare an email that will be sent out containing the link to the replay.
- Prepare the replay page ahead of time.
Post Emotion Code Virtual Seminar replays here: https://discoverhealing.com/virtual-event-replay/
Post Body Code Virtual Seminar replays here: https://discoverhealing.com/virtual-seminar-replay/
- Get the link to where the replay will be posted. (Add this to the Proctor Instruction Guide. People will ask during the event.)
- The Media Editor will be posting the raw version of the replay as soon as the bookends are added.
- Send the email to people telling them where they can access it with the link.
To determine sales from the virtual event, know which products are being counted toward that amount. Event sales end at midnight Mountain time on the same day as the live event, so virtual event sales will end then as well. Confirm the sale ending time.
Soon after the virtual event, evaluate what worked and what needs improvement.
Send the list of attendees who did not purchase during the event to the sales team for follow up and to generate more sales.
You are done. Great job!