Expert Events’ top ten audio visual tips and considerations for virtual events

TESTING
Always ensure you do pre-event testing sessions with all presenters, chairpersons and moderators – checking audio, microphones, camera, system types and quality.
DRESS REHERSAL
Ask speakers to wear what they are going to wear to present in testing (including glasses), to provide the opportunity to change the angle and ensure the lighting is right. Patterned backgrounds and shirts often clash and make it hard to maintain focus.
HOW TO GUIDES ARE A MUST
Provide speakers with clear instructions (including screenshots where possible) in advance.
ADVICE
Provide speakers with tips for presenting on camera to assist with a professional presentation, and again give multiple opportunities for testing prior to the event.
POSITIONING
Consider if speakers should be asked to stand when presenting, this can feel more natural.
BREAK IT UP
Having multiple forms of audience engagement can help keep your attendees engaged and create a more memorable experience. Consider pre-recording presentations and having live Q&A.
WHO IS WATCHING?
Consider your audience… Is captioning and multiple languages available for pre-recorded material, or content being used for on-demand sessions at a later date?
WHO IS IN CHARGE?
Make sure all relevant parties understand who is doing what and have a clear run sheet… just like a physical event. Who is looking after event support and troubleshooting? For example, what is the role of session chairs when running a virtual conference? Are they responsible for:
1. Introducing speakers
2. Moderating and/or facilitating Q&A
3. Communicating any issues to the conference organisers
PLAN FOR SILENCE
When running virtual Q&A, there could be a slight delay at the beginning especially if questions are being moderated. Someone should be tasked with having an initial pre-approved question/s to start.
ASK FOR FEEDBACK
As with all events, but especially online make sure you are asking for feedback to plan for future improvements.

Confused? Don’t hesitate to reach out to Expert Events for advice on the best way to manage and present your information by hosting a virtual or hybrid event.

Lasting connections and successful conference experiences

I am thrilled to express my heartfelt gratitude to Expert Events for their exceptional support during the DATTA Australia and WA State Conference. Stephanie and Kelly were an absolute pleasure to work with, displaying unparalleled professionalism and dedication. No problem was too challenging for them to tackle, and their commitment to ensuring a flawless event was truly commendable.

Stephanie and Kelly went above and beyond our expectations, demonstrating a remarkable level of expertise and resourcefulness. Their meticulous planning and attention to detail played a pivotal role in the seamless execution of the conference. Every aspect, from logistics to coordination, was handled with precision, making our event a resounding success.

The entire experience working with Expert Events was nothing short of fantastic. Their proactive approach, problem-solving skills, and genuine passion for their work shone through at every stage. I wholeheartedly recommend Expert Events to anyone seeking a top-notch event management team. Thanks to them, our conference was not only a success but an enjoyable and stress-free experience for all involved.

Shaun Lane

President, DATTA WA

Expert Events provides outstanding support in the organisation of our annual conferences. They are extremely professional, take initiative and are quick to implement our requests. I would highly recommend Expert Events for taking the stress out of large conferences as well as smaller meetings.

Maila Hughes

International Society for MR Radiographers & Technologists (ISMRT) Past President

It was such a relief to have an expert of such stature taking care of every detail. The summit ran so very smoothly, with no single detail out of place. But it was the preparation and planning that really impressed me the most. You led these details so beautifully and contributed to the other aspects of the summit and the meetings were a pleasure to be part of.

Thank you very much.

Dr Sue Ogilvy

Program Director, Farming for the Future Summit

Given their experience and expertise in event management, we immediately engaged Expert Events to help us plan and execute a Summit event.

Their ability to innovate for solutions and their attention to detail are a couple of the factors for their success. They are superb communicators maintaining open and clear communication with all parties involved to ensure that everyone was on the same page and that the event ran smoothly. Their adaptability and flexibility meant we could have confidence in the event being a success, even though things changed as we progressed through the planning stages. The team at Expert Events made us feel like we were their only client and their commitment to our needs was extraordinary.

I would highly recommend Expert Events.

Adam Curcio

Operations Manager, Farming for the Future Summit

Your whole team were, as always, fabulous. Special thanks to Steph and Georgia for being so kind and professional with newbie co-convenors!

Ngaire Mayo

HEIA(Q)

Thank you for your outstanding work on the HERDSA conference. You supported us in delivering exactly the conference we and our members envisaged. You were friendly, professional, organised and clear throughout the three years it took to organise the conference.

Thank you for your work, and for your positive impact on the Australian tertiary education sector. Expert Events is awesome.

Prof Christy Collis

HERDSA

The Expert Events team have been a wonderful addition to the ‘extended’ Rural Medicine Australia (RMA) conference team – and supported both virtual and face to face event delivery of RMA. They have been nothing short of professional, friendly and efficient since we first started working with them in 2020. The EE team respectfully offered guidance throughout the planning process; provided current industry knowledge for consideration; were willing to try new approaches and technologies, and were always on-hand to reassure and support. They also brought a fantastic sense of humour and fun – which was important for the culture of our event. There is no doubt they contributed to the incredibly successful delivery of our conferences during the challenges of the pandemic. We think they are RMA-zing…

Rachel Killorn

Australian College of Rural and Remote Medicine

Great job by the Expert Events Team (on the Australian Foundry Institute 56th Annual National Conference – QLD)!

Joe Vecchio

Operations Manager, Northern Iron & Brass Foundry

Your team was marvellous – so supportive and professional. I have received loads of feedback (about the 2022 Trauma-Aware Schooling Conference), all very positive.

Dr Judith Howard

Associate Professor, QUT

Thanks for helping us make our online conference such a wonderful experience for organisers, speakers and attendees. We wouldn't hesitate to recommend you to others and will definitely use Expert Events again.

Katrina Martin

Western Victoria Primary Health Network (WVPHN) 2021 Primary Care Refresher

Lasting connections and successful conference experiences

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event needs, contact us