In a four-part workshop entitled “How to do virtual”, Tine Tripari from AutomotiveEvent online presents the milestones on the way to a successful virtual event and, to this end, has taken a closer look at the magnid event platform. The first part started with the aspect of planning and concept and led to the first question: How do I come up with a project plan or to-do list? Part 2 dealt with the preparation, while part 3 now deals with the implementation. The event follow-up will be covered in part 4.
Perhaps a note on the spelling and the many hints and questions. Yes, I am not always flawless in my writing. And no, Magnid also exists as magnid. Magnid large is the company, magnid small the product behind it. I did not come up with it…
Now it is time to put it into practice. The preparation of the content is the next milestone on the way to a successful virtual event. With the help of the magnid hotline, I was able to overcome the most difficult hurdles for newcomers in terms of graphic implementation and production of the content. Now I am moving on to the venue creation.
The focus is first put on the practical questions: how do I design the user journey in an appealing and intuitive way? Where do I place my content? Using the drag and drop function in the Venue Designer, it is possible to work on different architectures, add content to the venue, and create an individual user journey – all at the same time in a DIY process.
To make sure that my event is very successful, there are some valuable topics for developing an appealing user journey with well-placed information. Magnid knows what I don’t know. To this end, user touchpoints must be thought through. The focus is placed on intuitive usability implemented through navigation arrows, a clear labelling of touchpoints and more. 
An eye always on the user who is gathering experiences on his way through the venue and consumes specifically placed content. On the magnid platform, there are plenty of options for this – for example, teaser videos arouse curiosity and emotionalize, moving avatars add life, and targeted visitor guidance via the welcome desk provides participants with all the necessary information they need to continue the journey through the virtual set-up.
Visitors are always aware of what is happening. An agenda takes care of that, and a floor plan helps to quickly navigate through the “Location”. It is convenient for me because it is part of the magnid standard and is displayed automatically in every area of the venue.
Once this checklist has been completed, i.e., once the content has been strategically placed and the user journey has been designed in accordance with the regulations, I move on to the next milestone: how can I promote my venue/event and generate curiosity/excitement? The essential word here is “spread the word” and the mind game may begin: how do I reach my target audience? How do I address them effectively and what are my call-to-actions? How do I create dramaturgy?
First and foremost – opportunities must be seized. A quick visit to a virtual event, for example, saves time, accommodation, and airfare expenditures. Back to the target group and the question of how to reach them. Internally, this can be done via the intranet, and externally, social media, blogs, posts, specialist forums and newsletters have all been shown to be effective means. 
Finally, to achieve seamless communication, special attention must be paid to the registration system’s compatibility with the venue, as posed by the question: does the platform have its own registration system or can I connect my existing registration system via interface? How much flexibility does the platform offer me? Is it GDPR compliant? Is compliance with internal data security policies or corporate guidelines guaranteed?
How do I reach my target group?
1. Choose different formats (Video, Live session, Discussion rounds, etc.)
2. Interaction with the audience (Warm up the sessions with a Live Voting, Word Cloud, etc.)
3. Playfully convey the content through online games such as memory or quizzes
4. Increase the motivation of users to explore the venue and open content. For example through virtual treasure hunts, QR code challenges, etc.. The leaderboard announces the score and stimulates competition
5. Involvement of the target group in advance and joint content design (e.g. Faces Video – Create a sense of community)
My communication should both inform and pique people’s interests. This requires dramaturgy. Seven milestones pave the road for communication success, which I must consider:
Pre-event communication
Arousing curiosity and sharing insights
Planning an opening ceremony
Live-Event communication
Interactive game/quiz to warm up
SoMe/Networking
Post-event communication/Sending follow-ups
Once all the checkmarks are in place and the checklist is completed, it is time for the next step and the next checklist: what should you look for in a live event?
The question is whether I have enough live support and a clear distribution of tasks, whether the moderators/speakers are well-briefed, participant perspectives are taken into account and backup solutions are prepared. For live support, a clear division of tasks is required; nature and implementation depend on the type of event. Determined by the form of the event, I must take care of a participant manager, live interaction manager, info chat support, tech chat support, customer contact person, show caller and a troubleshooter. A change of perspective or special attention to the participant’s perspective is also required. How do the participants perceive the event? The interpretation of overlays is aided by a live monitor for moderators. Q&A and live answers to questions help to ensure that the participant’s expectations are met.
Who takes over the moderation?
What makes good moderation and how important is it?
– Create seamless transitions
– Guide speakers
– The ability to fill in silent moments
– Multi-tasking
– Humor & flexibility
– Engage the audience (balancing information and entertainment)
– Enhances the event 
When it comes to technology, nothing works without a net and a double bottom. Backup solutions are a “must-have” if something goes wrong. Phew, do not forget. If the speaker’s internet connection fails unexpectedly, the solution is to dial in by phone while the moderator bridges the gap. If a backup stream or a switch to a webinar platform is planned, even aborting the stream is no longer an issue. Magnid does not spare any advice for the worst-case scenario, advising users like myself to promptly notify the attendees about the problems and import the prepared backup slides via text notifications in the venue. Yes, I have completed all these tasks. It works.
Four check marks now stand for considering the viewpoint of the participants, preparing a backup solution, briefing the presenters and speakers, as well as providing sufficient live support and a clear division of tasks.
Now I am curious as to how I can determine whether my event was a success. The fourth and last part of our workshop, “How to Do Virtual,” is dedicated to this topic.
