How can I adjust my Flex event for going virtual?

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Now that you've made the decision to go virtual, reference this list of suggestions and best practices while setting up your Flex event:
  • Use the Virtual Event Feature - Follow these steps to enter your virtual event's details, such as the meeting ID, URL to join, password, and link to the recording. Then use the virtual event data tags to add this info to emails and post-registration pages.
  • Create an FAQ page - Create a custom FAQ page to add details on accessing virtual sessions, highlight webinar troubleshooting tips, and provide contact information for registrants to use if they run into issues.
  • Remove your event and session locations - There's is no need for location-specific information now that your event is virtual. Remove the event and session locations from the agenda.
  • Adjust capacities - Ensure you've adjusted your event & session capacities to reflect your new virtual landscape.
  • Remove registration questions that are no longer relevant - Remove registration questions such as "What are your dietary restrictions?" and replace them with engagement questions like "Where will you be dialing in from?" instead.
  • Remove guest and travel widgets - Attendees will no longer need to add guest, hotel, or air information for your virtual event. Remove these widgets from your registration process to make it more streamlined.
  • Send session emails - Send out emails prior to your sessions' start times to remind attendees to attend and include instructions on how to access the video.
  • Send post-event feedback emails - Event feedback is even more crucial now that you can't gauge attendees' reactions or gather in-person feedback. This is also a great way to qualify virtual leads, as staff will no longer be scanning leads onsite.
  • Use social media - Further engage your customers before and during the event by promoting it through social media.
  • Use SocialWall - Encourage attendees to post on Twitter and Flickr using event-specific hashtags, then use SocialWall to display the feed on your event's website.
  • Assist registrants with travel arrangements - Attendees may have already started making travel arrangements to attend in-person. Offer assistance by creating a custom website page to provide helpful links and phone numbers to airlines and hotels.
  • Revisit your pricing structure - Will you still be charging a fee for registrants to attend your event? If so, send an email with detailed information explaining the value of your event. If not, spread the word!
  • Consider adjusting your sessions' start times - Hosting sessions in the middle of the day allows for a large audience across many time zones. You can also consider hosting your event over multiple days to reach larger audiences.
  • Schedule breaks and meals into your agenda - Give attendees some time to grab coffee, stretch their legs, and eat!
  • Host practice sessions with your speakers - Ensure your speakers are prepared and have a strong enough internet connection to deliver their content. 
  • Record your sessions - Share session recordings after the event for those who could not attend and to re-engage your attendees.

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