“Let’s just move our program online, make it virtual!”

“No problem, we can do that.”

However, the goals, details, and actions that must be defined for an in-person event, are just as important, if not more critical for the success of a virtual event.

As an Experience and Event architect for the past 20 years, we can and we have, done in person and virtual events recently and in the past. 

We say, the devil is in the details.  Whether its live in-person or virtual, the details matter.  They must be ironed out to ensure a seamless experience that meets the goals of the program and the needs of the company.  If you aren’t used to asking the critical questions, you may miss the nuances that drive the success.

I’ve spent a lot of time over the past few weeks discussing and implementing experiences online as well as attending many virtual events.  I keep coming back to the same place –the questions we ask while architecting learning programs, client experiences, meetings, conferences and more are the same, no matter the method of delivery. You must have the following to achieve the desired impact and success:

*****Program aligns with company’s strategy and goals

*****The right people and number of attendees, in the right seats

*****Compelling content delivered by engaging experts

*****Properly sized venue and format

*****Seamless technology

*****Staff supporting the program

*****Well developed agenda with learning, networking and interaction considered

*****Clear communication plan – pre, during and post program

*****Feedback mechanisms

The power of the human connection and the role it plays in learning programs, events, and even a simple meeting is not be minimized or lost in the virtual world we find ourselves in today.  The elephant in the room for me has been- can we create the impromptu “water cooler” moment that is potentially achieved at an in-person event during breaks, at a meal, just hanging out with other attendees or conversing with the person sitting next to you.  I believe you may not be able to replicate the impromptu, random nature of it, but you can incorporate virtual experiences that help facilitate the moments and bring intimacy to the programs.  It takes thought, planning and expertise to understand and incorporate the drivers that can facilitate those moments, but they do work. 

Whether its greeting participants and simply introducing them while placing in them in a “lobby” to chat before the program begins. Or, creating icebreakers and moderated virtual breakout rooms. Shuffling the breakout spaces to enable more networking or offering team/group challenges and more.  Such experiences can and I believe, must be Incorporated into online programs today to humanize the virtual experience.   

Finally, I work with a virtual team. My team has strategists, event planners, expert speakers, facilitators, moderators, technology and production gurus, graphic facilitators, gamification experts, graphic designers, talent assessment professionals, behavioral assessment specialists, marketing and more. 

It takes experts in all areas to plan, produce, manage and deliver learning programs, team experiences and company events that are successful in person and in our new virtual reality.  Find us at csaitz@mastermindex.com, www.mastermindEX.com or www.globaleventsandretreats.com.