PSST: You're Overcomplicating Your Virtual Events

Hey there, dear reader. We have a secret for you!

There’s a reason virtual events scare so many people, and why they have garnered a reputation for being ineffective and downright dull: we are overcomplicating our virtual events. Yes, us too!

Even the experts can be pulled in many different directions when it comes to selecting a virtual event platform. Trust us, we’ve tried them all: From the good to the bad, and how can we forget the ugly? There have been many lessons learned in the 4 years we’ve been doing virtual events. The most critical one, however, didn’t come until mid-pandemic:

Virtual Events don’t have to be complicated.

Braces for applause—ahem—where was I?

For two years, we looked for the best solutions. The all-in-ones. That magical software that ‘did it all,’ and managed to provide a mimicked in-person experience without the proverbial eye rolling and invitation declining. Guess what? Those softwares may be out there, but there is a huge barrier to entry. Namely, $25K-and-up licensing fees.

We worked with a client last year on a multi-day conference, which utilized only event platforms they already had access to and were familiar with: Zoom, Eventbrite and Squarespace.

By incorporating Airtable into the mix, we were able to provide a more streamlined experience for all of the stakeholders involved—from internal collaborators to the VIP Keynote speakers. In fact, we spent less time on webinars training speakers on the platform and fielding questions about the software itself and more time providing a personalized experience to all of the important individuals that contributed to an event.

Airtable forms helped with onboarding speakers and collecting their headshots and bios; the bases helped with keeping track of the speakers’ individual Zoom logins across the two-day event. We also made sure to create a Speaker Information Page, where speakers could see, at a glance, what was expected of them and key deadlines. We were able to create a schedule within Airtable as well, and assign speakers and rearrange as needed. This one base saved the collective team countless hours, and provided an organized, focused pathway to success for all of us involved in the process.

So, when it comes to your virtual events and programming, we’re here to tell you that sometimes it is best to ignore the shiny objects and stick with what is tried-and-true, and what feels right to you and your particular stakeholders. Your community (and your wallet!) will thank you.