When planning a virtual event, it is important to have a clear idea of the IT support that will be needed, especially true if you are relying on online tools and platforms to deliver your event. Without IT support, your attendees may experience difficulties logging in or viewing the event materials.
On the other hand, with the right IT support in place, you can run your virtual event smoothly and without any glitches. In this blog post, we will discuss the importance of IT support for virtual events and outline some of the key areas that need to be covered.
Steps to implement IT support for your events
1. Plan and prepare for your virtual event
Identify the key areas that will require IT support, such as:
- setting up and configuring the virtual event platform
- managing user accounts and permissions
- ensuring smooth delivery of event content
- providing technical support to attendees during the event
2. Work with a reliable IT support partner
Try to find a company that has experience in delivering virtual events and can provide you with a comprehensive IT support package. Some IT support companies offer additional services like website design and development, which can be beneficial if you are planning to launch a new virtual event platform.
When choosing an IT support partner, check their:
- reviews and testimonials
- experience in delivering virtual events
- quote is detailed and covers all the services you require
- team can provide around-the-clock support and consists of dedicated IT professionals
Do not forget to sign a contract with your IT support partner (for example, Computers In The City IT support London) that outlines the scope of work and the terms and conditions. This will help avoid any misunderstandings or disagreements down the line.
3. Choose the right technology and tools
If you will be using an online event platform, make sure that you have thoroughly tested it before the event and that all the necessary IT infrastructure is in place during and afterwards. This will help to ensure that any problems are dealt with quickly and efficiently.
When picking a platform on which to run a successful virtual event, remember that it should:
- be easy to use and navigate for both attendees and organizers
- allow for real-time interactions between attendees with feature such as chat and polling
- provide a seamless experience on all devices
- offer 24/7 support in case any technical issues arise
4. Train your team members and provide documentation
In order to avoid any last-minute surprises, it is wise to teach everyone who might need to use any technology during the event on how to properly do so. This includes familiarizing them with the event platform and any other software or tools that will be used.
It is also a good idea to create user manuals or documentation that can be referred to in case of any problems. This will help to resolve any issues without any disruption to the event that would affect the satisfaction of the attendees.
5. Delegate and Prioritize Tasks
Assign various responsibilities among your team members in order to cover all of the necessary IT support tasks without anyone being overwhelmed. In particular, have a team member on standby to provide IT support if necessary so that any issues can be dealt with quickly and efficiently.
Remember to prioritize the tasks that are most critical for the success of the event. For example, setting up the event platform and testing it should be given top priority, while creating user manuals can be done closer to the event date.
6. Test the hardware and software
Make sure that all of the equipment and tools that will be used during your virtual event are working properly before it starts. This means testing the audio and video quality, as well as the functionality of any additional features such as chat or polling.
You can carry out tests in advance by doing a dry run with your team or by setting up a test event with a small group of attendees. This way, you can be as confident as possible that everything will run smoothly on the day of the event without any hiccups.
7. Have a backup plan in place
It is a good idea to have an idea of what to do in case of any technical issues before they arise so that you can avoid any panicking and disruptions to the event. Some IT support companies offer a contingency plan in case of technical difficulties.
You could use an external live streaming service as a backup for your virtual event platform, or have a mobile internet connection on standby in case of any problems with the Wi-Fi.
8. Maintain IT support during your virtual event
Your IT support team should be on standby during your virtual event in case any technical issues arise. They should also be available to provide assistance to attendees who need help logging in or accessing the event materials.
If you have chosen a reputable IT support partner, they will be able to provide you with a comprehensive IT support package that covers all of these areas and more. If you will take care of IT support yourself, don’t forget to assign someone on your team to be responsible for it during the event.
9. Keep track of the results and measure success
After your virtual event is over, take some time to analyze the results and see what worked well and what could be improved. This will help you plan for future events and make sure that they are even more successful.
Some aspects of the level of IT support that you provide during a virtual event which you can measure include:
- attendee satisfaction levels
- the number of IT-related issues that arose during the event
- the speed at which those issues were resolved
- how easy it was for attendees to access the event materials and platform
IT support is essential for virtual events. By following the steps outlined above, you can ensure that your event runs smoothly and without any problems.
With the right IT support in place thanks to our tips, you can successfully deliver a virtual event that meets or even exceeds the needs and expectations of your attendees.