How to Set-up a Successful Virtual Conference and Exhibition

Most companies, institutions or organisations have to adjust to the ongoing pandemic. Rather than waiting for the world to recover from the COVID-19 pandemic, innovative people think of solutions immediately.

Hence, most use the advantage of internet connectivity to carry on with their daily business. For sure, your company also has adjusted from physical to work-from-home (WFH). The sudden transition has been hard for some because they have to adapt for a short period. However, some partnered with an event management system to make the transition easier.

As you transition, it is essential to know the preparation for a virtual exhibition or virtual conference in Singapore. So, when the day comes, you will look more presentable and professional. In this article, you will learn how to prepare for a virtual exhibition or conference. This way, you’ll get more opportunities in improving your online presence to advance in your career.

Why Transition to Virtual Events 

Although the pandemic has forced professionals to transition online, it has indeed offered benefits and opportunities. Surprisingly, some even want to work remotely for permanent time. Yes, you’ve missed the physical interaction at your workplace. However, isn’t it nice to wear comfortable clothes while working? The event management system makes your virtual event more interactive and efficient. So, as we experience WFH setup for almost a year, here are the reasons why you should transition to virtual events even after the pandemic.

Connectivity and Inclusivity

During isolation, it is easy to feel alone and disassociated. But, thanks to a virtual conference or hybrid event, employees feel more connected and included with the world around them. After all, people from any part of the world can join a virtual conference. This way, you’ll interact with people with different backgrounds and stories, which can inspire you. A simple video call can make you feel like you’re part of a community.

For this reason, everyone can join a virtual conference to share an update or participate in a discussion. It promotes inclusivity among all participants. However, keep in mind that a successful virtual exhibition needs an effective event management system. Fortunately, there are companies in Singapore that offer the said services. If you find one, make sure to grab the opportunity

Increase Comfortability

One word that you can associate with virtual conference and virtual exhibition is comfortability. You’re at home in bed while wearing pyjamas but a professional attire for your upper body only. See, it sounds comfortable to lay down in bed and join a virtual conference. Not only that, but sharing is easier with a virtual meeting.

You can use the ‘share screen and ‘share files’ button to spread information and announcements. Gone are the days when you needed to set up a laptop, share flash drives or present physically! With this, you’ll feel more relaxed and comfortable in a group meeting. Now, if you want to experience this comfortability, you should know how to prepare for a virtual conference. Hence, read in the next section to set up a successful online meeting.


What to do Before Your Virtual Conference

Although a virtual conference is online, there is an etiquette you need to follow to look more professional. Remember that physical meetings are different from online meetings. So, focus on essential aspects to make the most of your virtual events. This way, you’ll gain professional skills and networking abilities. Read further to know the tips that can help you during yourhybrid event--virtual and exhibition.


Learn the Virtual Tools

Since your work has shifted from physical to digital, there are possibilities that you are not familiar with the tools. To solve this, you need to explore and research the applications your company requires you to use. For instance, Google meets, before the start of your virtual conference, you can practice using the app on the weekends. Look at the location camera or microphone button. Or, you can adjust the webcam and so on. With this, you can also learn some basic troubleshooting. Some problems may occur when you’re presenting, so be sure you know how to solve them.

Better yet, look for a company that can help you with the event management system. This way, you’ll be able to adjust to the virtual setting with ease. It is also advisable to watch tutorial videos to work on some glitches or technical issues.

Dress Presentably and Professionally

As mentioned above, a virtual conference is more convenient because you can do it at home. However, remember that you still need to wear proper attire. Since people can only see your upper body, you can only wear professional clothes on your upper body. On the other hand, you can wear pyjamas, shorts or anything you want on your lower body.

Also, keep in mind that some companies record the meeting, so make sure you look professional and presentable. After all, you can remove your professional attire after the conference and go back to your work.

Lighting is also an essential part of your meeting. To look more presentable, fix the lights so that people can see you clearly on their screen. Nonetheless, always practice professionalism during a virtual conference or hybrid event. With this, you can excel in your career!

Set up Your Workplace

For sure, you’re not alone in your home. Maybe, you have children, pets, or spouses walking behind you during a virtual exhibition. As you can see, it can distract the attention of the participants. To avoid this, look for a workspace that is quiet and isolated from the people around you. With this, you can focus on improving your online presence and delivering your presentation. On the other hand, you can also set a schedule to distinguish between work and family time. In doing so, you’ll avoid mixing family and career duties.

If you find it difficult to set up a workplace, you can ask for help from a company that offers an event management system. They can help you organise a meeting applicable to your situation and schedule. They will also help you navigate virtual conference applications that can minimise distractions in the background, such as noise cancellations, backgrounds or wallpapers.

Schedule Breaks

Some virtual conferences can go up to more than two hours. Hence, you need to schedule breaks so the participants can avoid burnout and fatigue. Also, remember that a virtual conference is different from a physical conference because there are no coffee breaks or accessible pantry. Some participants are even eating during a virtual exhibition. Therefore, their focus will shift to the food instead of your presentation. To solve this, schedule at least a 15-minute break to refuel their minds.

It is also recommendable that allow the participants to establish a schedule for the day. For instance, your virtual conference will run from 10:00 am to 2:00 pm. Hence, inform your participants that they will have a one-hour lunch break from 12:00 pm to 1:00 pm. So, before the meeting, they can prepare their meals and make the most out of their break time.

Inform Participants

Of course, before the hybrid event starts, you should inform your participants a week or days earlier. This way, you’ll help them prepare for the event. Remember that employees have different job duties in a day. As much as possible, inform them in advance. This way, they can finish their work earlier and attend your event with ease, knowing they finish their work earlier.

To inform your participants about the meeting, set an event on their calendar if your company uses Google. Better yet, send an announcement in a group chat. Or, you can send a private message to every participant. Also, have a reminder from time to time for the virtual conference and virtual exhibition.

Review the Meeting

One of the benefits of a virtual conference or virtual exhibition is that you can rewatch it. So, if you want to watch the main parts, you can replay the meeting and take down some notes. Hence, before you start the conference, set a schedule or appointment for the review session. This way, you’ll remember the essential information at your conference. After all, you have to remember those meetings to be a responsible employee.

At this point, you already know how to prepare for a hybrid event. Now, you should also know the things you should not do because it can damage your credibility. Therefore, read in the next section the things you need to avoid in a virtual meeting.


What Not to do in Your Virtual Meeting

The COVID crisis has changed the world of professionals. Accept that the impact of this pandemic will stay for many years. Hence, be familiar with the etiquettes for more professionalism. Regardless of the applications like Google Meet or Zoom, avoid doing these during your virtual conference to practice competence.


Show Up Late

Everyone is busy. However, you need to respect other people who invested their time and effort in making the virtual conference. Don’t keep your co-workers and bosses waiting on you. So, make sure you make a schedule to remember your online meeting session. If an emergency arises, you can notify your manager ahead of time, so they’ll know about your situation. This way, they can continue the virtual conference by saving time and energy.

Working on Different Task

You show disrespect to work on different tasks while your boss is presenting his/her updates about the company. Are you looking at your phone while your co-workers are sharing ideas? Or Do you become disinterested while the manager is talking to you? If you think they don’t notice it, they are only polite to tell you. That’s why you need to be attentive during your virtual conference or virtual exhibition.

In doing so, you show professionalism and increase your competence. After all, an online meeting should be interactive because it’s about connecting with other people. Now, practice showing your enthusiasm during a virtual conference with your team.

Turning Off the Camera

Your manager included you in the virtual conference because you are part of the team. Hence, show your face to have an online presence. Can you imagine talking with someone in person and he’s covering his face? Yes, talking with someone who shows anonymity is rude. So, during an online meeting, you have to put in an extra effort to make your presence show.

Remember that a virtual conference is about networking with other people. Also, if you turn off the camera, people will think you’re working on something else. And, as mentioned above, it shows disrespectful behaviour to your co-workers and bosses.

Staying Unmute

During a virtual conference or a hybrid event, participants should mute their microphones if they are not talking. In doing so, you will avoid distracting other people due to background noise.  Remember, you only need to open your microphone when you need to speak or participate in a discussion.

Also, you can inform your manager before speaking. Same in physical meetings, raise your hand first before speaking in a virtual conference. Nonetheless, you should know the proper etiquettes of virtual conferences for a successful online interaction.


Virtual Conference: Adjusting to the Modern World

As a professional, you need to adapt to the changes in the modern world. The key is to practice flexibility. As you can see, change is the only constant thing in the world. Who would have known that the pandemic will affect humanity and rely on internet connectivity? Who would have thought that virtual conference, virtual exhibition or hybrid event would be the norm? With the sudden changes, it is okay to ask for a helping hand for a convenient transitioning.

In this fast-changing society, Evention in Singapore will help you from pre-event invitations to post-event feedback. With the help of their event management system, companies in Singapore can now conduct virtual events with success and efficiency. They will make your virtual events more interactive and enjoyable to have an impact on the participants.

If you want your company to be adaptable, visit their website to know more about their event management system services.