Handbook

5 tips for organizing a successful video conference in Hanoi

8/11/2022 6

To organize an online event is not too difficult, but how to organize a video conference that is attractive enough to attract attendees and keep them until the end is not simple. Let’s check out 5 tips for organizing a successful video conference in Hanoi with HoaBinh Group.

5 tips for organizing a successful video conference in Hanoi

5 tips for organizing a successful video conference with HoaBinh Group

Detailed scripting throughout the video conference

A successful webinar or conference will always have a detailed script for the ceremony to launch smoothly. The scenario of a video conference is similar to an investment television newsletter which often is divided into parts, and has detailed timing for each part. Each session often lasts from 3 to 5 minutes, has contents displayed in the bottom corner of the screen complementing the information that the speaker is presenting; the transition effects should be smooth; there should be a host/MC to regulate the video conference. These above factors make the event more attractive, and also consistent with the detailed scenario.

Your advice is to script it to contain as much information as possible, get multiple presenters to speak, and make sure everyone’s presentations are of equal length. HoaBinh Group with many video conferencing projects are done will help you with the most effective advice.

Detailed scripting throughout the video conference

Interact with attendees

Video conference presenters often lack interaction with attendees and overfocus on their presentation. This easily caused the attendees to lose interest as they were at the beginning. Therefore, presenters should have suitable activities in the conference like mentioning a group of attendees, telling a story related to the group or specific participants, or inserting some humorous statements into the presentation to relieve attendee stress are effective ways to increase presenter interaction with attendees.

When attending any conference, whether in a casual or online organizing form, everyone wants to hear a more natural, vivid presentation than a reader of everything printed in the document mechanically. So try to put your “ego” into the presentation, convey the most natural and interesting content to employees, customers, and other shareholders so that they can understand the purpose and meaning of the presentation as well as creating a connection between the presenter and attendees.

Interact with attendees

Take advantage of the extensive function of video conference platforms

Video conference platforms always have useful support tools that users often do not know or forget to use during the program. So while scripting the conference, take some time to check whether the platform you use has features or tools that can assist you or simply help attendees feel more comfortable and convenient.

Take advantage of the extensive function of video conference platforms

Have a marketing strategy before the conference

Video conferences are usually much shorter than regular conferences, so when setting up the scenario, pay attention to the following:

  • Send out invitations with additional information about the event attached

  • Do short polls before the event (1-3 sentences)

  • Collect questions from guests and attendees before the event

  • Pre-share videos, presentation details or documents, information to attendees

Have a marketing strategy before the conference

Have supervisor during the conference

The supervisor will have the task of pre-selecting questions, suggesting questions so that participants do not waste time, clarifying the participants’ questions, re-asking questions that are easier to understand for the presenter, answering questions that are similar to the questions available in the Q&A section or the questions that have been asked previously helps to keep the video conference uninterrupted as well as create excitement for other participants.

The bottom line

Hopefully, with the above sharing, customers will have more knowledge about organizing video conferences in Hanoi. If you need more information, advice, or have demand for organizing video conferences in Hanoi, rent video conferencing equipment… don’t hesitate to contact HoaBinh Group! As an organizer of conferences and events, HoaBinh Group can meet all your needs! Contact us now via website or hotline +84.913.311.911.

Read more: Video conference equipment rentals during COVID-19

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