Tips & Tricks on virtual events

Tips & Tricks on virtual events Janssen Pharmaceutica 7 October 2020

©Janssen-Cilag B.V. – EM-41106 – 26-aug-2020 ©Janssen-Cilag NV – EM-41106 – 26-aug-2020 – vu/er Luc Van Oevelen, Antwerpseweg 15-17, 2340 Beerse Individuals depicted are models, for illustrative purposes only.

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This guidebook wants to provide basic information on virtual events to people who are active in the healthcare sector. • Target group: people who are active in the healthcare sector such as nurses, patient organizations, professional associations and doctors.

Individuals depicted are models, for illustrative purposes only.

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• Why? Virtual meetings and events are the new normal. This guidebook wants to help you getting started by providing basic information on virtual events.

Individuals depicted are models, for illustrative purposes only.

There are different types of virtual events

What?

Characteristics

Webinar

Online education

Hybrid event

Other events

An online meeting with a limited amount of attendees where certain topics are discussed.

An online event where you give information to mostly external participants.

An online event consisting of different lectures to educate the attendees.

An event where as well a Faceto-Face audience as an online audience view the same content at the same time.

The sky is the limit. Most F2F events can be organized virtually as well.

From a big town hall to a catchup with your team.

Virtual Events

A virtual event is an event where the participants attend online.

Individuals depicted are models, for illustrative purposes only.

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Virtual meeting

Different tools can be used to host a virtual event Videoconferencing Software

Free version # of participants

< 100

< 300

< 100

< 150

Advantages

Easy to use Many functionalities

Easy to collaborate on files Integrated in Office

Registration functionalities Healthcare version

Provides templates Polling functionalities

Limitations

40 min time limit in free version

A bit more complex to use

50 min time limit in free version

Free version is valid for 7 days

Paid version

More information

More information

More information

More information

Online trainings

Training sessions Video tutorials â&#x20AC;&#x201C; How to

Training sessions

Training sessions

Training sessions

E.g. divide the participants in break-out rooms where they can meet in smaller groups

E.g. Allows you to work together on the same Office files at the same time

E.g. Special interface for medical trainings

E.g. Fast set-up of virtual meetings thanks to availability of templates

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Virtual event timeline Define the content: Subject # speakers Presentation length per speaker ❑ Remuneration ❑ Presentation format ❑ ❑ ❑ ❑

(e.g. PowerPoint)

❑ Define the basics: ❑ Goal & target group ❑ Roles & responsibilities ❑ High-level content ❑ Date

❑ Execute: ❑ Send invitations ❑ Book speakers ❑ Make promotion

❑ Follow-up: ❑ Confirm attendance ❑ Send gentle reminder ❑ Follow-up on speakers

(e.g. social media, mailing)

Before

(computer, steady internet connection, webcam, headset with microphone)

❑ Dry-run: ❑ Test equipment and tools well upfront ❑ Test from the attendee Point-ofView as well ❑ Perform a complete dry-run / general rehearsal

During During

❑ Record ❑ Record the session for evaluation and / or distribution purposes

❑ Close the loop ❑ Send thank you mail with summary and / or recording and / or slides ❑ Send different mail to noshows

After

❑ Evaluate ❑ Send an evaluation survey to all participants (e.g.

SurveyAnyPlace, Qualtrics) ❑ Analyse the results ❑ Evaluate the virtual meeting with all stakeholders

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❑ Technology: ❑ Decide on Videoconferencing tool ❑ Test / Rent / Buy equipment

Before

❑ Host / Facilitator: ❑ Work with a host / facilitator who is in charge of the meeting, keeps strict timings and manages Q&A (This can not be the presenter)

Selecting an agency: how do I go about that? ❑ Define what you need and the budget

❑

Help from Google? Used the right search words, e.g.

Webinar organising agency organising professional webinar organising online event ...

❑ Create a clear briefing and request quotations

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❑ Create a selection of several agencies. Which of them suit your criteria and budget?

Test your equipment and find the right tool 1. Find the necessary equipment ❑ Device: computer / laptop / tablet / smartphone ❑ Audio device: microphone / headset / speaker ❑ Camera: internal or external webcam ❑ Steady internet connection

Tip: Test everything extensively.

2. Choose the right video conferencing tool EM-41106

Choose a tool based on following requirements: ▪ How many participants do I expect?

▪ Do I want them to be abe to interact with the speaker and / or with each other?

▪ What is the length of the virtual event?

▪ Do I want participants to be able to join via a mobile device?

Communication overview When?

Minimum 3 weeks upfront

1 Information

Within 48 hours after registration

2 Confirmation

Information Program When?

Information Agenda blocker Link to participate

How to register?

Action

Register Share event with others

Put in agenda

Day of the event

Within a week after the event

3

4

5

Practical information

Gentle reminder

Thank you mail

Information Program Link to participate

Practical information Link to participate

Slides / Recording After event survey

Share with others

Be on time

Watch slides / recoding Give feedback

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Invitation

2 days before the event

There are three different roles Facilitator Supporting role Link between participants and presenter(s)

Presenter(s) Leading role Presents content and answers Q&A

Supporting role Can be the facilitator

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Timekeeper

Tips & tricks to organize a great virtual event (1/2)

Start at least 20 minutes upfront to test.

Assign a facilitator who manages the agenda, time, polls and Q&A. /!\ This canâ&#x20AC;&#x2122;t be the presenter.

Guide participants to Help Pages of the video conferencing tool or Call me functionality if they have technical issues. Prepare this upfront.

Provide an audio dial-in option so participants can join via phone if they have technical issues.

Check the names of the participants and rename them if needed.

Rehearse upfront and look at the recording of your rehearsal.

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Take regular breaks, at least one per 90 minutes.

Tips & tricks to organize a great virtual event (2/2)

A webinar typically lasts between 90 and 120 minutes.

Virtual keynotes with speaking times of 10 to 12 minutes work best (e.g. Ted Talks).

Record the webinar for evaluation and / or distribution purposes.

Include virtual break-out rooms for networking purposes if desired.

Create a clear agenda and timetable and stick to it.

Tell the presenter(s) in advance not to wear striped clothes.

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Minimize presentation length. Provide background information upfront so the meeting can be a discussion.

Tips & tricks to get your content right Base your content on the interests of your target audience.

Summarize the key message of the event in one sentence.

Create a clear storyline based on the content.

A slideshow should only be used to support your message. Use the 1-6-6 rule: 1 slide per subject, maximum 6 lines and maximum 6 words per line.

Use pictures that support your message.

General lay-out tips • Use no more than 5 colours. Contrast works in general well (e.g. black letters on a white background).

• Choose an easy to read font, e.g. Calibri, Arial, Century Gothic.

• Only use high-quality pictures.

• Keep it simple.

• Be consistent.

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Begin your presentation with an agenda / content table and end your presentation with a summary.

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