Many conference organizers have historically relied on third-party tools such as an abstract management system to collect, review, select, and schedule papers and presentations for an in-person event. What’s not as widely known is this same software can also be used in non-traditional ways to better support your virtual or hybrid event.
If your abstract management system features a built-in video recording and submission tool, like our CATALYST abstract management software does, you can easily collect pre-recorded session videos to be included in your event schedule. What’s more, these same video capture capabilities can be leveraged in other ways to enhance the event experience for your speakers, attendees, and sponsors.
Here are four ways meeting planners are using video that go beyond just capturing session content:
1. Audition your virtual speakers
Giving a presentation to a virtual audience requires a very special skill set. Understanding how to present the material in a way that is engaging without being able to use movement can be challenging. Some presenters really rely on audience feedback—eye contact, smiles, laughs, nods—to maintain their energy level and enthusiasm.
To ensure that your speakers are not only presenting relevant, high-quality content, but that they can carry a 30-to-60-minute virtual presentation, consider having them use your abstract management tool to record and provide a short audition video as part of your initial submission process, and include them in your review criteria. You can even provide the ability for your reviewers to leave feedback for submitters so they can make improvements before the final presentation.
2. Perform a presentation test-run before the event
Ask your selected speakers to create a test recording of a short portion of their presentation in your abstract management system to confirm their A/V setup is sufficient. Items to check include quality and sharpness of their camera, whether the audio works and is loud enough, lighting, and background. That way, they can address any potential issues well ahead of the event.
3. Gather videos for event marketing
At some point between when your speakers are selected and when you prepare content for your virtual event platform, you’ll need to collect additional information from your speakers such as headshots and bios. This is also a perfect opportunity to have your speakers and session leaders use your abstract management software to record and submit short intro videos that can be used on your website and social media channels to promote the event.
4. Gather videos from sponsors and exhibitors
Your sponsors and exhibitors want as much opportunity as possible to get their message in front of attendees. Pre-recorded videos are great to feature on your virtual event platform and to promote premier sponsors and exhibitors on your website and social media channels. But not all sponsors and exhibitors will have a pre-produced video. If this is the case, a company representative can easily use your abstract management system’s built-in video recording and submission tool to record a short message that is personalized to your attendees. It’s an easy, low-cost solution that provides increased exposure and value.
While the format of events has changed, the need to source high-quality content hasn’t. But in a virtual setting, that definition of “quality” extends beyond the subject matter. The presentation style of the speaker and the technical quality matter too. Pre-recorded videos can help you minimize issues for your virtual attendees before the event begins. They can also provide opportunities to create a better experience for your speakers, sponsors, and exhibitors.