{"id":8615,"date":"2020-09-14T09:10:45","date_gmt":"2020-09-14T07:10:45","guid":{"rendered":"https:\/\/www.codemotion.com\/magazine\/?p=8615"},"modified":"2023-02-22T13:16:26","modified_gmt":"2023-02-22T12:16:26","slug":"planning-virtual-conference","status":"publish","type":"post","link":"https:\/\/www.codemotion.com\/magazine\/dev-life\/events\/planning-virtual-conference\/","title":{"rendered":"Best Tools for Planning A Virtual Conference"},"content":{"rendered":"\n<p class=\"eplus-EhrqrT\">In May, <span style=\"user-select: auto;\" id=\"urn:enhancement-85bb3f60\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/codemotion\">Codemotion<\/span> held <a style=\"user-select: auto;\" href=\"https:\/\/www.codemotion.com\/magazine\/articles\/events\/hosting-virtual-conference\/\">our first virtual conference<\/a> &#8211; a deep dive into machine learning. Through <span style=\"user-select: auto;\" id=\"urn:enhancement-566d5bd2\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/planning\">planning<\/span> the event, we&#8217;ve been able to test and explore a variety of different free and proprietary <span style=\"user-select: auto;\" id=\"urn:enhancement-77c88ca0\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/digital_data\">digital<\/span> <span style=\"user-select: auto;\" id=\"urn:enhancement-b2cd4efe\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/tool\">tools<\/span>.<\/p>\n\n\n<p><script type=\"text\/javascript\"><br \/>\n  if (typeof fz === \"function\")<br \/>\n    fz(\"event\", {<br \/>\n        \"name\": \"PlanningVirtualConfArticle\",<br \/>\n        \"value\": \"10\",<br \/>\n        \"unit\": \"euro\"<br \/>\n    });<br \/>\n<\/script><\/p>\n\n\t\t\t\t<div class=\"wp-block-uagb-table-of-contents uagb-toc__align-left uagb-toc__columns-1  uagb-block-ab54e9f9 wp-block-uagb-table-of-contents uagb-toc__align-left uagb-toc__columns-undefined uagb-block-c2b06b7f     \"\n\t\t\t\t\tdata-scroll= \"1\"\n\t\t\t\t\tdata-offset= \"30\"\n\t\t\t\t\tstyle=\"\"\n\t\t\t\t>\n\t\t\t\t<div class=\"uagb-toc__wrap\">\n\t\t\t\t\t\t<div class=\"uagb-toc__title\">\n\t\t\t\t\t\t\tTable Of Contents\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"uagb-toc__list-wrap \">\n\t\t\t\t\t\t<ol class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#how-we-choose-our-virtual-conference-tools\" class=\"uagb-toc-link__trigger\">How we choose our virtual conference tools<\/a><li class=\"uagb-toc__list\"><a href=\"#digital-conference-platforms-to-choose-from\" class=\"uagb-toc-link__trigger\">Digital conference platforms to choose from<\/a><li class=\"uagb-toc__list\"><a href=\"#interactive-tools-for-building-connections-between-conference-participants\" class=\"uagb-toc-link__trigger\">Interactive tools for building connections between conference participants<\/a><ul class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#enable-conference-participants-to-connect-with-the-presentations\" class=\"uagb-toc-link__trigger\">Enable conference participants to connect with the presentations<\/a><li class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#designate-rooms-for-specific-interests\" class=\"uagb-toc-link__trigger\">Designate rooms for specific interests<\/a><li class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#connect-deep-with-speakers\" class=\"uagb-toc-link__trigger\">Connect deep with speakers<\/a><\/li><\/ul><\/li><li class=\"uagb-toc__list\"><a href=\"#dont-forget-the-basics-for-a-successful-virtual-conference\" class=\"uagb-toc-link__trigger\">Don&#039;t forget the basics for a successful virtual conference<\/a><ul class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#wifi\" class=\"uagb-toc-link__trigger\">WiFi<\/a><li class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#digital-video-equipment\" class=\"uagb-toc-link__trigger\">Digital video equipment<\/a><\/li><\/ul><\/li><\/ul><\/li><li class=\"uagb-toc__list\"><a href=\"#prepare-for-something-to-go-wrong-and-preempt-it\" class=\"uagb-toc-link__trigger\">Prepare for something to go wrong and preempt it<\/a><\/ul><\/ul><\/ol>\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\n\n\n<h2 class=\"eplus-P0jxhb wp-block-heading\" id=\"h-how-we-choose-our-virtual-conference-tools\"><strong style=\"user-select: auto;\">How we choose our virtual conference tools<\/strong><\/h2>\n\n\n\n<p class=\"eplus-WVZfKv\">Generally, what technical <strong><span id=\"urn:enhancement-df18c13a\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/tool\">tools<\/span><\/strong> you use depends on your budget, the number of participants, duration of your event and general preferences \u2013you may already have access to <span id=\"urn:enhancement-194e8697\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/proprietary_software\">proprietary software<\/span> for free bundled with services you already access.<\/p>\n\n\n\n<p class=\"eplus-gHplSR\">It&#8217;s definitely worth <span id=\"urn:enhancement-1d7e13ce\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/question\">asking<\/span> around (everyone will have a favourite and a horror story about another offering they&#8217;ve tried). Test different <strong>services<\/strong> to find what works best for you and your <span id=\"urn:enhancement-c309ebc4\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/audience\">audience<\/span>. You may opt for a <span id=\"urn:enhancement-f53e2e18\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/server_computing\">service<\/span> that does it all or cobble through a few different ones &#8211; some <span id=\"urn:enhancement-f2235b84\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_and_offline\">online<\/span> conferences will also <span id=\"urn:enhancement-f3dccf14\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/streaming_media\">live stream<\/span> on <span id=\"urn:enhancement-e0b2ceb0\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/youtube\">YouTube<\/span> and\/or <span id=\"urn:enhancement-ce371dba\" class=\"textannotation disambiguated wl-creative-work\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/facebook\">Facebook<\/span> simultaneously.<\/p>\n\n\n\n<p class=\"eplus-P6dsJb\">As&nbsp;Tsuneo Kurihara \u2013 Codemotion Senior <span id=\"urn:enhancement-1748c7\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/software\">Software<\/span> Engineer, shared:<\/p>\n\n\n\n<p class=\"eplus-t49ymB\">&#8220;We began analysing webinar tools based on platforms we&#8217;ve used for previous events and those we&#8217;ve attended. We had already been using Discord in the IT team because we all play <span id=\"urn:enhancement-2ae14926\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/video_game\">video games<\/span>. So we knew about this <span id=\"urn:enhancement-7af1823\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/tool\">tool<\/span>, and we were using it because it&#8217;s easy to switch from the <span id=\"urn:enhancement-55115147\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/speech_recognition\">voice to text<\/span>. So we proposed it and since it&#8217;s a very open <span id=\"urn:enhancement-7379eb59\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/technology\">technology<\/span>, it suited our event.&#8221;<\/p>\n\n\n\n<p class=\"eplus-QFf5Fw\">Dig a little, and you&#8217;ll find a plethora of potential tools and resources at different capacities and <span id=\"urn:enhancement-690c54be\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/price\">price<\/span> points. They have a range of different <span id=\"urn:enhancement-20d43dd3\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/price\">price<\/span> tiers based on the specifics of the <strong>event<\/strong> you are planning.<\/p>\n\n\n<div class=\"wp-block-image eplus-Hv5dji\">\n<figure class=\"aligncenter size-large\"><img decoding=\"async\" src=\"https:\/\/www.codemotion.com\/magazine\/wp-content\/uploads\/2020\/09\/Digital-conference-1024x768.jpg\" alt=\"Virtual conference\" class=\"wp-image-8829\"\/><\/figure><\/div>\n\n\n<h2 class=\"eplus-ewDEbd wp-block-heading\" id=\"h-digital-conference-platforms-to-choose-from\"><strong>Digital conference platforms to choose from<\/strong><\/h2>\n\n\n\n<p class=\"eplus-2YriAo\">Most <span id=\"urn:enhancement-e4ff6f88\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_and_offline\">online<\/span> events are live-<span id=\"urn:enhancement-e8a68e72\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/streaming_media\">streamed<\/span> entirely or in part. A <strong>platform<\/strong> provides a central space for <strong>attendees<\/strong> to view the <span id=\"urn:enhancement-9785fb40\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/keynote\">keynote<\/span> speeches, training seminars, product rollouts, and any additional events you have planned. There are many technology options for live-<span id=\"urn:enhancement-344adecd\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/stream_computing\">streaming<\/span> events, including:<\/p>\n\n\n\n<p class=\"eplus-iLTOXs\"><em><a aria-label=\"undefined (opens in a new tab)\" href=\"https:\/\/www.zoom.com\" target=\"_blank\" rel=\"noreferrer noopener\"><span id=\"urn:local-annotation-175882\" class=\"textannotation disambiguated\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/zoom\">Zoom<\/span><\/a>:&nbsp;<\/em>Web-based <span id=\"urn:enhancement-ff905fbf\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/videoconferencing\">video conferencing<\/span> <span id=\"urn:enhancement-8fc9ab64\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/tool\">tool<\/span> with a local, <span id=\"urn:enhancement-43a3b89d\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/desktop_computer\">desktop<\/span> <span id=\"urn:enhancement-2175c5af\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/client_computing\">client<\/span> and a <span id=\"urn:enhancement-d2317623\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/mobile_computing\">mobile<\/span> <span id=\"urn:enhancement-74457860\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/mobile_app\">app<\/span> that allows <span id=\"urn:enhancement-a6ec370e\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/user_computing\">users<\/span> to meet <span id=\"urn:enhancement-9bf07677\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_and_offline\">online<\/span>, with or without video.<\/p>\n\n\n\n<p><em><a href=\"http:\/\/gotomeeting\" target=\"_blank\" aria-label=\"undefined (opens in a new tab)\" rel=\"noreferrer noopener\">GoToMeeting<\/a>:&nbsp;<span id=\"urn:enhancement-e703faab\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/gotomeeting\"><\/span><\/em>GoToMeeting is an <span id=\"urn:enhancement-5c2edd56\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_and_offline\">online<\/span> <span id=\"urn:enhancement-5f68d04\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/meeting\">meeting<\/span>, <span id=\"urn:enhancement-45c17432\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/desktop_computer\">desktop<\/span> sharing, and <span id=\"urn:enhancement-a05e9211\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/videoconferencing\">video conferencing<\/span> software package that enables the <span id=\"urn:enhancement-dbbc9739\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/user_computing\">user<\/span> to meet with other <span id=\"urn:enhancement-49fdbc30\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/user_computing\">computer users<\/span>. Includes video transcribing, good drawing tools, a virtual <span id=\"urn:enhancement-a13b44e5\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/whiteboard\">whiteboard<\/span>, polling and more. The same <span id=\"urn:enhancement-70768fe8\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/company\">company<\/span> also makes GoToWebinar for larger events.<\/p>\n\n\n\n<p class=\"eplus-FHWsMn\"><em><a href=\"http:\/\/Webex\" target=\"_blank\" aria-label=\"undefined (opens in a new tab)\" rel=\"noreferrer noopener\">Webex<\/a>:&nbsp;<\/em>Made by <span id=\"urn:enhancement-b59d2c2c\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/cisco_systems\">Cisco<\/span>, <span id=\"urn:enhancement-ba1b62ff\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/webex\">Webex<\/span> is an enterprise solution for <span id=\"urn:enhancement-8be4a2ff\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/videoconferencing\">video conferencing<\/span>, <span id=\"urn:enhancement-a0ff0b26\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_and_offline\">online<\/span> meetings, screen share, and webinars.<\/p>\n\n\n\n<p class=\"eplus-Bn5xJn\"><em><a aria-label=\"undefined (opens in a new tab)\" href=\"https:\/\/www.bluejeans.com\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span id=\"urn:local-annotation-684594\" class=\"textannotation disambiguated\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/bluejeans_network\">BlueJeans<\/span><\/a>:&nbsp;<\/em>Made by <span id=\"urn:enhancement-455d3250\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/verizon_communications\">Verizon<\/span>, BlueJeans brings audio, web and <span id=\"urn:enhancement-3ec2107f\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/videoconferencing\">video conferencing<\/span> together.<\/p>\n\n\n\n<p class=\"eplus-SbfXtH\"><em style=\"user-select: auto;\"><a aria-label=\"undefined (opens in a new tab)\" style=\"user-select: auto;\" href=\"http:\/\/Hopin\" target=\"_blank\" rel=\"noreferrer noopener\">Hopin<\/a>:&nbsp;<\/em>One of the newer offerings, Hopin is an <span id=\"urn:enhancement-752ec54f\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_and_offline\">online<\/span> events platform where you can create engaging virtual environments. It&#8217;s new but well regarded especially as it also enables you to build virtual expos and sell event tickets.<\/p>\n\n\n\n<p class=\"eplus-VD8itu\"><em><a href=\"http:\/\/Twitch\">T<\/a><a aria-label=\"undefined (opens in a new tab)\" href=\"http:\/\/Twitch\" target=\"_blank\" rel=\"noreferrer noopener\">witch<\/a>:&nbsp;<\/em><span id=\"urn:local-annotation-512338\" class=\"textannotation disambiguated\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/twitch\">Twitch<\/span> is a live-<span id=\"urn:enhancement-cdce65ce\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/stream_computing\">streaming<\/span> platform established for <span id=\"urn:enhancement-20a1d971\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/gamer\">gamers<\/span> to <span id=\"urn:enhancement-31ecd3cd\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/broadcasting\">broadcast<\/span> their <span id=\"urn:enhancement-d3b1de21\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/gameplay\">gameplay<\/span> that has more recently evolved to live events such as talks, <span id=\"urn:enhancement-24149f2a\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/class_computer_programming\">classes<\/span>, and gigs.<\/p>\n\n\n\n<p class=\"eplus-bGB0oq\"><em style=\"user-select: auto;\"><a aria-label=\"undefined (opens in a new tab)\" style=\"user-select: auto;\" href=\"http:\/\/Discord\" target=\"_blank\" rel=\"noreferrer noopener\">Discord<\/a>:&nbsp;<\/em>Also originated in (multiplayer) gaming, Discord enables virtual <span id=\"urn:enhancement-4d2b2c1\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/text-based_computing\">text-based<\/span> hangouts.<\/p>\n\n\n\n<h2 class=\"eplus-PSFjFw wp-block-heading\" id=\"h-interactive-tools-for-building-connections-between-conference-participants\"><strong style=\"user-select: auto;\">Interactive tools for building connections between conference participants<\/strong><\/h2>\n\n\n\n<p class=\"eplus-CgYWUg\">[jwp-video n=&#8221;1&#8243;]<\/p>\n\n\n\n<h3 class=\"eplus-2UDaxl wp-block-heading\" id=\"h-enable-conference-participants-to-connect-with-the-presentations\">Enable conference participants to connect with the presentations<\/h3>\n\n\n\n<p class=\"eplus-HqIjZP\">Enabling participants to <strong>ask <span id=\"urn:enhancement-8cd90943\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/question\">questions<\/span><\/strong> during the <span id=\"urn:enhancement-4d3bca83\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/presentation\">presentations<\/span> and answer <span id=\"urn:enhancement-b90592d7\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/opinion_poll\">polls<\/span> is an excellent way of ensuring <span id=\"urn:enhancement-ffe7a8a3\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/people\">people<\/span>&#8216;s attention is maintained. <\/p>\n\n\n\n<p class=\"eplus-jyDWfK\">One great <span id=\"urn:enhancement-44d1778a\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/tool\">tool<\/span> is <a aria-label=\"undefined (opens in a new tab)\" href=\"http:\/\/Sli.do\" target=\"_blank\" rel=\"noreferrer noopener\">Sli.do<\/a>. Sli-do is a <a href=\"https:\/\/www.codemotion.com\/magazine\/dev-hub\/mobile-dev\/5-mobile-app-predictions-for-2020\/\" target=\"_blank\" rel=\"noreferrer noopener\" class=\"ek-link\">mobile live poll app<\/a> that enables participants to ask <span id=\"urn:enhancement-48b4f9ce\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/question\">questions<\/span> during <span id=\"urn:enhancement-eaaef09b\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/presentation\">presentations<\/span> and complete <span id=\"urn:enhancement-5f962fab\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/opinion_poll\">polls<\/span>. It&#8217;s great for real-time metrics and to get an idea of attention levels and popular <span id=\"urn:enhancement-fd54c61e\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/orator\">speakers<\/span> during your event. It&#8217;s compatible with a range of video conferencing tools like <span id=\"urn:enhancement-b7e50c50\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/zoom_video_communications\">Zoom<\/span>, <span id=\"urn:enhancement-30784b87\" class=\"textannotation disambiguated wl-creative-work\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/skype\">Skype<\/span>, <span id=\"urn:enhancement-14a36a77\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/webex\">Webex<\/span>, and <span id=\"urn:enhancement-16d83137\" class=\"textannotation disambiguated wl-organization\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/gotomeeting\">GoToMeeting<\/span>.<\/p>\n\n\n\n<h3 class=\"eplus-2I2iZP wp-block-heading\" id=\"h-designate-rooms-for-specific-interests\">Designate rooms for specific interests<\/h3>\n\n\n\n<p class=\"eplus-tTOJXv\">Whether you opt for a specific topic or technology, those with a specific <span id=\"urn:enhancement-bccd5265\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/role\">role<\/span> or from a particular location or a <span id=\"urn:enhancement-466c4fc7\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/chat_room\">chatroom<\/span> for <span id=\"urn:enhancement-a64c228\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/people\">people<\/span> with cats, designating <strong>rooms<\/strong> for folk to <span id=\"urn:enhancement-90951d5b\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_chat\">chat<\/span> over shared interest is a great way to facilitate connections. <\/p>\n\n\n\n<p class=\"eplus-6hXKCt\">If resources permit, have a person that periodically welcomes <span id=\"urn:enhancement-4c6e6e72\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/people\">people<\/span> to the room and encourages <strong><span id=\"urn:enhancement-d98b9b4e\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_chat\">chat<\/span><\/strong> or introductions.<\/p>\n\n\n\n<p class=\"eplus-2WlUjc\">This also creates an excellent opportunity for <strong><span id=\"urn:enhancement-cc61c08\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/community_building\">community building<\/span><\/strong> as well as for informal <span id=\"urn:enhancement-67c48adc\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/market_research\">market research<\/span> that can result in sessions or speakers for future topics or other material like a specific <span id=\"urn:enhancement-ba8cf0dc\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/newsletter\">newsletter<\/span>. You can also keep rooms open and provide links to topics discussed on the day.<\/p>\n\n\n\n<h3 class=\"eplus-uikD43 wp-block-heading\" id=\"h-connect-deep-with-speakers\">Connect deep with speakers<\/h3>\n\n\n\n<p class=\"eplus-IPqboX\">Offering a smaller <strong><span id=\"urn:enhancement-3f1c0438\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_chat\">chat<\/span> room<\/strong> style session with each speaker. If you have numerous <span id=\"urn:enhancement-8814b269\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/journalist\">journalists<\/span> attending, you should definitely offer designated media sessions. Most presenters won&#8217;t have time to do extensive interviews, but a small group <strong>Q&amp;A<\/strong> provides a change of deep dive into a <span id=\"urn:enhancement-a52a638f\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/presentation\">presentation<\/span> without the pressure of a full <span id=\"urn:enhancement-75eb88b4\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/audience\">audience<\/span> waiting their turn.<\/p>\n\n\n\n<p class=\"eplus-vbzyeV\">\u00a0There&#8217;s also a new suite of matchmaking <span id=\"urn:enhancement-19e5b6ef\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/programming_tool\">software tools<\/span> available for <a style=\"user-select: auto;\" href=\"https:\/\/www.codemotion.com\/magazine\/?p=8618\" target=\"_blank\" rel=\"noreferrer noopener\" class=\"ek-link\">virtual events<\/a>. These are mostly <span id=\"urn:enhancement-7321496f\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/mobile_app\">app<\/span>-based. <\/p>\n\n\n\n<p class=\"eplus-LBu1NK\">They enable conference attendees to create a <span id=\"urn:enhancement-79285102\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/user_profile\">profile<\/span> and match with other attendees based on mutual interests and the <span id=\"urn:enhancement-945fc5e0\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/goal\">goals<\/span> they want to achieve. Examples include<a style=\"user-select: auto;\" target=\"_blank\" href=\"https:\/\/converve.com\/\" rel=\"noreferrer noopener\">&nbsp;Converve<\/a>,<a style=\"user-select: auto;\" target=\"_blank\" href=\"https:\/\/www.brella.io\/event-matchmaking\" rel=\"noreferrer noopener\">&nbsp;Brella<\/a>, and<a style=\"user-select: auto;\" target=\"_blank\" href=\"https:\/\/grip.events\/event-matchmaking\/\" rel=\"noreferrer noopener\">&nbsp;Grip<\/a>.<\/p>\n\n\n<div class=\"wp-block-image eplus-29XiGZ\">\n<figure class=\"aligncenter size-large\"><img decoding=\"async\" src=\"https:\/\/www.codemotion.com\/magazine\/wp-content\/uploads\/2020\/09\/Online-conference-1024x683.jpg\" alt=\"Digital conference\" class=\"wp-image-8830\"\/><\/figure><\/div>\n\n\n<h2 class=\"eplus-cbsoA3 wp-block-heading\" id=\"h-don-t-forget-the-basics-for-a-successful-virtual-conference\">Don&#8217;t forget the basics for a successful virtual conference<\/h2>\n\n\n\n<h3 class=\"eplus-0DhjNy wp-block-heading\" id=\"h-wifi\">WiFi<\/h3>\n\n\n\n<p class=\"eplus-mGySbK\">Don&#8217;t forget the importance of basic <strong><span id=\"urn:enhancement-edafca13\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/infrastructure\">infrastructures<\/span> <\/strong>such as <span id=\"urn:enhancement-50ded315\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/reliability_computer_networking\">reliable<\/span> <span id=\"urn:enhancement-5eb20f49\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/wi-fi\">WiFi<\/span> for organisers and live speakers. Check and triple-check that the <span id=\"urn:enhancement-cf953147\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/wi-fi\">WiFi<\/span> is strong at the event <span id=\"urn:enhancement-c3fe90ac\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/command_computing\">command<\/span> centre, whether in an office or from someone&#8217;s apartment. If the <span id=\"urn:enhancement-3a7cca69\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/keynote\">keynote<\/span> speaker is <span id=\"urn:enhancement-b30c3888\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/stream_computing\">streaming<\/span> their talk from home \u2014 their <span id=\"urn:enhancement-ab59f172\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/wi-fi\">WiFi<\/span> must be strong also without buffering.<\/p>\n\n\n\n<h3 class=\"eplus-ndgGkz wp-block-heading\" id=\"h-digital-video-equipment\"><strong style=\"user-select: auto;\">Digital video equipment<\/strong><\/h3>\n\n\n\n<p class=\"eplus-SpdDfY\">You&#8217;ll need a bunch of <span id=\"urn:enhancement-cbdfee50\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/reliability_computer_networking\">reliable<\/span> <strong>equipment<\/strong>. This includes tripods, appropriate lighting equipment, a <span id=\"urn:enhancement-4afc0052\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/digital_data\">digital<\/span> video camera, and a microphone. Ensure that presenters have the appropriate equipment. They should also have practised their <span id=\"urn:enhancement-407d3489\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/presentation\">presentations<\/span> and be in a suitable location free of background distractions.<\/p>\n\n\n\n<h2 class=\"eplus-30LC5d wp-block-heading\" id=\"h-prepare-for-something-to-go-wrong-and-preempt-it\">Prepare for something to go wrong and preempt it<\/h2>\n\n\n\n<p class=\"eplus-XQAjhB\">In our case, it was the <span id=\"urn:enhancement-c8c440f3\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/server_computing\">server<\/span>. Getting 2000 <span id=\"urn:enhancement-aa5dbf49\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/people\">people<\/span> <span id=\"urn:enhancement-f67a9550\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/online_and_offline\">online<\/span> simultaneously proved a bit too ambitious. Tsuneo stresses the need to test everything!<\/p>\n\n\n\n<blockquote class=\"wp-block-quote eplus-7P7SDN is-layout-flow wp-block-quote-is-layout-flow\">\n<p>&#8220;We didn&#8217;t test the impact of the event on our servers. The servers, unfortunately, went down at the beginning of the stream. We fixed it, but our advice is, always test your equipment.&#8221;<\/p>\n<\/blockquote>\n\n\n\n<p class=\"eplus-4ADQRn\">As event hosts, create an unlisted\/private event on your <a href=\"https:\/\/www.codemotion.com\/magazine\/articles\/stories\/planning-virtual-conference\/\" target=\"_blank\" rel=\"noreferrer noopener\">virtual conference<\/a> platform and test going live. Do a full sound test also and check the <span id=\"urn:enhancement-5fef890d\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/quality_business\">quality<\/span> of visuals and audio during <span id=\"urn:enhancement-d88144f8\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/recording\">playback<\/span>.<\/p>\n\n\n\n<p class=\"eplus-T35Vb4\">Ultimately, there are plenty of <strong><span id=\"urn:enhancement-42685543\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/digital_data\">digital<\/span> <span id=\"urn:enhancement-ad253b8\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/tool\">tools<\/span><\/strong> that can assist in creating a fantastic <span id=\"urn:enhancement-c92d94c5\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/digital_data\">digital<\/span> event or conference. Whatever you decide to use, introduce it well. Provide clear <span id=\"urn:enhancement-bc968949\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/instruction_set\">instructions<\/span> on how to use the <span id=\"urn:enhancement-4cab97a3\" class=\"textannotation disambiguated wl-thing\" itemid=\"http:\/\/data.wordlift.io\/wl01770\/entity\/software\">software<\/span> &#8211; for team members, presenters, and attendees.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>In May, Codemotion held our first virtual conference &#8211; a deep dive into machine learning. Through planning the event, we&#8217;ve been able to test and explore a variety of different free and proprietary digital tools. How we choose our virtual conference tools Generally, what technical tools you use depends on your budget, the number of&#8230; <a class=\"more-link\" href=\"https:\/\/www.codemotion.com\/magazine\/dev-life\/events\/planning-virtual-conference\/\">Read more<\/a><\/p>\n","protected":false},"author":85,"featured_media":8616,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_editorskit_title_hidden":false,"_editorskit_reading_time":6,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","_uag_custom_page_level_css":"","_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[2554],"tags":[],"collections":[],"class_list":{"0":"post-8615","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-events","8":"entry"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.9 (Yoast SEO v26.9) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Best Tools for Planning A Virtual Conference - Codemotion<\/title>\n<meta name=\"description\" content=\"With many organisations moving to virtual conferences, this creates a new challenge for many. 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