Survival guide for online event host (Day 15)
This month we held the first online UX meetup, and we got about 20 people showed up. As this is the very first meetup, my partners and I decided to make it a very simple one.
Basically, we simply wanted to know each other in the meetup group and get people's ideas for future online events. In the event, we prepared a simple slide deck to introduce the meetup and agenda, then we separated attendees into 3 breakout discussion groups by using ZOOM.
In general, it was enjoyable, we got plenty good ideas for future UX online events. However, I think, as the host, I was not doing a good job at all:
Attendees tend to be very quiet
I assumed that attendees would start to talk as long as I throw a question to them. NO! I was totally wrong!
The online meeting environment makes it somewhat uneasy for people to talk. Not to mention that how frightening it is to share ideas with 20 new people. It is also a nightmare if everyone talks at the same time, chaotic.
What's worse, I was too nervous to say anything because I did not prepare a script in advance.
Technical problems always happen
We only had a one hour planning meeting 2 weeks ago before the event day, then we were confident that things could go as planned. Yes, there was no dry run at all.
What happened was that the breakout session was awkward as some people had no idea how to join the breakout rooms, so they were left behind in the main meeting room, not knowing what's going on for 20 min.
I felt so sorry because I had no idea how to get them into the breakout rooms.
How to be an amazing event host?
Well, if you also had an awful hosting experience like me, it's fine, practice makes perfect. Here are some tips I learned either from my own experience and a case study of a webinar by Socialbakers.
I listed them in the order of before the event, during the event, and at the end of the event.
Before the event
1. Create a kick-ass slide deck
The audience will either be looking at you or your slides, so don’t bore them with a dry, bland slide deck. See the examples from Socialbakers:
Eye-catching images and big fonts.
Use fun charts with great contrast to make the content memorable.
2. Write a strong script
Prepare scripts for the opening, Q&A and the wrap-up message at the end. It will help you stay on topic, and make keeping track of time much easier.
Unlike hosting a real-world event, you are incapable of observing facial expressions from each attendees and adding humor to your speech based on their reaction.
If you are holding a webinar with other lecturers. Make sure to get their slides before the event to learn what key points they gonna share. This will help you write better and relatable scripts.
3. Run a rehearsal
Invite all the staff including the lecturers to do at least one run-through. Make sure that everyone knows what they’re doing, and that all your gear is functioning correctly.
During the event
1. Start with a welcome photo
Audience won't show up on time, so for those who join early you do not want them to look at a black screen. Keep the waiting time less than 5 min.
Prepare a nice welcome slide or play a video without sound. Include key information like topic title, your company logo, lecturer's name... See example from Socialbakers:
"We will be starting soon..." The sentence at the bottom gives hints audience what is going on now.
Plus, you can say to everyone "Hi, thanks for joining, we are waiting to have more people coming in, and we will start soon."
2. Give an introduction
Start the event with a greeting, telling your audience that you are very happy to see them.
What you can say in the introduction:
・Introduce yourself and your role
・Introduce the topic and the lecturer
・Share the background of the event
・Go through the agenda
Slow down a bit.
Don't rush to talk. Online meeting usually has time lag for 2~3 sec. If your audience is from different countries, and English is not their mother tone, it is even more important to speak at a slower pace.
3. Guide the audience
If the online event has more than lecture, such as Q&A session, breakout discussion or workshops. You need to show audience how to participate smoothly.
For example, Q&A session is very common. Be sure to instruct your audience about how to ask a question and how the questions will be answered.
See the example from Socialbakers:
How can audience ask questions?
・Freely talk (not recommend)
・Raise hand 🤚 ( ZOOM supports raise hand function, and host can pick up who to speak)
・Leave questions in the chat
How will questions be answered?
・Host will pick up questions in the chat box
・Have other staff to answer questions via texts in the chat box
End of the event
1. Be the first one to ask questions
After you thank the lecturers for having a great talk, use a slide to hint audience that it's Q&A time.
You can say:
" Now we will pick up some questions in the chat box, before that I personally have a question first...."
Why be the first one to ask?
・Audience are shy to be the first one
・Audience are still thinking and typing
・Audience have no question
No matter what reasons, as a host, you need to keep the conversation going, don't let the lecturer hang in there. The best practice is to prepare some potential questions that you assume the audience would be interested to know, and share it with the lecturer in advance, so she/he can best prepare for it.
2. Clarify and rephrase questions from audience
When pick up questions from audience, do not just read word by word, try to rephrase it and make it easier to understand for both other audience and lecturers. Believe me, your audience will appreciate that.
3. Wrap up
Now you have only 5 min left and you are going to close the event, you can do this:
・Summarize takeaways for your audience
・Call for action if there is any, like sign up a service, sell a product, or check information from SNS...
Lastly, thank your audience! Wish them good luck with whatever they care.
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Okay, that's all for today, I hope you got some inspiration from these tips.
As the host, you should be the biggest fan of the event topic, do homework to study the subject, and don't be shy to share your passion and energy with your audience.
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Further reading
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