Tips & Tricks on Virtual events Janssen Pharmaceutica 9/28/20 ©Janssen-Cilag B.V. – CP-175168 – 26-aug-2020 ©Janssen-Cilag NV – CP-175163 – 26-aug-2020 – vu/er Luc Van Oevelen, Antwerpseweg 15-17, 2340 Beerse
Individuals depicted are models, for illustrative purposes only.
Disclaimer This information is intended for a Benelux audience. The content of this information is the property of Janssen-Cilag NV and is protected by copyright. This information is for personal and non-commercial use only. It is forbidden to modify or further distribute the content. Nor may the content be copied or used for other purposes. Although Janssen has made every effort to provide accurate information, Janssen makes no representations, warranties or guarantees regarding the accuracy, validity and completeness of the information provided. This information is provided without obligation and no rights can be derived from it. This information may contain links or references to other sites. Janssen is not responsible for the content of those other sites and cannot be held liable for any damage resulting from the content of those sites. Any link to other sites is only given as a service to the recipients of this information. EM-41106
Content ction 1. Introdu tart? s o t w o H 2. • •
The basics Roadmap
ider? s n o c o t t 3. Wha ricks T & s p i T 4.
EM-41106
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. • Why? Virtual meetings and events are the new normal. This guidebook wants to help you getting started by providing basic information on virtual events.
EM-41106 Individuals depicted are models, for illustrative purposes only.
There are different types of virtual events
What? Characteristics
Virtual meeting
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.
EM-41106
Virtual Events
A virtual event is an event where the participants attend online.
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
E.g. Special interface for medical trainings
E.g. Fast set-up of virtual meetings thanks to availability of templates
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
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 – How to
Training sessions
Training sessions
Training sessions EM-41106
Note: Skype for Business is not recommended since Microsoft will end Skype for Business in July 2021. The ‘regular’ Skype above will still work at least until 2025.
Virtual event timeline
Define the basics: Goal & target group Roles & responsibilities High-level content Date
Define the content: Subject # speakers Presentation length per speaker Remuneration Presentation format (e.g. PowerPoint)
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
EM-41106
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)
When do you want to consider working with an agency? /!\ Take into account that working with an external agency will cost you a substantial amount of time (input, feedback, etcetera) and money.
1. You want to organize a complex event
2. You want to organize a big virtual event
E.g. A hybrid event where you film an event with a physical audience and livestream the video to an online audience.
Professional video conferencing / streaming technology and support are recommended in this case.
Tips & Tricks when working with an agency
Look at the portfolio of relevant agencies: Do you like what they have done in the past?
Contact with the agency: Is there a fit / do you like to work together with them?
Metrics: Ask them to help you track relevant metrics for evaluation purposes.
EM-41106
Make your briefing SMART: Specific, Measurable, Attainable, Relevant and Time Based
Individuals depicted are models, for illustrative purposes only.
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 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? EM-41106
10
Communication overview When?
Minimum 3 weeks upfront
1 Informat ion
Within 48 hours after registration
2
Invitation
Confirmation
Information Program When?
Information Agenda blocker Link to participate
How to register?
Action
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
EM-41106
Register Share event with others
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
Timekeeper EM-41106
Supporting role Can be the facilitator
Tips & tricks to organize a great virtual event Start at least 20 minutes upfront to test.
A webinar typically lasts between 90 and 120 minutes.
Assign a facilitator who manages the agenda, time, polls and Q&A. /!\ This can’t be the presenter.
Virtual keynotes with speaking times of 10 to 12 minutes work best (e.g. Ted Talks).
Guide participants to Help Pages of the video conferencing tool or Call me functionality if they have technical issues. Prepare this upfront.
Record the webinar for evaluation and / or distribution purposes.
Provide an audio dial-in option so participants can join via phone if they have technical issues.
Include virtual break-out rooms for networking purposes if desired.
Check the names of the participants and rename them if needed.
Create a clear agenda and timetable and stick to it.
Take regular breaks, at least one per 90 minutes.
Rehearse upfront and look at the recording of your rehearsal.
Minimize presentation length. Provide background information upfront so the meeting can be a discussion. Tell the presenter(s) in advance not to wear striped clothes. EM-41106
When your audience is not that digital savvy, you can: • Send a manual or tutorials of the meeting tool in the meeting invite • Prepare FAQ’s where you can guide the participants to via the chat during the meeting • Start 20 minutes upfront
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. Begin your presentation with an agenda / content table and end your presentation with a summary.
EM-41106
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.