Worksup LIVE series: Hybrid conferences, Challenges & Solutions

Worksup LIVE series: Hybrid conferences - Challenges & Solutions

Worksup LIVE

On 9th September, Worksup platform organized the first virtual event from the Worksup LIVE series, about hybrid conferences, challenges & solutions.
Worksup LIVE is a virtual event series hosted by the platform, covering different important topics about virtual events every month. 

The recording of the event is available here in Estonian:
worksup.com/live

Speakers

The speakers were Kadri Karu, the Managing Director of the Estonian Convention Bureau (ECB), Endrik Randoja, the Managing Director of Confent and Hedi Krönström, the sales and client support manager of Worksup. 

Key Take-aways from Worksup LIVE series: Hybrid conferences, Challenges & Solutions

Kadri Karu, introduced the restrictions during the Autumn season for conferences. She explained how big events have adjusted to the new regulations. Karu agreed that the daily life of organizers are much more complicated. They now need to plan three different formats, live, virtual and hybrid versions of events at the same time to be ready for possible changes.

“It is important to be ready for changes and offer the audience a flexible way to participate. Supportive and correct partners are a big help.”

Karu also mentioned the different publications compiled by ECB, like the guide for safe events. She brought out different examples how organizers have communicated the restrictions and safety instructions.


Endrik Randoja’s presentation focused on the differences of hybrid format and the biggest challenges and lessons learned. He also emphasized the increasing influence the hybrid format is having in the event industry.

“The pandemic will pass, but hybrid format, meaning a conference with a virtual twin, will not disappear. It is a great chance to keep a human touch for the event, while increasing the reach of the target group and using the flexible functions of virtual platforms.”

Hedi Krönström, introduced different solutions how Worksup platform supports the hybrid format of conferences. She explained how Worksup functionalities help to engage participants simultaneously with solutions both onsite and online.

“We cannot say that either of the participants onsite or online have more impact during the event. When the online solutions are well incorporated to both formats, the participants can have an equally engaging experience.”

Worksup platform

Worksup is a live-, hybrid and virtual event platform that was founded by Estonian conference organizers in 2018. Since then, the platform has held more than 1000 events. More than 600 have been in virtual and hybrid formats since the beginning of COVID-19 pandemic. Worksup platform allows to hold virtual meetings and live broadcasts. The most popular features include Q&A, polls and different solutions for enhancing networking and communication. Such as AI interest matchmaking between the participants and chat. In addition there are virtual solutions for expo and sponsors. When leaving the event, the participants can bring virtual business cards from Worksup platform. 

For more information, book a free consultation through the button below.

How to increase virtual event attendance?

how to increase virtual event attendance

Sometimes you have the perfect idea, content and setting for your virtual event, but the audience does not feel engaged or does not even show up. It is difficult to onboard participants to an online event. And even when you succeed in attracting a desired crowd there is a big drop-out. So how to increase your virtual event attendance?

Here are 5 steps to keep in mind:

1. Set clear goals for your event and audience

Setting clear expectations about how to measure success in event attendance is the foundation of virtual events. Do you care about the fact that you have as many attendees as possible? Or do you care that those attendees are relevant and lead to possible sales or useful contacts. Define your goals of the event first and understand clearly who is the best audience for it. 

2. Understand your audience needs

After you have defined the goals and audience, make some research on your possible attendees. Now more than even, understanding when is the best time to organize an event for participants is highly important. Do they have kids who are doing distant learning? Are they busy business owners who have meetings booked all morning. Do they need breaks to go walk the dog? Do your research and keep in mind that the average participant needs some buffer time between sessions. The attention span in the home office is short and full of distractions. 

3. Make your virtual event simple

The more you complicate things already before the event, the less the chance your attendee will even show up. With so much going on, participants need something that is easy and relevant to consume. Don’t over-do with registration, functionalities or tracks, keep the communication and organization clear and simple. Minimize your own risks of technical mishaps with seamless broadcasting and clear interaction functionalities. Sometimes less is more.

4. Use correctly timed communication

Depending on how you reach your audience, via e-mail or on social media, make sure you update the participant timely before the event. Often the attendees just humanly forget they even signed up to attend somewhere. Which is why it is important to plan and automate your communication beforehand. On the same day or an hour before, the attendees need to be reminded where and when they have to be. 

5. Sharing is caring

And lastly, how to increase your virtual event attendance is by sharing. Encourage the attendees to share – share their thoughts before, during and after the event. Create buzz within the participants to build suspense. Allow networking during the event, allow them to give feedback. Make sure those who did not show up live, will get the content on-demand afterwards. This will not only make the attending more appealing, but also creates a good feeling and expectation for the next event. 

Worksup is a virtual and hybrid event platform, enabling clear and easy setup, simple user interface and expert advice. Book your first online consultation below.

Introducing Quizzes, e-ID Check-in, Highlighted Media, and more new features

worksup mobile app

In this blog post, we’re going to walk you through some of the key features that were released this month. From big reveals to small improvements, read on for what you need to know. 

Several virtual meeting hosts

You can assign someone as a meeting host and provide them access to a virtual meeting moderation. Add as many event hosts as you need. You can easily do it by inserting one’s email address in the Media library host access list. Make sure that the assigned users have verified their emails on Worksup. Attendees with the provided host access join the call automatically with elevated permissions. 

Seamlessly show poll results to attendees

After completing any poll task during events, participants can instantly see the results on their devices. In addition to the informative goal, real-time task results help event organizers let their online audience feel more connected during virtual events.

How to set it up? 

In the admin Agenda section, an event organizer needs to choose Tasks, select a concrete task and click on the “Reveal answers” button at the end. 

e-ID Check-in

e-ID check-in reduces the risk of getting an unwelcome audience and makes the entry to your events even more secure.

How does it work?

After an event organizer uploads PIDs of certain persons, the selected attendees can enter the event with their Mobile-ID, Smart-ID, ID-card, BankID, etc.

For which events it’s best suited? 

The high degree of security on check-in will ensure that events like stakeholders meetings, executive meetings, or other high-level events will have intended guests only.

Supported countries

The feature is available for events in Estonia, Lithuania, Latvia, Finland, Norway, Iceland, Poland, Belgium, Portugal, Spain, and Italy.

Track time attendee spent watching an event stream

Event organizers can get even more precise analytic about how much time attendees spent watching an event stream (had the stream tab open). 

The analytics helps organizers to understand how engaging and interesting a particular virtual event was and use this knowledge to plan future events. 

To get the views statistic, ask for the generated report Worksup support after the event.

Highlighted media attachments 

If you want to improve the visibility of the attached media and get a higher open rate, you can highlight the media attachment. The media will start blinking at a certain time and attract more views from the online audience. To get the feature, contact Worksup support, provide the element you want to highlight, and choose a concrete start and end time for it.  

Redirect users to a certain webpage with a pushed popup

Whenever you need online attendees to visit a certain website during an event, now in addition to telling the site/company name, you can use push notification. The “Event organizer wants you to open this link” popup will occur at a set time and the user will have an option either to open the link or dismiss the notification. 

How to set it up?

  1. Open Media section in the admin
  2. Click on Attach media and choose the link you want users to be redirected to
  3. After saving, you will see a Push media button near the hyperlink, click on it whenever you want the popup to occur 

Using a pushed media popup, you will increase the chances that the desired media will be reviewed by participants, as it takes less effort and saves time by cutting online search. 

Interactive quiz

Marking poll as a quiz, you can now define a correct answer and view participants’ replies as rankings. Ask puzzling questions and see winners! 

How to set it up?

  1. In admin, under the Agenda section go to Tasks
  2. Turn the quiz on 
  3. Create a question and possible answers
  4. With a star, define the correct answer (can be several) 
  5. Choose when to publish the task 

Virtual Meeting is Live on Worksup

virtual meeting

We’re happy to announce that the virtual meeting is live on Worksup. A virtual meeting is a live video chat between multiple people, with no travel and no need for everyone to be in the same room — which can save you time and money. Here’s how to set one up. In this article, you can learn what possibilities does it open for event organisers and how to use it. 

Overview

What is a virtual meeting? 

virtual meeting in action

A virtual meeting is a video conferencing tool within the platform enabling two-way communication between speakers and participants. It enables you to host different types of events such as webinars, conference plenary sessions, break out rooms, round tables, meetups, workshops, training, demos etc. Speakers can present slides or share their own screen with other participants. You can use Q&A and Tasks within the platform to activate the audience. The Speaker or host of the session can enable participants to jump into the discussion with their video and sound. 

The virtual meeting also allows participants to gather in smaller groups during events. They could jump on a separate discussion of the speeches, their businesses or any other topic. You can set up a virtual meeting for an event day, for a parallel session or for a single speaking slot or panel discussion. It is also an efficient tool for supporter or partner demos or sharing their other messages. 

How to set up the virtual meeting on Worksup?

To enable the feature, follow the instruction:

  1. Sign in to your Worksup profile (register here if you don’t have an account yet)
  2. Go to Media and click Attach media
  3. Select Video Meeting
  4. Choose the meeting time and click Add

virtual meeting settings

 

How to set up virtual meeting

You can make a restricted entrance to the event by clicking on the checkbox. Thus, participants will be able to join the meeting only if a host lets them in. Note, after saving, this step can’t be changed in the future. 

Before setting it up please contact Worksup support for a quote.

Meeting settings 

Clicking on the meeting settings, an event organizer can choose the language, video quality and set additional rules for the meeting appearance:

  • Let participants join the meeting with the camera/microphone turned on 
  • Show the screen share button
  • Show the chat button
  • Show the people button
  • Show the leave button 
  • Show the default meeting background as opposed to your event theme colour 
  • Float the self-view to the bottom right
  • Show the recording button
  • Show top toolbar

 

Virtual meeting settings

When everything is set up 

After you finished the virtual meeting preparation, share the link to your event with participants. Also, explain to them how to use the tool before the event, so that attendees will be ready to interact with one another and get the most out of your event. 

New Custom Features Available on Worksup

hybrid event

If you want to extend the functionality of your virtual events, Worksup offers a range of custom-based solutions – some of them you can review in the Custom field on the pricing page. Today we unveil 4 new custom features that will help our customers get more out of Worksup.

 

  • Chat board. A chat board is a wall where every online attendee can leave a message visible to all participants. Besides 1-to-1 meetings, conversations in group chat help you find new business connections. 
  • Notifications on important updates. Attendees can now be in sync with important updates during events as they can receive email notifications about a chat request, new messages, or meeting status updates. 
  • Quicker and easier registration. Registration becomes much easier now as Worksup has a simplified process of enabling pre-imported registration list and self-registration based event access. 
  • Single-session restriction. You can now mitigate against potential free-riders with our single session restriction feature. Worksup will block an initial session started on two different browsers or devices. How does that work? Should ticket #001 connect to the event from device A and then device B, our machinery blocks his/her session in device A.

Tell us what questions do you have or what features you’d like to have implemented at your next virtual event: contact us

New Functionality For Your Virtual Conferences

virtual conferences

If you’re running a virtual conference, there are some new features that you may want to consider adding to your platform. In this post, we’ll outline five new features that will help make your virtual conferences more effective.

  • Restricted access to agenda elements. Apply an access list not only to your whole event, but to  agenda sessions, too. 
  • Scheduled meetings. Choose a specific meeting duration for participants’ virtual networking. There are three options available:
    • No time: attendees do not have to specify start and end time
    • Fixed: an organizer can specify a fixed meeting duration, for example, 15-minute slots
    • Flexible: an organizer can specify the default meeting duration while attendees can opt to override it. 
  • Time zone conversion. Define a time zone for your agenda and attendees will always be in sync, regardless of the location. 
  • Estonian language for events interface. Now there is a language pack for Estonian available making the attendee app 100% Estonian if needed, only with a touch of a button. In custom versions, other languages are also available. 
  • Virtual attendees’ involvement during events. The improved presence-tracking algorithm allows you to get even more precise analytics about how much time your attendees spend watching the event or interacting on the platform.
  • Program in your calendar. Now, you’ll never miss interesting speakers you planned to listen to. Export the Worksup programme to any calendar app, set up reminders and follow the timing where it’s convenient for you.

To learn more about the implementation or check how any of the mentioned features works, please contact us.

Hybrid Conference: 3 Tips To Engage Onsite And Remote Participants

hybrid conference event

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Hybrid conferences are becoming increasingly popular, and for good reason. They provide the unique opportunity for attendees to bridge the gap between in-person and remote participants. But as most event managers know, you can’t have one without the other! We’ve pulled together some tips to help you engage your on-site participants while simultaneously cultivating a strong online presence that’s sure to benefit both your virtual and physical attendees.

1. Switch speeches with activities 

Undoubtedly, people take part in hybrid conferences to listen to other people and get new insights. Thus, if you want participants to enjoy the conference and get knowledge from it, you may want to shift speeches with something else, not to overload them with tons of information at once. 

What can you do? First, leave enough time for coffee breaks and make sure you anticipated lunch-time so participants can have some rest. You can try combining speeches with activities to keep participants’ attention. For example, to engage everyone, hold a virtual poll in-between performances. It will help to learn participants’ opinion on a matter and stir them up. Secondly, use Worksup image tasks to capture one’s emotions or get an answer with an image that you could project on a screen. Third, to activate the audience, ask open-ended questions that could give you specific insights. After that, you can visualize answers on a screen in different ways so everyone can see them. Choose a kind of interaction that suits your hybrid conference. If not sure, a Worksup expert can advise you on what to select.

2. Make a playground for business connections 

hybrid conference networking

Another critical and often missed part is virtual networking. Even though part of the attendees are onsite and can easily communicate with each other, think about the ways to connect for the virtual audience. Make sure, everyone knows how to network on the chosen platform and can invite another attendee for a meeting. 

For example, Worksup allows participants to have a chat or video call during events or set them up for the future. Also, if a conference has an expo area, they can easily approach the company’s reps online, ask them about the product or agree on a demo time.

Except for the 1-1 conversation, you can enable group chat so that participants can write messages visible for everyone and find new business connections there.

3. Same audience, same attention 

Sometimes, having part of the participants in-person, conference organizers can occasionally prioritize them over the virtual audience. It can make online participants feel like they’re simply watching a Zoom webinar, and after all, influence their impression about the hybrid conference. Even though the prices for in-person and virtual format sometimes differ, make sure that everyone is treated the same way. For instance, the online audience may find it inappropriate when a moderator or speaker constantly interacts with people sitting in a room.

hybrid conference event

Even though it’s much easier to talk to a person nearby, plan that all Q&A, random outreach and other interactions to be equally split among all participants. Make certain that all necessary information such as changes in agenda, any how-to guides or info about the next steps is clear for both sides. It also refers to the post-event followups, sending materials, feedback or thank you notes. 

Overall, organizing a hybrid conference takes a lot of efforts to please both online and offline audiences. The article presents a piece of advice that could help organizers to execute this process better and let every attendee enjoy an event to the fullest.

Benefits From A Virtual Event Solution: Enterprise Estonia Story

virtual event solution

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Holding an event is no small feat. Even the smallest, most local of gatherings require hours of preparation, dozens of people on stage and behind the scenes, and thousands of dollars in production costs. For many companies, however, “events” are now virtual products that customers can access at any time from anywhere — all without leaving their desks. With the right tools and technology, companies can now produce virtual events that are every bit as engaging and profitable as their physical counterparts.

Background 

Enterprise Estonia is a national foundation aimed to develop an Estonian economy. It provides companies with consultation services, practical training courses, and workshops. In addition, their export advisers help other companies to reach foreign markets successfully. Business events both in Estonia and in a target market are an essential part of these activities. It’s known, that physical events have been canceled globally since spring. Thus, Enterprise Estonia started to look for a virtual event solution to host in-person events to virtual. As a result of the platform research, Worksup has been chosen to enable online events with interaction and promotion tools.

a speaker at e-estonia virtual conference
Speaker at Innovating the Electronics Value Chain to Compete in a New World

Challenge 

Enterprise Estonia wanted to support Estonian electronics companies in attending the Electronica fair. The event was called “Innovating the Electronics Value Chain to Compete in a New World”  and it had to be hosted in Munich in 2020. However, they had to cancel the in-person event due to the COVID-19 pandemic. 

After that, they’ve got a challenge to find an alternative, efficient, and, most importantly, resultant virtual event solution to empower the electronics companies. Instead of becoming a part of some larger virtual event where the promoted companies could become unnoticed, Enterprise Estonia decided to organize their own well-targeted virtual event.

Solution

Together with Estonian Electronics companies, Enterprise Estonia organized a fast-paced event program. During the event, companies had a chance to pitch their solutions in a short time. Also, Meta Advisory did an excellent job onboarding the interested audience. 

Meanwhile, Worksup was responsible for the smooth event delivery, and interaction tools to involve the audience. Including networking opportunities between the participants, and a virtual expo area that showcased the electronics solutions. Although the deadlines were tight, Worksup team delivered the virtual platform well in time.

virtual expo on e-estonia event
Virtual Expo View on Worksup

Benefits 

The 2020 crisis has touched many businesses. At the same time, a lot of the Estonian Electronics companies experienced significant growth that year. Organizing such a high-level virtual events with excellent delivery has played a valuable role in it, for sure. Together with Worksup virtual event solution, Enterprise Estonia reached active audience involvement. 

Furthermore, the solution let the participating companies generate new business contacts and set up meetings in a virtual event format. Enterprise Estonia achieved their goal thanks to the viable content, Worksup’s event delivery support, and moreover, easy interaction between the audience and participating companies.

stage at e-estonia virtual event
Virtual Event Stage View on Worksup

 

Get A Unique Functionality For Your Event

Sometimes, even a popular virtual event platform could seem not to deliver the features you need. At Worksup, we always have a solution for cases like this as every Worksup user can get the right functionality developed according to their needs.

Custom Development

Except for the features you could see on the homepage or in the Features section, Worksup provides custom features development service. Custom-developed features are features created especially for usage by attendees or organizational teams only during your event. The development can be related to both the event design or functionality change. Here are presented a few examples of what the custom-developed features can be: 

Whitelabel design 

  • Basic white-label design with header, background, colours, and fonts changed according to the clients choice
  • Advanced design where a wider variety of design features can be customized
  • Domain masking, e.g. Worksup platform can be installed to www.yourbrand.com/live 
  • Embedding Worksup within your website
Whitelabel design of a virtual event hosted on Worksup
Whitelabel design of a virtual event on Worksup

 

Custom access

  • Access with the personal link, participant profile will be prefilled with name and organization
  • Sending personal links to the participants
  • Access with the requirement to fill in e-mail, and then receive a personal link 
  • Access after filling in data form at the entrance, gathering the data
  • Access with the integration to Fienta registration and ticketing platform

Priority support

  • Initial set-up of Worksup for the client
  • Priority customer service

Virtual project management of your event

  • Project management
  • Scenario planning
  • Format and content consultation
  • Preparing speakers
  • Assigning and managing vendors
  • Implementing the event
  • Meetings and reports

Advanced analytics

  • Participant tracking at the virtual expo
  • Participant involvement during the program

Expo

  • Virtual expo area for your event partners, vendors, or sponsors
  • Virtual branded stand for each partner
  • Opportunity to present value proposition, presentations, movies, leaflets, etc
  • Opportunity to organize activation games for participants
  • Chance to easily contact partner representatives

Depending on the complexity of a feature, to get the desired functionality implemented, you need to contact our team in advance and describe the feature you need. 

 

Annual Subscription Plan Now Available On Worksup

Worksup offers an annual subscription that can meet the needs of any type of events, as long as there are many! In this article, you’ll learn more about it and discover what benefits it provides.

What Is The Annual Subscription Plan

Now, event organizers can buy an annual subscription for the Worksup platform. Worksup Annual subscription plan is a new pricing option that allows hosting unlimited amounts of events throughout the year. Except this, the plan includes other interactivities and features such as virtual agenda, unlimited polls, Q&A, networking, live-streaming, tasks, open-ended questions, analytics, event branding and support. Having an annual subscription, event organizers can host any form of events on the platform  – virtual, hybrid or traditional and any type of it – conference, summit, meetup or any other. The cost of the subscription is 500 EUR per month and it is billed annually in advance.   

Worksup pricing plans
Worksup Annual plan highlighted

For Whom 

The Annual plan is the most efficient for event planners who organize events regularly – event agencies and conference organizers. Also, the new pricing option is efficient for organizations outside of the event industry where events are planned on a regular basis. The plan allows companies to concentrate on the organizational side of event planning without distractions on operational activities.  

How To Access

You can find and review Annual and other types of plans descriptions on the Pricing page. To get any of it, click on the “Get access” button in the bottom of a particular column and fill a quick form. Shortly after that, you’ll be contacted by the support and provided the guidance.