New features: onboarding, quiz lottery and take-aways

New Worksup features

We have been busy here at Worksup HQ to create more custom features to enhance your events. Here’s an overview of new Worksup features:

HIGHLIGHT FEATURE OF THE MONTH
Onboarding module

What is it?

Organizers will now be able to create their own onboarding e-mails and send them out straight from Worksup. This enables you to streamline the communication and check-in process as you do not need a separate mailing program for that.

How to use it?

Onboarding module can be used for inviting your target group to the event, send them updates, inform about opening the platform, sending reminders and an after-event communication for saying thanks and gathering feedback. This works also if a registration gate has not been set up beforehand. Module also contains automated registration confirmations in case a Worksup registration gate has been set up prior. 

Organisers can create letters from the scratch or use templates with placeholders. With the help of placeholders, you can add your event name, direct event links, personalize the name, organization etc. 

onboarding admin view
Onboarding in admin view
onboarding options
Onboarding options

MATCHMAKING
Collecting interests during registration

What is it?

Worksup networking is enhanced by matchmaking where Worksup matches together people with similar interests. While usually this happens after participants have checked in to the platform it is now possible to allow participants to select from predefined interests already in the process of registration.

How to use it?

This functionality is handy when you wish to know more about your audience’s topic preferences or background. Also, when you wish to estimate how popular one or another track or workshop might be. And on top of these, participants can start finding like minded people right after registering to the event. 


INTERACTION
Quiz

What is it?

Organising games is a great way to activate your audience. In addition to polls, where you collect participant opinions it is possible to organise quizzes with different purposes and outputs.

How to use it? 

Lottery wheel enables you to choose a random winner or winners of your quiz. You can spin the wheel among the correctly answered participants and refresh the data as more correct answers are coming up. Or you can spin the wheel and give the chance to all the participants. In both cases it works well to collect leads for event partners or reward your audience for doing something, e.g. filling in the feedback form.

In case you wish to inject some energy to your audience, you can use the podium output instead of the lottery wheel. With this option you can choose the quickest who answer your quiz and give out prizes. The interface is cool too, when the winner is announced, they will be congratulated with confetti showers!

Nordic-Baltic Security Summit 2021 announcing the winners

NETWORKING
Takeaways

What is it?

You can now collect other participants’ name, job title and organisation and info about exhibitors to your virtual basket. Just as you would collect business cards and brochures at traditional physical events or expo. After the event, you can send the basket containing all the valuable information to your e-mail.

How to use it?

This is handy for both your audience but also virtual exhibitors. They do not have to make separate notes but will receive all the take-aways into their email for follow up procedures.

adding take-aways
Adding take-aways

MODERATING
Prevalidation of Questions

What is it?

Organizers can now prevalidate questions in the Q&A sessions. Questions presented by the audience only appear in the app if an organizer has validated them.

How to use it?

This option is handy if you have a larger and uncontrolled audience e.g. at a public event. It can also be considered if your event operates in a cultural context where certain topics are tabus.


ANALYTICS
Entry and Exit reports

What is it?

You can now generate and download a special entry and exit report for your event. So you will know exactly if John Smith was late to join the event and if he left early for lunch.

How to use it?

By analysing the attendee participation data and learning about their ins and outs you can improve your future events. 


ANALYTICS
Check-In reports

What is it?

Organizers can have an overview of all the check-ins to the event. This will generate a Google sheet with the check-in data of the attendees.

How to use it?

This is great to keep an eye on all the participants, whether they have joined the event or not. You can also use this to track how many of them have created their profile and at what point have they done the check-in. 

reports
Where to find reports and check-ins

We will keep you posted with new Worksup features periodically!

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.

5 Challenges for Virtual Events

5 challenges for virtual events

Now that we have done the drill of virtual events for a year, there is still a lot of uncertainty with new variants and possible restrictions. This uncertainty leads the reasoning of event managers to continue with virtual or hybrid events, rather than organize one onsite. However, even with organizing online for more than a year, many challenges still remain for 2022. With the following, we will examine more in detail the 5 main challenges for virtual events.

Lack of proper content strategy

The lack of proper content strategy is one of the biggest challenges for virtual events. With a short attention span and day-to-day distractions it is crucial to keep the strategy up to speed. To keep the participant engaged, the content has to fit with the daily plan of the attendee. Aim for shorter or categorized sessions, more television program narrative and easily digestible information. If you are already an experienced virtual event organizer, don’t forget to analyze your event data. Take a close look at the entries and exits, engagement rates and feedback to improve your strategy for next time. 

Lack of technical expertise and support

Many event managers are afraid that they or their customers and attendees will have issues with their level of technical skills to get the full event experience online. Managers have many technical details to keep in mind. Starting from choosing the platform, the streaming services and prepare for quick plan B if things go south. This is why it is important to choose the right platform and technical services. Keep in mind the skill levels of your attendees!

As always, the key here is to keep the event simplistic and bulletproof. Don’t over complicate the event and create more risks that you are not able to handle.
It is even more important to have the right partners who are able to give you the expert technical support you or your participants might be lacking. If the support system from your event platform is efficient, relevant and fast, the foundation of creating overall success is already in place. 

Lack of engagement

Even with so many possibilities to create more engagement, the challenge to get the participants engaging is still relevant today. More so after doing virtual events already for a year, the attendees are starting to experience online fatigue. Too many options or not purposeful functions create too much noise around the event. The focus should be on using the engagement tools based on the needs and interests of the participants. Features like live polls, Q&A and chats are becoming standard and can be used more purposefully within the content. To provide the similar experience of on-site events, it is important to enable live networking with peers. And don’t forget about connecting with the exhibitors and sponsors as well. 

Lack of understanding the return on investment

Many event organizers are facing difficulties in convincing their customers and partners to invest in online events. Understandably, hard times need hard measures. Not all companies are ready to put aside the money for events, when it is needed more elsewhere. The key here is to know the purpose of your event and communicate it well.

Clear goals and benefits will not only help to convince, but also get you forward in content strategy and marketing. Plan clear indications to measure the success of your event. For example, track audience growth, engagement, leads etc. and use the results to improve your next event. Sometimes a well organized event can be the only solution to boost the morale of your company, partners and audience. 

Lack of security awareness

The last of 5 challenges for virtual events is security. With everything moving online, the risks of breach or cyber attack are even higher than before. It is important to keep cyber security in mind. Especially, if your customer has high profile information they are sharing in their private online event. Moreover, the cyber hygiene standard should be covered from participants, to organizers, reaching all the way to your partners and platform providers. Make sure you check their security standards and keep in mind your own security processes during the event. Aim for solutions that provide different levels of security so that you are able to easily navigate between different needs of your clients. 

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 

How to Host Engaging Virtual Trade Show Attendees Love

attendee at a virtual trade show

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There are a number of reasons why more and more companies are choosing to host virtual trade shows. But how do you ensure your trade show attendees love the experience? Here, we’ve compiled a few tips to help you make sure your next virtual trade show is a success.

 

1. Choose a versatile event platform

Choosing a platform for your virtual trade show, make sure that except for the basic features such as exhibitors virtual booth info and contacts review, it enables participants to set up demos, chat or make video calls. The right tool and functionality will facilitate communication between exhibitors and attendees. And in reverse, limited functionality will reduce it, so keep an eye to pick a good one. Also, avoid too complex platforms with an extensive amount of bells and whistles that confuse the audience and make navigation harder. You can learn more about the Worksup expo feature here. It enables online visitors to easily connect with booths representatives, set up calls or meetings. 

 

2. Have a contextual message

Nothing fosters the communication between two sides better than shared interests. Sometimes preparing for a virtual trade show, exhibitors don’t align their offer and messages according to the audience needs and thus, feel a lack of attention. To make the messages more contextual, exhibitors may think about the challenges participants face nowadays. And from this point, they could polish the offer to match the audience needs better.

For example, during the COVID-19 pandemic, many businesses dramatically changed the way they cooperate: from a new business model to the customer acquisition process. It brought new challenges and new opportunities, and the homework of virtual exhibitors would be to carefully discover the pains to create a spot-on message. 

3. Make the expo more visible and attractive

Learn if a platform you use allows making your partners or sponsors more visible. It’s important that it should be easy to navigate to the expo area but also you may want to think about additional visible boosters that would encourage attendees to enter the area.

attendee at a virtual trade show

As an example, at Worksup we enable event organizers to list sponsors’ or partners’ logos banner at the bottom of the agenda which is seen all event long. Clicking on a concrete logo, a participant is redirected to the company’s booth where they could discover potential cooperation opportunities with each other.

Another positive outcome is that linking the expo to the break sessions and virtual booths to particular presentations also boosts traffic.

4. Activate partners 

Partners often take a very passive role in virtual expo thinking that most of the work should be done by event organizers. But in order to have a lively and engaging expo, in addition to the more personalized message and materials, you need to encourage them to proactively contact the participants, too. Instead of waiting for the audience to approach partners by themselves, partners could review the attendees’ interests (if the platform allows to), start a conversation and make a value proposition. If connect with the right person, it will bring more fruitful outcomes at the end for all stakeholders: attendees, partners and organizer. 

 

5. Activate and guide participants 

Another common mistake that affects virtual trade show results is acquiring great functionality and not explaining how to use it.  In this case, no matter how cool your exhibitors are, no one will enjoy it if they don’t know how to access it. Even if something seems to be obvious for us, very often it can be seen not the same way by other people. Therefore, you may want to build a clear vision for attendees on how to access virtual expo, what possibilities it provides and how to use it. The best way would be to announce it before the event. Or if the platform functionality allows, you can even attach a quick guide on how to use it for those who missed this explanation in the beginning.  

Also, tech tools can assist with virtual trade shows in many ways. The real impact could be done when the platform and organizer combine their efforts. For that, reach out to your audience with quick announcements in-between sessions to encourage visiting the expo area. To seed interest, you can briefly describe a few companies listed, what they do or name some promotions they offer during this 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.

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

 

From In-Person To Virtual Event In 3 Days: Telia’s Journey

virtual event

Reading time: 

15

 min

Telia, the Nordic region’s largest telecommunications company and one of the largest in Europe, is so passionate about learning that it set out to create its own annual conference. From an in-person conference to a virtual event in just three days, we’ll share with you some of the valuable lessons we learned along the way.

Background

Telia Estonia launched an initiative Digital Hub with the aim to become the most important annual technology and innovation event in Estonia. As the preparations started in spring at the same time as the coronavirus outburst, it was immediately decided to work simultaneously on traditional, hybrid, or virtual event scenarios. Team member, Worksup CEO, Endrik Randoja stated: “During this pandemic, it is essential to deliver the event in a format realistic at the particular time”. 

virtual stage of Telia event
Telia’s virtual event stage

Challenge 

As it happened the coronavirus curve took a sharp turn up just a week before the event date. Three days before the event it was decided not to accommodate any audience and engage participants remotely.

Instead of hosting guests at the event it was now necessary to deliver the virtual event 200% to remote participants. It was also essential to meet the expectations of partners who were an important part of the event with their solutions and offerings.

Solution

telia event representatives
Telia’s virtual event stage

As the event setup was designed from the scratch in a way that supports any given format, the change from a traditional event to a virtual event was rather seamless. From the content and program perspective, the presentations and discussions were already designed to be short and to the point with Worksup tool for interaction and Q&A.

The technical production required a slight change of emphasis from on-site sound amplification and lighting to additional camera arrangements. The expo was organized in a way that each exhibitor had reserved both traditional booth on-site and in parallel the virtual booth on virtual event platform Worksup. The only thing exhibitors needed to do was to concentrate their attention on the virtual platform.

Value Delivered

statistic of telia's event

With the virtual event becoming the main channel, an event platform rose to the spotlight. A modified version of Worksup was used to deliver the experience accustomed to the top technology event. Participants entered the platform with a personal link that also pre-filled their basic profile data, name, and organization.

speech at telia event
Telia’s virtual event speaker

Platform greeted guests with a custom design derived from Telia’s CVI, a three-stream broadcast, networking, and expo module. The enhanced analytics provided exhibitors with statistics they needed to pursue their goals and organizers with a clear understanding of participant behavior at the platform.