Embracing Innovation for Virtual Events: Surprising Lessons Learned Along the Way

In March 2020, when the true impact of the COVID-19 virus became apparent and countries across the world implemented strict lockdown restrictions, closed borders and shut down businesses, AWEC was preparing to host our second General Assembly in Lagos, Nigeria. Two weeks before the event, AWEC concluded that an in-person event was not safe and canceled the in-person General Assembly. Our community, while disappointed by the news, quickly pivoted from an in-person to a virtual format, gathering online to celebrate and exchange knowledge. AWEC has since become a subject matter expert at delivering content online in an innovative manner, and we continually strive to create a positive experience for all members of our community.

As we land in Nairobi, Kenya for our in-person 2023 General Assembly, our staff reflects on the last 3 years of hosting entirely virtual events. 

Virtual Events: A Vital Part of the Event Landscape

Technology democratizes access to information, and virtual events are a perfect example. Virtual events have become the mainstay of many industries and are becoming increasingly important for businesses, organizations, and individuals who need to connect with each other safely and cost-effectively. They transcend the cost of traveling, time away from home or business, visa requirements, and overall, are a very efficient use of time. A busy business owner can block off a few hours in her calendar to log on to Zoom calls instead of taking four days off of work to travel to another city or country, paying for airfare, accommodations, food and more. 

The commitment from speakers and facilitators is also a factor to take into consideration. Academics, government officials, entrepreneurs and executives only need to take 30-60 minutes out of their schedule to offer a keynote speech, closing remarks or deliver a Masterclass. Speakers can call in from all over the world and not be inhibited by the headaches of travel logistics. Virtual events are more accessible to a wider audience and should not be underestimated. 

That’s not to say that there aren’t drawbacks when hosting virtually. While these events have provided a wealth of opportunity in terms of connecting with an audience that could not otherwise be reached face-to-face, they can still suffer from issues such as "Zoom fatigue”—54% of respondents in a 2020 survey conducted by Social 27 reported this as their biggest challenge when attending virtual events. Additionally, technology challenges (especially bandwidth issues) can derail live presentations and small group discussions, and it can be more difficult to capture attendees’ full attention with personal and professional distractions in the background. 

To make the most out of your virtual event experience, it's important to be aware of both the benefits and drawbacks associated with this format of event hosting. 

• Make the event accessible: Know where your audience is calling from and take into consideration any potential network limitations they may have. AWEC serves a pan-African community where bandwidth is not always reliable. Create innovative ways to support them based on their networks, such as providing accessible or downloadable resources or materials that take up less bandwidth. There are lots of fancy virtual event platforms you could use, but be sure they are accessible in all of the countries you are serving. Sometimes, simple is better.

• Be meticulous in your planning: Build a run-of-show just as you would for an in-person event, identify which team members are supporting each section and link all resources, meeting links, and other necessary materials in one shared document for easy access. Have a backup plan in case a speaker experiences technology challenges (our staff has had to jump in on more than one occasion to allow for seamless delivery despite bandwidth issues).

Innovative Replication of In-Person Networking Opportunities

Attendees’ number one disappointment of virtual events is that they miss out on the opportunity to meet new people and network. It is difficult to casually bump into someone in the absence of coffee breaks and opportunities to converse with tablemates between sessions.. 

As AWEC began to strategically plan virtual events, our main priority was: how do we incorporate as much interactive content into a virtual setting as we do in person? If networking is the main priority, how can we replicate hallway run-ins over the internet? 

With virtual events, networking opportunities need to be more structured. Organic conversation is difficult when you are at the mercy of a Zoom link and an internet connection, so networking sessions should be planned just as meticulously (if not more) than standard content delivery sessions. 

• Creatively maximize the use of breakout rooms: Incorporate discussion prompts that will jumpstart conversation and prevent that dreaded awkward silence. Leverage facilitators to help guide conversation, interactive activities and games. AWEC has played a variety of different games virtually, from Jeopardy to Mad Libs. We have introduced design thinking techniques and hosted dialogues on different business topics. Small group interactions that cannot be experienced again are some of our most highly rated sessions. 

• Combine content delivery with immediate application: For knowledge sharing, our facilitators develop interactive sessions that combine content delivery with small group discussions and activities that build on the topic. This goes above and beyond a simple lecture delivered in 30 minutes or less. We move in between large webinar-style content delivery to small-group breakout rooms where attendees work together on an activity related to the session. This style of delivery allows for both learning about new topics and also creates an opportunity for attendees to meet new people and network with like-minded entrepreneurs.

Ask yourself: What is the value-add to coming to my virtual event live? Attendees should be able to gain something by attending your event in real time as opposed to watching a recording of it at a future date. This will vary for every event, but the main takeaway is to prioritize sessions and activities that build community among your attendees. 

You Get Out What You Put In

Disappointment with a virtual event in place of an in-person event is understandable. There is a certain energy derived from an in-person event that cannot be replicated online: shaking hands, taking pictures, laughing with your friends, rooms that erupt in applause, the feeling of your name tag lanyard hanging around your neck. 

Virtual events may not provide the same energy and atmosphere as in-person events, but this doesn't mean that they can't be just as rewarding! At AWEC, we have seen that those who put in the effort to actively engage with our virtual events get the most out of them, effectively building their networks in a way that transcends the computer screen.

This mirrors our takeaways from running our core program for the past five years. Successful Fellows have taken ownership of their learning experience by carving out dedicated time to focus on their studies, connecting with peers through synchronous activities, as well as taking advantage of all the asynchronous opportunities. It's hard work, but it's worth it - sometimes a few extra hours spent on a computer can make all the difference.

A prime example of the power of virtual events is the partnership story of Victorine Sarr and Christabel Ofori. Victorine, an alumna of AWEC Cohort 1, Founder and CEO of Lyvv Cosmetics (Senegal) was delivering a Masterclass on Building an Effective Pricing Strategy at AWEC’s virtual Leadership Summit. Christabel, then a Cohort 3 Fellow, was participating in the Masterclass. Via Zoom chat, the two entrepreneurs connected and in a few years time, Christobel, a chemist by profession and CEO of FlocareBeauty (Ghana), was formulating and manufacturing Victorine’s new skincare line, Lyvv Skin.

Here’s what we can learn from that:

• Approach virtual events with a glass-half-full perspective: It can be easy to get bogged down by what virtual events lack (i.e. rooms full of energy, a fun name tag with your name on it, a food and beverage station, selfies). Instead, look at virtual events for what they do offer: the chance to learn from a variety of interesting and accomplished people from all over the world, opportunities to network in breakout rooms without leaving the comfort of your home or office, and the knowledge that every individual has a similar purpose or goal for attending. 

Virtual events may require a different level of effort on your part, but the payout can be better than expected. And it all takes place at the click of a button!