It’s likely that we’ve all participated in video conferences. Sales presentations, training sessions, strategy meetings, job interviews, and seminars are common uses of video conferencing when in-person gatherings aren’t possible. While most people prefer meeting in-person, distanced communication is today’s reality.
However, video conferences create a type of exhaustion that’s new to most of people … screen fatigue. Participants and presenters are getting Zoomed out! It’s become the responsibility of event designers to ensure everyone remains present and engaged during virtual events.
So … how do you maintain engagement and avoid screen fatigue?
Communication versus Engagement
First of all, communication and engagement aren’t the same. The host of a video conference can present information that’s retained by the participants and they can minimally share ideas with each other. That’s communication and it is an important component of your meetings. However, engagement is entirely different.
Engagement means that participants are mentally invested and involved in the event. They’re actively reflecting on information as it’s presented and participating beyond the bare minimum. The presenter is ultimately in control but engaged participants feel they have a stake too. They experience connection to the group and to mutual goals (entertainment, education, inspiration, etc). As event designers, your first goal is to establish communication, but when engagement is prioritized your events are much more effective.
Creating Engagement
There are many factors that engage an audience … especially a virtual one. When planning an event, you should be thinking through all of these factors and imagining the experience from the perspective of a participant.
Engagement Factors
Make Sure It’s Relevant – Participants will be more engaged in your event if all the information and activities is relevant to them. Start by creating a list of important takeaways then narrow that down to as few as possible (five or less is ideal). For relevant content that doesn’t make the cut, consider sharing through second screen and/or post-event outlets.
Efficiency Matters – Virtual events are quick so plan as though you’re creating a television broadcast. Unlike a week-long in-person conference, there’s a finite window of time to communicate so create a storyboard or script that’s concise and focuses specifically on the most important takeaways. It’s also important to make sure presentations are streamlined and easy to digest (pro tip: offline rehearsals with peers can help identify potential bumps in the road). Also, don’t feel limited by the virtual setting … there’s still a lot you can do to engage that participants may not have experienced before.
Be Creative – Make your presentation visually interesting (pro tip: 16:9 isn’t the only aspect ratio available to you). There are many programs that make it easy to build a gorgeous presentation with little to no graphic design experience. If you have the budget, hire an expert to help with the core elements of your event. Core elements include overall design and flow of the event, graphics/media development, virtual event platform, technology management, and oversight of event-day execution.
Establish and Retain a Connection – Finally, leave lots of time for breaks and audience interaction throughout the event. Breaks and thoughtfully-crafted human interactions should be a part of your outline and placed in natural spots so you’re not abruptly starting and stopping. Think of an intermission in a long play … the break gives the audience time to reflect on the story, recharge, and even discuss their experiences.
Avoiding Screen Fatigue
Virtual conferencing can lead to screen fatigue but it is avoidable. Proper planning, focused messaging, the right use of technology, visual creativity, and a balanced agenda mitigate fatigue and lead to much more engagement.
At Encompass, we have unique backgrounds that situate us perfectly to produce high end and complex offerings. We’ve worked in broadcast television, touring entertainment, live sporting events, and countless convention facilities across the country.
We have technical design experience and a disciplined process in place that allows us to easily scale events and shift from in-person to virtual without angst. There isn’t much that’s beyond our scope and we love the intensity of putting on events!
If you’re a planner working to create an event, seeking help with virtual event technology, or simply want to learn more … we can help! Sign up below to receive our updates (we promise to keep your contact information secure and won’t “overshare”).