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Engagement

virtual event best practices

Everything You Want and Need to Know About Digital Event Based Programs and Virtual Events

By | Best Practices, Business Strategy, Communication, Engagement, Marketing, Monetize, Online Events, Virtual Events, Webcasts & Webinars

A resource for tools, techniques and good practices for virtual events, hybrid events, online event-based learning and perpetual communities.

If you’ve come to take a deeper dive on all topics related to digital events, hybrid events and live streaming, perpetual sharing and learning communities and of course, virtual events, you’ve come to the right place. This is our jumping off location to organize, publish, curate and share everything we can find that we think is helpful, actionable, thought provoking and a valuable resource in your quest to understand and produce more efficient, engaging and profitable event-based programs.

We’re using tags and categories to provide a taxonomy to navigate to the information that is most relevant to your needs. If there is a topic or issue you are looking for and cannot find it here, please drop us a note and we will see what we can do to get you more information or if you have something to contribute, we’d love to hear from you as well and will attribute the resource to you.

Strategy

Marketing & Audience Acquisition

RFI/RFP

Timelines & Checklists

Monetization & Funding

Speaker Preparation

Sponsor & Exhibitor Preparation

Staffing & Training

Measurement & Analytics

Hybrid Event Extensions

Audience Engagement

Hands-on Labs

Registration

Venue Build Out

Simulive

Simulive: Bringing Recorded Presentations to ‘Live’

By | Best Practices, Communication, Engagement, Marketing, Video, Virtual Events, Webcasts & Webinars

A simulated live webinar, “simulive”, is a scheduled webinar which streams a pre-recorded presentation while allowing organizers to engage with the audience in real time using interactive tools.

In case you have not looked into simulive before, there are key advantages that are worth your consideration:

1. Ease of Coordinating Schedules

Your webinar presenters are all busy professionals, located in different offices, different cities and countries.  Finding the one time slot convenient for all which fits your marketing schedule can be a daunting task. With simulive, you coordinate the timing of the recording at the presenters’ convenience, and then broadcast the recording as live at a time convenient for your target audience.

2. Reducing “Live” Production Risks

Should we even elaborate more?!  We all have scars on our backs with production issues that happen from time to time during a live webinar.  Whether it’s presenter delays, networking and audio problems, or incorrect downloaded presentations, these degrade the attendee experience and leave a bad mark on our brands.  With simulive, you can avoid many of these problems, by pre-recording highest quality presentation, and then broadcasting it live from the cloud.

3. Addressing Globally Dispersed Customers and Prospects

Agreeing on the best time to schedule a live webinar to address the east, central and west coast US time zones is already a challenge.  What about the rest of the world? Simulive is a perfect solution that enables you to schedule the same presentation multiple times, using a recording of the original, each optimally timed for a specific region of the world.

4. Increasing Rate of Return on Marketing Spend

Simulive allows you to leverage a presentation recording multiple times, hence increasing your utilization of an asset you have already committed time and money to.  Meanwhile, the “live” nature of simulive increases the attendance, and substantially improves viewership, compared to on-demand utilization of the same video.

5. Engagement of Attendees

Perhaps even more important than increased viewership, simulive sessions give you the opportunity to engage with the attendees in real time, through online chat with staff, Q&A with experts, surveys and polls.  Engagement data is crucial in your follow up strategies, and simulive is a powerful way of collecting more.

Now, you might be thinking “hey, I see the advantages for the organizer!  But how about the attendees? How would they react if they knew the “live” session they are attending is pre-recorded?”.

Based on our experience, the attendees don’t care as long as the following expectations are met: (i) the presentation delivers fresh and high quality content on the advertised topic, and (ii) they can ask presenters questions and expect timely answers.   When these expectations are met, simulive is a win for all!

At engagez.com, we take pride in our simulive offering. Our customers use Engagez not only for simulive but also to host live, and on-demand events.   We view simulive not as an alternative to live webinar but as a lower-cost means of offering more frequent live programming. Our calendaring mechanism further allows an organizer to mix and match live, simulive and on-demand sessions and create comprehensive and engaging events.  These events expand the concept of a traditional webinar, offering attendees more content and higher educational value, while increasing their engagement opportunities.

Best Practices for Hosting Video on Demand

By | Best Practices, Communication, Engagement, Marketing, Video, Virtual Events

We have come a long way from the days when hosting a video was simply putting a file on a shared drive and letting people download it. First with desktop players, we were able to play the video directly from a shared drive. This was a step forward but still painful since the initial players had to download the entire file before starting to play, hence costly and slow. The next generation of players were embedded within your HTML pages and were able to cache and start the video with some delay without having to wait for the full download. This somewhat improved the video experience but was not as helpful if you wanted to consume the content by jumping around the video. The shortcomings of these approaches were only magnified as the popularity of mobile devices exploded, leading to further challenges in maintaining a steady internet connectivity speed.

Today, the best practices of serving high quality VOD have substantially evolved. You experience these best practices when consuming videos on the largest of service providers like YouTube, Facebook, Netflix, etc. What is not obvious to the consumer is the amount of computational work and process flow that goes on behind the scenes in preparing an uploaded video file for that smooth viewing experience. These providers are addressing the consumers insatiable desire for flawless playback experience and ease of navigating/jumping within videos, on any device, and in most connectivity situations. As the cost of adopting these best practices become more affordable, more and more service providers will adopt them over time, yet many are not there yet.

As you evaluate the best solutions for your VOD needs, consider the following best practices and whether they are adopted by your service provider:

1. Transcoding

Having a single high quality video file does not translate into best consumption experience: depending on the situation, it could translate into wasted bandwidth for those on desktop/notebooks with high internet connectivity and poor to unusable experience for mobile users and those with slower internet speeds. The best practice is to transcode the original file, generating multiple versions of it, each with its own optimized streaming segmentations, bitrates, bit depths, and framing policies, targeting differing internet connectivity situations. This process is usually performed as part of the video upload process, prior to making the VOD available for viewing.

2. Adaptive Bitrate Streaming

Once you have adaptive bitrate versions of the video, your player and the server need to communicate with each other to leverage the most suitable content. Over the last few years, the best practice communication protocols between the client players and the host servers have evolved into streaming models that work over HTTP across wide distributed networks. These protocols are designed specifically to take advantage of “adaptive bitrate” optimized server content, hence referred to as “adaptive bitrate streaming”.

Adaptive bitrate streaming protocols are superior to delivering a static video file at a single bitrate.  As depicted in the image above, the video stream can be switched midstream to be as good or bad as the client’s available network speed.  It continuously adapts to any changes to the client’s network and CPU situations. To see the advantage of this approach, compare this to the buffering or interruption in playback that would happen when client’s network either did not support the quality of the native video, or the network load kept on changing based on changes to the mobile signal strength or others’ activities on the same network.

There are several implementations of adaptive bitrate streaming. If compatibility across diverse devices are important to you, then MPEG-DASH and Apple’s HTTP Live Streaming (HLS) are the two most widely adopted implementations available across most devices and OSs.

3. Timeline Thumbnails

The ability to locate with ease the portions of interest within a lengthy video is a high value need by video consumers, especially in the B2B space. One feature that is very helpful in this regard is the ability to move the mouse along the video timeline and seeing the frame thumbnail images of that spot in the video. The smoothness of the frame updates as you traverse the mouse over the timeline are critical in making this capability useful and attractive to users.

4. Use of Content Delivery Network (CDN)

If you have a large and global audience, using CDN for video delivery will go a long way in removing latency and delivering a smooth experience for all users, regardless of physical location.

At engagez.com, we take pride in our implementation of these video best-practices. Our customers use Engagez to host live, simulive (simulated live) and on-demand events. Most live events also transition to on-demand after its completion and stay open for a period of time for further audience engagement. During setup, when you upload videos, whether for on-demand or simulive, we apply these best practices and ensure smoothest possible user experience for your attendees.