Different webinars, different results.
Check this before you start organizing
Organizing a webinar soon? Start here. 3 questions. 1 great checklist.
Organizing a webinar: since the onset of the pandemic, it has become the go-to solution for engaging with large groups. But behind the label of a webinar lies a world of variations. Most webinars resemble online lectures or digital presentations: we have a speaker showing slides, participants remain unseen, and they may ask questions beforehand or in the chat. Additionally, traditional webinars often include some polls. However, beyond that, audience engagement is often lacking. Online seminars and web conferences also tend to follow this format, occasionally allowing people to break into smaller groups to discuss specific topics. This adds a bit more customization and dynamism. Nevertheless, interaction remains quite limited: even the breakouts are primarily informational.
For those seeking active engagement online, even in larger groups, a different approach is necessary. Opt for online events where participants are more than just listeners. Participatory online events have a highly interactive nature. Participants are actively engaged in exploring and delving into the topic together. This significantly enhances learning outcomes and the overall appreciation for the gathering. However, it does require a different approach.
The traditional webinar: easy information transfer, high control
A regular webinar is a suitable choice for those who only wish to broadcast and convey knowledge without truly engaging in relationships. These webinars can be easily set up independently, but with the assistance of a specialized agency, they look sharp and shiny. From the perspective of the webinar organizer, there are many arguments in favor of the traditional online webinar: concise, informative, accessible to large groups, and with a high degree of control. While perhaps less appealing to the audience, with the right communication beforehand, expectations can be effectively managed. As a participant, you can choose to listen while simultaneously engaging in other activities.
The active webinar: the online participative event
If your goal is to truly engage people or build relationships, then the traditional model of PowerPoint slides and monologue falls short. Real engagement, even online, requires activation. People think and learn best when they are in conversation with others, more so than when they are merely listening to someone. Alongside presentations, incorporate film, sound, dialogue, and collaborative sessions in breakouts. There is immense potential in this area, and it's precisely the variety of formats and interactions that fosters genuine engagement and energy among people. From there, you can delve much deeper into topics, gather more valuable insights, and ultimately achieve better results. When you don't just see participants as listeners but give them a voice, they can also learn from each other. Content thus becomes much more memorable. With all the different perspectives, the story becomes richer, and both learning outcomes and engagement are consistently elevated.
Can webinars and online events compete with live meetings? Yes!
With a traditional webinar, you can easily deliver presentations to very large groups, ranging from 10 to thousands of participants. The quality and content are controllable, and the costs per participant are minimal. Does this compete with a regular lecture? Absolutely. Especially since it's much easier for participants to click on a link than to be timely at a fixed location and quickly secure a seat. And for those hoping for more interaction? Strong online alternatives are also available, with robust connections between people, ideas, and information. This does require a bit more from the organizer, but just like with webinars, there are specialized parties, such as MeetingMasters, who can turn such a large virtual gathering into a super active and engaging online event.
When to choose what kind of webinar? 3 essential questions.
For those who want to organize a truly effective webinar, with lasting results, it's crucial to ask three essential questions:
1. Why meet at all? What is the objective of the online gathering?
Why are you organizing an online event? Do you aim to establish yourself as a thought leader? Are you looking to engage potential clients? Do you want to align your staff with your new strategy? Online gatherings are seldom an end in themselves. What higher purpose is at play, and how does this virtual event contribute to that higher purpose?
2. Who are the online participants - and why are they joining?
Are they coming solely to gather information? To verify if you're the best expert in the field? Or are they coming to truly learn something? To sharpen their thoughts? Are they interested in content only? Or also in networking with other participants?
3. What do participants do/ think/ feel after the online meet-up?
What has changed thanks to this webinar or online participatory event? Do participants perceive you differently? Will they behave differently? Will they truly integrate what they've learned into their daily lives? And... does this align with the objective you previously formulated?
What is the best form for your online webinar?
The answers to the above questions determine the best approach for success. That answer could be a traditional webinar, but let's be honest—most people aren't deeply captivated by slideshows with a talking head. They don't look forward to it. They don't listen super attentively. They don't integrate it into their lives. Of course, there are exceptions, but those are incredibly rare feats achieved with outstanding content and gifted speakers. Nevertheless, if you truly want to reach thousands of people simultaneously, this is often the only practical solution. However, if your audience size ranges between 15 and 300 or 500 participants, then much more interactive webinar variants are possible. That's when you can aim for events that genuinely bring about change.
Checklist to choose the best webinar for you:
Tailor the content of your webinar to your goal – and not the other way around
In a world with information overload, it's vital to ensure that your webinar content is relevant and valuable to your audience. Ask yourself: what problems or challenges does my webinar solve? Ensure that your content aligns with the needs and interests of your audience, and provide practical insights and solutions that are immediately applicable.
Essential: even the most traditional 'broadcast' webinar is not just a presentation; it's an interactive experience. It's crucial to think about how you can create meaningful engagement between you and your audience. Consider incorporating interactive elements into the design of your program, such as live polls and Q&A sessions, as well as breakouts for deeper exploration.
The level of involvement desired also determines the platform choice for your webinar
Various platforms are available for online meetings for large groups, each with their own features and functionalities. Choosing the right platform depends on your specific needs and preferences. Some platforms are more suited for small to medium-sized webinars, while others are better suited for large-scale events with thousands of participants. It's important to consider factors such as ease of use, technical capabilities, costs, and integration possibilities with other tools you may use.
User-friendly software for traditional webinars
Examples of popular webinar platforms include Zoom, GoToWebinar, and Livestorm. These platforms often offer features such as screen sharing, interactive polls, breakout rooms for group discussions, and recording options for later playback. Webex and Microsoft Teams are also used, but we're not particularly enthusiastic about them. The collaboration possibilities, especially in preparation, are too limited.
Streamlined software for online conferences
Specialized packages exist for online conferences too, providing comprehensive solutions from registration to participant reporting. Particularly for more extensive programs with very large groups, investing in a robust online platform is worthwhile. Consider platforms like Hopin, or the Dutch Networkapp. The latter offers a hybrid form that combines traditional broadcasting, common in virtual conferences, with connecting participants.
Online events with a lot of interaction: combine the best tooling
Red Cross Diversity Day: example of a highly participative event in SpatialChat.
Webinar or Online Participative Event: DIY or professional support?
Organizing a webinar or online participatory event requires careful planning and execution to be effective. If you're considering doing it yourself, keep in mind that it takes time and expertise to create an engaging and well-organized meeting. It also requires some technical knowledge to ensure the online gathering runs smoothly. By seeking assistance from experts in this field, you can benefit from their experience and they can help you tailor an online event perfectly aligned with your goals and needs. They can guide you through the entire process, from preparation and invitation to actual execution and post-event follow-up.
Each type of meeting requires specific expertise. There are specialized webinar agencies with their own software and fixed or flexible studios, creating television-like shows for you. Additionally, there are online event agencies that focus solely on organizing online conferences or similar events. MeetingMasters is a leading expert in the third variant of webinars: highly participative meetings where people engage in real conversations and generate new ideas. We work 100% based on goals and possess the methodological knowledge and creativity to turn a standard virtual event into a remarkable online experience. And sometimes, we keep it simple, leaving room for a pleasant conversation without too many bells and whistles. The key is that the form follows the function.
From format to online in-meeting support during your virtual event
MeetingMasters can help you make the right choice. If you opt for a traditional webinar, we may refer you to a specialized partner with excellent studios to turn your online webinar into a polished show. If you prefer something with more interaction, such as an online seminar or even a highly participatory online event, feel free to contact us. We have years of experience with a wide range of formats, from virtual congresses with 800 participants to knowledge cafes with thematic sessions, to intimate campfire conversations to strengthen teams. Whether it's an All Hands meeting or a product launch, we have the expertise, creativity, and service specialists to support you from A to Z, or to take over part of your organizational workload effortlessly.
The desired interaction determines the technical choices for online participatory events. What works on a small scale as meeting software for your management team may not be the most suitable for a larger meeting. We ourselves apply the principle of 'platform plus'. First, choose your online meeting platform: regular (we prefer Zoom) or more adventurous (take a look at SpatialChat – that's what really excites us: the playful video connection that most closely resembles real life). With your core platform in mind, determine what additional tools can help you strengthen your online experience. Think, for example, of StreamAlive, Mentimeter, Miro, Mural, or the Google or Microsoft suite.
By doing thorough research beforehand and possibly taking advantage of free trials or demos, you can find the platform that best suits your needs. Flawless technical execution is essential to the success of your webinar. Make sure you have the right technology infrastructure, such as a reliable video conferencing system and a stable internet connection. Test all technical aspects, such as audio, video, and screen sharing, beforehand to ensure that everything runs smoothly during the event itself.