3 Tips For Hosting Dynamic Virtual Conferences, Online Meetups, and Mastermind Sessions

Event organizers, business owners, and teachers are now faced with bringing in-person events online.

And, thankfully, plenty of people are looking for ways to step up and be of service to people who are panicked, anxious, or looking for help through virtual conferences, meetups, and mastermind sessions.

Bringing people together for meaningful, thoughtful, and fun online experiences is an opportunity to lead and a responsibility to serve.

After all, this is why we do what we do.

At What Works, we’ve hosted 11 virtual conferences over the last 3 years. We’ve also run countless virtual mastermind sessions, at least 8 different virtual retreats, and regular member meet-ups.

We’ve learned a lot about hosting events online.

Before I get into what we’ve learned, first consider why virtual events can feel flat.

The main reason virtual events don’t work is that they turn into content dumps or host-led broadcasts.

We fill space because we’re uncomfortable with silence or we cram in more information because we want to make sure people get enough “value.”

But cramming in more information and never leaving a moment of silence means that no one gets to participate. And, events are all about participation.

The tips below are about turning something that has often felt like a monologue into an engaging dialogue.

1) Give ample time & space in your agenda for attendees to process.

Most people need a little time and space to feel comfortable chiming in on a conversation or answering a question. But sitting in a video conference call tends to make the time we need even longer.

One reason is that we don’t have as strong a grasp on what other people are doing or thinking. We interpret a LOT through body language, breathing cadence, and just the general energy of a room. It makes it easier for us to participate.

Also, in-person events tend to have more downtime (bathroom breaks, coffee stations, side conversations, etc…) and processing happens during those times.

In a virtual event, we need to accommodate for that time and space.

Explicitly give people time to think in silence. Tell them it’s okay to process out loud and that what they share doesn’t have to be a fully formed thought or question to be valid.

If you’re asking for participation or reflection from the group, give people the opportunity to jot down notes and collect their thoughts before you actually ask for that participation.

2) Create a clear structure and reorient to it often.

During an in-person event, there is usually an agenda. But there are also cues from the physical space we’re in, the people we’re surrounded by, and the demeanor of the leader.

This all helps to provide the structure that makes us feel comfortable and grounded.

In a virtual event, all we have is an agenda. And often… we don’t have that.

By creating an agenda and communicating an agenda early & often, you create a structure that helps people relax.

This agenda doesn’t have to be overly complex. It just has to exist. Four bullet points in an email that everyone can reference is better than nothing!

At the same time you’re providing structure, provide the instructions that go with it. If you want people to feel free to unmute themselves and join in the conversation, do it. If you want them to raise their hands, ask them to. If you want them to chat along while you guide the group, let them know.

Every bit of structure you give and instructions you provide, you make it easier for people to participate — which makes for a much more engaging event.

3) Make sure people are talking to each other and not just to you.

Online events become broadcast events very quickly. And so even when people participate, they end up talking to you or through you.

But the magic happens when people are talking to each other.

So set that expectation and create ways for it to happen.

Tools & resources:

• We use Crowdcast (affiliate link) for large events (25+ people) and use the chat & question features to get audience members talking to each other
• We use Zoom for smaller events (25 or fewer people) and often use breakout rooms to encourage participation and give everyone the chance to talk
• We have a community on a Mighty Network (affiliate link) that gives us a chance to communicate between live sessions
• We often put together an agenda in a Notes app or Notion and screen share that agenda so that people can see where we’re at. For larger, more planned events, we use a slide deck to reinforce structure and instructions
• I love the book The Art of Gathering (affiliate link)— and, even though it’s geared to in-person events, it would be an incredible resource for thinking through truly incredible virtual events