Virtual Conference Software
Provide your audience with an intuitive and engaging virtual conference experience through OpenWater software. Our enterprise grade virtual event software delivers high quality broadcasts at scale. We are a proven partner here to help you grow through a remote conference platform.
Virtual Session Portal
Building an event agenda has never been easier.
- – Fully searchable session and digital agenda for your attendees.
- – On-Demand Session Library
- – Mobile friendly
- – Speaker bios
- – Presenter downloadables (presentations etc…)
Live Stream Sessions
Live stream entire conferences or specific sessions to global audiences of any size with the leading video platform, powered by Zoom.
- – HD Video and Audio: Exceptional clarity and quality for virtual and hybrid classes.
- – Join anywhere, on any device
- – Built-in collaboration tools: Multiple participants can share their screens simultaneously and co-annotate for a more interactive meeting.
Conference Session Manager
- – Online forms to collect speaker information
- – Review portal for your conference chairs
- – Group abstracts and papers into multiple session types
- – Collect speaker slides/presentation material
- – Single-Sign-On to your CRM/AMS
- – Restrict access to sessions from your event registration system
Q: What is the best way to present a virtual conference on a website?
A: If your faced with the task of quickly migrating from a physical conference to a to a virtual conference at a minimum your website should neatly organize speaker sessions into a gallery page that allows attendees to access virtual rooms in one click. Easily accessible session recordings is a key feature for any virtual event platform.
Q: How can breakout sessions be recreated within a virtual conference platform?
A: Networking inevitably is a big component of a physical conference. What doesn’t work in a virtual conference is 100 people on a webinar trying to meet one another. Breakout sessions should be limited to 5-10 people in one virtual conference room. We suggest creating a format where you automatically assign people into breakout rooms and then reconvene with one person from each breakout session sharing information to the larger group.
Q: Should speakers present their materials live, similar to a live webinar?
A: No, it creates too much risk for technical glitches and headaches for presenters. We suggest only significant keynote speakers make their presentations truly live. Our suggestion is to go with a pre-recorded live model. In other words, speakers will record their sessions and replay those during the conference. This way speakers can focus on interacting with the audience through answering questions during and after the presentation. We have built out virtual event software to accommodate an on-demand gallery of speaker sessions.
Q: How should I plan to help nontechnical presenters?
A: Two things, don’t have speakers present live, instead have them record their presentations ahead of time and replay the recording when presenting to an audience. During presentations speakers should plan to monitor attendee chat and answer questions at the end of the presentation. Second, create a short guide that shows presenters how to record their sessions and what to do the day of their presentation. Finally, have additional staff on board to help manage the technical overhead of a virtual event.
Q: What staff is needed to assist with a virtual conference?
A: Similar to how a physical conference may have a person in the room to help with the microphone and projector, a virtual conference needs staff to take ownership of troubleshooting if speakers or attendees have difficulty. The largest need for additional staff will be assisting presenters the day of the conference to ensure that they're able to access the correct virtual rooms, answer questions, and play on-demand recordings. Think of staff as technical assistants for remote conference software.
Q: What are my options for sponsorship promotion within a virtual conference platform?
A: Sponsors will be craving interaction with attendees, not just promotions on the website. To enable this we suggest allowing sponsors to have their own presentations, present at the beginning of speaker sessions, and be available for live chat, or phone conversations with attendees at all times. One key advantage to using a virtual event platform is the wealth of analytics from attendee participation. Sharing the results of surveys or chat logs with sponsors is one example of how to provide added value. Sponsors may also appreciate attendance information for prospecting qualified leads after the conference.
Q: What are the keys to keep the audience engaged throughout the virtual conference?
A: Poll your audience during presentations, allow for live chat during presentations, answer questions, and use a social media hashtag to organize activity around the virtual conference are some basic elements. Automating breakout sessions with 5-10 people is another way to help engage your audience and allow people to express their opinions.
Q: How should we structure a panel discussion over a remote conference platform?
A: We don’t suggest running a 100% live panel, we suggest subscribing to a pre-recorded plus live model. This makes it a much smoother process the day of the conference. Have a moderator run a panel asking questions from a pre-recorded session, then play this back to attendees while answering questions through chat.
Q: What are some strategies to replace the networking and sales opportunities that had attracted sponsors to physical events?
A: Provide sponsors with rich data about attendees including responses to surveys, chat logs and what attendees attended specific sessions. Remind attendees that sponsors are available 24/7 to answer questions and increase the presence of sponsors by allowing them to sponsor speaker sessions and answer questions during speaker presentations.
Q: What can be done to combat connectivity issues and technical problems?
Remind attendees that they can dial into sessions via phone if they’re having issues logging into the virtual conference platform with a computer. As long as presenter slides are available on the website attendees can manage to follow along over the phone. Second, have dedicated staff to assist speakers with technical hurdles and foremost have speakers pre-record their presentations and replay these the day of the conference.
Q: How much technical know-how will speakers need? How difficult will it be for them to administer virtual event software?
A: Speakers should master how to test sound and their microphone through a platform like Zoom prior to the conference. They also will need to learn how to record their presentation prior to the conference, and how to interact with the audience during the conference through live chat and polling.
Q: Do I need to setup a Zoom account or something similar to start building the framework for a virtual conference?
A: No, typically organizing the administrative end of a conference comes before selecting a platform like Zoom. The administrative end would include building a platform to collect speaker materials and building a conference website to act as the attendee hub. OpenWater integrates directly with Zoom which reduces the number of logins and logistics to manage.