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Navigator Blog   >   4 Tips for Planning a Successful Virtual Meeting

4 Tips for Planning a Successful Virtual Meeting

As event planners and meetings management companies construct an ever-evolving roadmap for safely resuming in-person meetings and events, the demand for virtual events has skyrocketed. One source suggests that virtual events have risen more than 1,000 percent as a result of the COVID-19 pandemic.

Yet, drawing on the age-old wisdom, quality and quantity are rarely synonymous. Anyone can host a Zoom call or flip the switch on their webcam, but how do you create engaging programming and turn your digital meeting into a virtual experience? To answer this question, we’ve turned to Direct Travel’s wholly owned subsidiary, Creative Group , which offers solutions for meeting & event management , incentive programs (group and individual) , and employee recognition . Below you’ll find our key takeaways for elevating your virtual meetings and events. 

1. Bridge the Physical-Digital Divide

Before you take your event digital, consider the reasons behind why you’re going virtual and what your event will look like in the digital sphere. Regardless of your technology, it is nearly impossible to take a physical, in-person meeting and turn it into an exact online replica. Like a piece of text being translated from one language to another, the structure and content may change, but the meaning should remain the same.

Instead, break down your event into digestible pieces and reintegrate those components into both digital and physical formats for your attendees, taking into account which aspects will be better served by which format. While attendees may not be able to meet in a traditional meetings space, physical elements can and should be used. For example, Creative Group recommends incorporating physical elements such as dimensional mailers, a celebrity appearance or signing, or customized meal delivery service as a ways to enhance the two-dimensional aspects of a virtual event. Another effective method to bridge the digital divide is to bring a select group of your keynote speakers to an in-person mainstage to record their portions of the program. Although broadcasted digitally, this method can better emulate the physical experience of being an event attendee or audience member.

2. Consider Your Budgetary Needs

Just like any other meeting or event, you need to understand the budget and needs of your virtual event to plan accordingly. Virtual and hybrid experiences can provide cost-savings in the way of reduced venue rental fees and service expenses, but they can also mount in costs and wasted time if technology is not properly implemented according to your goals.

If you’re intending to use your digital event as resource for future training, you will need to take into account the costs of maintaining that technology over a period of time. Consider the “viewability” of your content—what content you want to be seen and by whom—and your method for controlling it in order to ensure the information is accessible by the appropriate groups of individuals, both during the event and over time.

Technology also needs to be vetted and tested. This is critical because any technical problems experienced during your event can lead to lost time and efficiency, ultimately costing your organization money. Without an AV person “in the room” to resolve any technical difficulties, you need to budget for the appropriate pre-event tech testing and contingency plans should things go wrong.

3. Focus on Building Engagement

One of the biggest struggles with creating successful digital events is combating “Zoom fatigue” —the stress and corresponding zap in interest caused by overwhelming digital interaction and video chats.    

The emergence of this relatively new phenomenon is no surprise considering the sheer amount of new digital commitments many individuals now experience as a result of the current pandemic. In the meetings and events industry alone, a recent PCMA Convene survey of more than 1,700 professionals found that 70 percent of meeting planners are temporarily moving their physical events to a hybrid or virtual environment. Even if you’re not directly competing for event attendees, you’re still competing for your attendees’ attentions.

Maintaining audience interest and involvement depends on a variety of factors, but consider these general guidelines to boost engagement:

• Make sessions shorter to avoid attendees tuning out or getting distracted
• Build in more breaks to give your audience time to refresh and refocus
• Incorporate interactive question segments to facilitate conversation and connection
• Limit your breakout groups to smaller sizes, which will increase the comfort level for your attendees and prevent moderators from being overwhelmed

4. Differentiate Your Event

Along with implementing engagement techniques to help fight Zoom fatigue, focus on the ways you can differentiate your event to stand out amidst the competitive landscape. While the current surge of virtual meetings and events will likely level off post-pandemic, a hybrid form of in-person events with strategic digital components may remain the norm for the foreseeable future .

The team at Creative Group specializes in fostering this kind of differentiation through their i|xperience® approach, a human-centered design methodology focused on changing participant behavior in order to meet the goals in place. Your event will benefit from taking a holistic, goal-centered viewpoint rather than taking a standard “check the boxes” method of event planning.

If you want your event to stand out and encourage engagement among your attendees, our partners at Creative Group can help you formulate a plan for thriving in today’s virtual environment.

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There’s no way for me to start this post except by expressing my deepest gratitude to our Executive Chairman, Steve Singh.  

Steve founded Concur and led the company as CEO for over 20 years before Concur was acquired by SAP for $8.3B. A few years later, Steve joined Madrona Ventures and became the largest investor in Spotnana, our biggest champion, and an indispensable mentor for me. To put it simply, Spotnana would not exist were it not for Steve Singh.

Today Direct Travel, one of the world’s largest corporate TMCs, announced it has been acquired by Steve and an incredible group of investors. I’m thrilled to share that Spotnana has been selected as the core infrastructure that will power the next generation of Direct Travel’s global corporate, leisure, and group meetings and events business.

We are tremendously excited that Direct Travel has embraced Spotnana’s open Travel-as-a-Service platform.

Powering The Perfect Trip

When Steve was the CEO of Concur, he frequently talked about a vision to create “The Perfect Trip.”  To help enable “The Perfect Trip,” every supplier requires access to all the data they need to work together and support a seamless traveler journey.

Steve and I both believe that travel experiences are far too fragmented.

Today each part of a trip exists in isolation. There is no way for your car service or your hotel to know if your flight is delayed. Suppliers typically have no way of knowing whether the person buying a ticket is someone trying them for the first time or their most loyal, valued customer.  And once a trip is complete, submitting expenses is a hassle involving far too many manual steps.

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“Spotnana’s cloud-native Travel-as-a-Service platform allows us to solve real problems that have plagued the travel industry for decades. My top priority is to offer our customers a delightful travel experience, and Spotnana’s industry-leading platform, which has been selected by multiple Fortune 100 companies, is critical to achieving that goal.” – Steve Singh, Executive Chairman of Direct Travel and Executive Chairman of Spotnana

Delivering a complete solution for travel, meeting, and expense management

Steve has also invested in two other companies that have built integrated solutions in partnership with Spotnana’s open travel platform:

• Center – provides a cloud-native card-first expense management solution embraced by thousands of companies. Center has embedded Spotnana’s travel platform into their product offering to deliver a complete travel and expense solution for customers.
• Troop – provides a cloud-native meeting planning and group travel logistics platform for companies that plan multiple small, mid-size, and large meetings a year . Troop has integrated Spotnana’s travel-as-a-service platform to book and manage travel.

Together, Spotnana, Center, and Troop will provide Direct Travel customers with a complete, seamlessly integrated solution for managing business travel, group meetings and events, and expenses.

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Direct Travel Announces Acquisition of Creative Group Inc.

Direct Travel, one of the nation’s leading travel management companies, announced April 2 that it has acquired meeting and incentive management powerhouse Creative Group Inc. of Chicago, Illinois and Appleton, Wisconsin.

In keeping with their business strategy and operational plan to expand through acquisition and organic growth, this move marks Direct Travel’s eighth acquisition in the past year. Founded in 1970, Creative Group is one of the industry’s largest and most influential performance management companies specializing in meetings and events, group incentive travel and individual recognition solutions.

With sales volume totaling $126 million, Creative Group is ranked in the top 10 meeting and incentive companies in the U.S. Recognized for numerous awards throughout the industry, Creative Group has earned a reputation for exceptional customer service across the nation and enjoys client relationships that span 30+ years.

Ron Officer, CEO of Creative Group, commented, “This strategic partnership allows tremendous growth for our company, and allows us to continue operating as an individual entity while further increasing the already significant buying power we offer our clients.”

Janet Traphagen, president of Creative Group, said, “For our clients, becoming part of Direct Travel reinforces our unrelenting commitment to quality, growth, exceptional service and integrity that has characterized our company and employees for over 40 years.”

“The acquisition of Creative Group is an impressive addition to our organization, and significantly strengthens our presence in the M&I niche market, supports our growth strategy, and provides further opportunity for the investment in strategic business practices across our enterprise,” said Ed Adams, CEO of Direct Travel.

John Coffman, Direct Travel CFO, said, “We were drawn to Creative Group due to their position as an industry leader, their strong value proposition and impeccable reputation that characterizes their company today,” Coffman adds, “This move is a mutual win for both companies.”

Alder Guequierre Travel, Meeting and Event Highlights for the Week of April 29, 2024

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I am traveling in Europe April 15 through May 5. My email responses may be slow. If you have an urgent need, don't hesitate to contact the Council Office.

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• Public Meeting - North-South BRT, Monday, April 29 : Planning Continues for North/South BRT. At the next round of meetings, the public can provide feedback and see changes that have been made based on input we received, including updated station locations and routing.
• Passenger Rail Virtual Neighborhood Information Session, Tuesday, April 30:   The City of Madison is conducting a study to identify a future passenger rail station location, which would be served by a planned extension of Amtrak’s Hiawatha Service, linking Madison to Milwaukee and Chicago and, eventually, to Eau Claire and the Twin Cities. Join Alder Mike Verveer (D4), Alder Marsha Rummel (D6), Alder Amani Latimer Burris (D12), and Dina Nina Martinez-Rutherford (D15) for a virtual neighborhood information session that will discuss the various station locations under consideration and what the planning team expects regarding other aspects of the project.
• Sidewalk Replacement Program: District 11, Wednesday, May 1 :  The Annual Sidewalk Replacement Program was created to identify and repair defects (cracks, broken sections, offsets creating trip hazards, ponding/icing issues) throughout the City, rotating through the alder districts on a 10-year cycle. In 2024, the Sidewalk Replacement Program will be performing work within Aldermanic Districts 11 and 19.

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• Confirmed Case of Measles in Dane County  : Public Health Madison & Dane County reports that there is a confirmed case of measles in Dane County, with travel and employment in Rock County. [posted April 26, 2024, by Public Health Madison & Dane County]
• City of Madison Honored as a Tree City USA for 35 Years : Madison’s first year recognized by the Arbor Day Foundation as a Tree City USA was 1989. We have received the award again this year, making it our 35th year being Tree City USA, and it is the 19th year we have received the Growth Award. [posted April 26, 2024, by Streets & Recycling]
• Street Closure for Crazylegs Classic Run/Walk : Many downtown streets will be closed on Saturday morning, April 27th, for the Crazylegs Classic Run/Walk. Street closures will begin at 9:45 AM with race start times staggard to accommodate the walk and run portion of the event. The major streets… [posted April 25, 2024, by Traffic Engineering & Transportation]
• City of Madison Reaches Major Solar Milestone : The City of Madison is proud to announce that it has reached the significant milestone of 2 megawatts of installed and commissioned solar on its buildings and facilities.  [posted April 25, 2024, by Engineering & Mayor's Office]
• Food Scraps Recycling Returns to Eastside Farmers’ Market Tuesday, April 30, 2024 : Food scraps recycling drop-off will return to the Eastside Farmers' Market starting on Tuesday, April 30, 2024.Individuals may drop-off certain allowable food scraps to a designated drop-off booth for free.Eastside Farmers’ Market DetailsThe market… [posted April 25, 2024, by Public Works, Streets & Recycling]
• Resource Fair and Family Fun Day Planned at Meadowridge Library : The Southwest Family Resource Fair is a drop-in, family-friendly event where families living in southwest Madison and beyond can stop by Meadowridge Library to learn more about the organizations and resources available in their community. [posted April 24, 2024, by Madison Public Library]
• Hundreds help paint State Street; Pedestrian Mall Experiment to launch May 8 : More than 600 people from across the Madison area signed up to help paint State Street on Sunday, April 21, adding vibrant colors in the form of murals, stencils and polka dots across the 400 to 600 blocks of State Street. [posted April 22, 2024, by Planning & Community & Economic Development, Planning]
• Yoga Core, Tuesday, April 30, 2024 : Yoga Core is a great class to help build strength and body awareness. This class incorporates a wide variety of seated, standing, balancing, and mat-based yoga poses focusing on strength, stability, and mobility. Core-based practices can help enhance balance and stability and prevent falls and injuries as we age. All levels are welcome. Participants will need to be able to get up and down off the floor. Chairs or walls may be used for balance assistance.
• Business Certification Roundtable Luncheon, Tuesday, April 30 :  Join Madison Black Chamber of Commerce for an exclusive roundtable session, immediately following the Small Business Academy, where we dive into the crucial significance of certification. Complimentary Session, lunch included.
• HUD Homebuyer Education Workshop, Tuesday, April 30: HUD approved homebuyer certification class in three-parts on April 25, April 30, and May 2nd. Your path to successful homeownership. From mortgages to closin, empower yourself with the knowledge you need to make informed decision and achieve your homeownership dreams. If you have questions, email Kielley ( [email protected] ).
• Budget Engagement Event – Eastside, Wednesday, May 1 : Attention all Eastsiders! The City is facing a significant budget shortfall this year that will impact services. What City services do you value the most? What is your vision for the future of Madison? You are invited to join Eastside alders for an in-person opportunity to discuss the budget, learn more about the services the City provides, and share your thoughts with elected officials.
• Meditation At Monona Terrace, Thursday, May 2 :  Life can be stressful, meditation can give you a sense of calm, peace, and balance that benefits both your emotional well-being and your overall health. All experience levels and drop-ins welcome.
• Open House: Park & Open Space Plan, Thursday, May 2 :  The City of Madison Parks Division is updating its Park and Open Space Plan (POSP) and is seeking input from area residents on the plan! The purpose of the POSP is to guide and inform public parks policy and park facility decisions in the City of Madison.  Parks, working with a consultant planning team led by MSA Professional Services, Inc., is hosting a series of open houses to introduce the project and gather input from attendees.  The open houses will be held at various locations throughout the city in April and May and are considered “drop-in” sessions – feel free to attend for the entire time or just stop in for a short while to share your thoughts & ideas with staff.
• Yoga Core, Friday, May 3, 2024 : Yoga Core is a great class to help build strength and body awareness. This class incorporates a wide variety of seated, standing, balancing, and mat-based yoga poses focusing on strength, stability, and mobility. Core-based practices can help enhance balance and stability and prevent falls and injuries as we age. All levels are welcome. Participants will need to be able to get up and down off the floor. Chairs or walls may be used for balance assistance.
• SpringFest Arts & Crafts Fair, Saturday, May 4 :  Join us for the 19th annual SpringFest Arts & Crafts Fair. Over 80 crafters from the Midwest will be selling their handmade goods. You can expect to see a variety of jewelry, baskets, garden art, cards, pottery, woodwork, baby gifts, soaps, balms, lotions, knitwear, paintings, home décor and more! It's the perfect place to find a unique gift for that special someone (or for yourself).
• Inspired by Wright: Tour & Art Making Activity, Saturday, May 4 :  Tour the Frank Lloyd Wright designed Monona Terrace Community and Convention Center and discover how Wright saw geometric shapes in the world around him.  You’ll learn how Monona Terrace’s unique landscape influenced his choice of geometry, expressed in nearly every aspect of the building. Then, use this newly gained knowledge to create your own Wright-inspired glass piece of art.  

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