Technical Problems During Virtual Events: What to Expect and How to Handle Them

Virtual events have brought countless benefits to the business world. To name just a few:

• Increased flexibility
• Reduced costs
• Ability to reach a global audience

But virtual events come with their share of challenges, with potential technical issues coming in at the top of the list.

From small glitches to serious connectivity problems, technical issues are not only frustrating but can wreak havoc on a virtual event.

Today we will explore 3 common technical problems you might encounter during a virtual event and 5 practical steps you can take to handle each one of them like a pro.

1. Poor Internet Connection
2. Audio Issues
3. Platform Compatibility

Denzel Washington once said, “You pray for rain, you gotta deal with the mud.”

The internet, with all its glory and splendor, isn’t foolproof. There are 2 sides to every coin and if you want the good you have to take the bad that comes with it.

The point: We love virtual events and all the benefits that come with it. However, we still have to deal with issues and concerns regarding connectivity:

• Frozen screens
• Buffering videos
• Distorted audio
• Drop outs

These are all ugly results of a bad connection. What can you do to tackle this challenge?

1. Check Your Internet Speed

Ensure that you have a stable and high-speed internet connection before the event. Use speed testing tools, like Ookla, to measure your upload and download speeds.

2. Close Unnecessary Applications

Bandwidth-consuming applications, downloads, or streaming services running in the background can heavily impact your internet connection.

Close any unnecessary applications and pause ongoing downloads before joining the virtual event. This frees up network resources and helps prioritize the event’s data traffic.

3. Use a Wired Connection

If possible, connect your device directly to the router using an Ethernet cable. This might seem old-school, but wired connections are more stable than Wi-Fi. They minimize the chances of experiencing fluctuations or dropouts in your internet connection.

Can’t use a wired connection? Get yourself closer to the router. Thick walls, long distances, or obstructions between you and the router can weaken the Wi-Fi signal. By positioning yourself closer to the router, you improve the signal strength and overall internet connectivity.

4. Limit the Number of Connected Devices

Bandwidth gets distributed among connected devices. When everybody in the house has all their devices connected to your internet, it’s going to wreak havoc on your internet speed especially if the other devices are using lots of internet such as streaming Netflix in 4k.

So kick the kids off of Wi-Fi for a few hours (they could probably use the digital detox anyway) and disconnect any of your devices you don’t need at the time.

5. Inform Participants About Connection Requirements

None of this matters if your attendees have a bad internet connection. Let participants know in advance of the event, the recommended internet connection requirements.

Share the above guidelines with them. Educating participants beforehand can help massively to minimize connectivity issues during the event.

Few things are more frustrating than glitchy audio connections. This is true when you’re watching TV and it’s true during a virtual event.

How can you ensure everyone can hear and be heard during your event?

1. Use Headsets with External Microphones

Don’t rely solely on your device’s built-in microphone. Headsets help to eliminate background noise and echo, providing clearer and more focused audio.

To really join the big leagues, consider getting a headset with a noise-canceling microphone to truly take background noise out of the picture.

2. Choose a Reliable Virtual Event Platform

Not all virtual event platforms are created equal. Some prioritize audio quality, while others do not. So do the research, and select one that offers robust audio capabilities and noise-cancellation features.

3. Mute Participants When Not Speaking

At some point, all of us have heard one of these at a virtual event:

• • • A dog barking
    • The pizza delivery guy
    • Kids screaming
    • Text alerts
    • A heavy cough or sneeze

Keep your audience focused by muting other participants when they aren’t speaking. You can have participants do this themselves or assign a team member the task.

4. Conduct Audio Checks with the Heavy Hitters

Keynote speakers are the bread and butter of your event. Whoever is in the lineup (yourself, team leaders, supervisors, guest presenters, etc.) needs to make sure their audio is on point.

Before the event begins, conduct audio checks and rehearsals with presenters. This provides an opportunity to address any issues beforehand and ensures a smooth audio experience during the actual event.

5. Provide Technical Support

Have a dedicated technical support team available to assist participants encountering technical issues (audio or otherwise) during the event. They should be knowledgeable enough to offer guidance on troubleshooting and workarounds for a variety of tech problems.

Every virtual event platform is different. This means technical requirements and compatibility issues vary among them. What can you do to ensure this doesn’t become an issue on event day?

1. Keep Everyone In the Loop

Clearly communicate the system requirements for accessing the virtual event platform to participants well in advance. Provide detailed guidelines on:

• • • Supported operating systems
    • Browser versions
    • Minimum hardware specifications

Make this information easily accessible through event invitations, registration pages, or event websites.

2. Provide Alternative Access

Depending on your audience demographic, not all participants may have compatible devices or software. In such cases, consider providing a dial-in audio-only option or offering a low-bandwidth streaming option for participants with limited connectivity.

3. Test the Platform Across Devices and Browsers

Thoroughly test the virtual event platform across different devices, operating systems, and web browsers. Pay particular attention to commonly used browsers such as:

• • • Chrome
    • Firefox
    • Safari
    • Edge

Identify any compatibility issues and work with the platform provider or technical team to address them before the event.

4. Provide Instructions

Especially if you’ve chosen a lesser-known event platform, attendees might need a little help getting familiar with it. Highlight common compatibility pitfalls and share helpful tips to ensure participants are well-prepared for the event.

Consider including these tips:

• • • Instructions on testing their browser version for compatibility
    • Reminders of required plugins or extensions that they will need
    • How to test audio and video device functionality

5. Perform Platform Updates

This might seem like a no-brainer, but you’d be surprised how often we see this mistake. Platforms are constantly being improved and updated. Make sure you’ve installed the latest platform updates and releases for the smoothest experience.

You can eliminate a ton of technical issues with a little hard work, careful planning, and forethought. However, life is life and you won’t be able to solve them all ahead of time. Technical challenges are still sure to pop up during your virtual event. What can you do to ensure a positive experience when that happens?

The benefits of having a tech pro supporting you during the live event can’t be overstated. The team here at Virtual Velocity has seen it all when it comes to virtual events. We’ve also got the expertise to:

• Help you choose the right platform
• Interpret for bilingual meetings
• Assist with pre and post-event management
• Manage unexpected technical issues

Why not sit down with us and see how our experience could help you and your team? We are eager to help you pull off an event that will go beyond your goals and expectations.