How do you prepare your participants for a digital event?

A well-produced digital event can fall flat if things aren’t in place. Technical issues, confusion about logging in, or a sense of uncertainty about what to expect can ruin the experience before the program has even begun. Here’s how to properly prepare your participants.

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Send the confirmation right away and make it clear

As soon as someone signs up, they should receive a confirmation email containing all the information they need. Not a long text with all sorts of details, but exactly what’s relevant:

• Date and time, including the time zone if participants are in different locations.
• Link to the event and instructions on how to log in.
• What they need to have prepared, such as a profile or an account on the platform.
• Who to contact if something isn't working.

A clear confirmation significantly reduces the number of support inquiries the day before the event.

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Send a reminder

Participants should receive a reminder one to two days before the event. Feel free to include tips such as ensuring a good internet connection, using an up-to-date browser, and making sure the participant has the sound turned on on their computer. This is a simple step that saves a lot of time and frustration on the day of the event.

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Present the program in advance

Participants who know what to expect are more engaged once the event begins. Send out the program well in advance, and be sure to highlight the parts where they can actively participate, such as Q&A sessions, polls, or group discussions.

If it’s possible to submit questions in advance, this is a great way to boost engagement even before the event begins. It also gives the speakers a chance to prepare for the questions the audience actually has.

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Open the platform early on the day of the event

Make sure participants can log in before the program begins. A good event platform makes it easy to test audio, video, and connectivity in advance—so any technical issues can be resolved without stress. It also creates a natural gathering place for those who want to mingle online before the official program gets underway.

Have a moderator or technical support representative available during this time. A participant who can’t log in and doesn’t receive immediate assistance may give up.

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Actively welcome participants as they join

It sounds obvious but is often overlooked: a personal welcome message in the chat or from the moderator when participants log in sets the tone for the entire experience. It signals that someone is paying attention to them and that they are welcome, which is especially important in a digital setting where it’s easy to feel anonymous.

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Would you like to create a smoother participant experience?

Coeo helps you manage the entire participant experience—from registration and communication to execution and follow-up. Contact us to learn more.

→ Contact Coeo: info@coeo.events or book a demo!