Risks when organizing online events that businesses should know

Organizing an online event, also known as a Virtual Event, has become a positive and unique form of activity during the epidemic for businesses to maintain their image and brand. In the near future, it is predicted that this trend will develop in parallel with the traditional form. So are there any factors to keep in mind to limit the risk when organizing this online event?

Manage risks when organizing online events

The situation of risks when organizing online events

Risk management is an indispensable element in all operational processes. Even in the traditional form of organizing events, there are always 9 common problems that can lead to risks when organizing online events as follows:

• Ideas, event scenarios have deviated

• Target wrong customer needs

• The partner requested to change the design and script on time

• The organization's personnel lacks expertise

• Lack of equipment

• The cooperation departments lack good taste

• Bad weather, natural disasters

• Technical problems in the program

• Unintended incidents: accident, fire,...

The situation of risks when organizing online events

The risks when organizing an online event may arise

When switching to an online event organization, some of the previous risks may have been eliminated, but there are still many big mistakes that may arise.

The risks when organizing an online event may arise

Information security

Referring to online meetings, many people will immediately think of Zoom Cloud Meeting software because it is the most used in the world today in many fields. However, along with it, a series of scandals selling user accounts on the Dark Web were revealed by technology sites.

The organizers need to ensure the following 4 factors to minimize data security concerns for both partners and attendees:

• Security right from the registration process: use a personal registration method and notify customers about the privacy rights for that information link.

• Use a password manager: there are a number of tools available today that can assist in generating random passwords to ensure that no one uses an easy-to-guess password. 

• Control platform integration: limit this to avoid security leaks that would flow to intermediaries during the online event

• 2-steps authority: this is the way Gmail and Apple use to protect their customers. So the organizers can apply this method simply via physical USB-C when someone wants to access the data platform.

The connection is not stable

This is a key element of the service experience for attendees. It can happen when there is a problem arising from the network infrastructure, a broken fiber optic cable, etc. And the way to overcome the risk when organizing this online event is that the organizer flexibly arranges the options for the backup.

Fault interaction

Online events have the advantages of space and scale but are more or less dragged along with the disconnection of participants, to overcome this, the script and program circuit will be the key factors to attract participants. The atmosphere in it.

Risk prevention factors when organizing an online event

Immediately pocket a few tips to help businesses calmly deal with risks from online events:

Risk prevention factors when organizing an online event

Choose the right platform

With a product launch program at a prepared location, you should choose the form of live broadcast via Facebook or Youtube

With the form of a conference, exchange with customers, you should choose the form of the organization through the website such as zoom, webinar, meet, ...

Selection of equipment

Investing in state-of-the-art equipment will bring a smooth experience to the event. Especially video recording devices to limit interruptions in audio, video, and transmission lines.

Combination of pre-recording and live streaming

To limit the risk of unexpected online events, businesses can choose to parallelize pre-recorded videos with the live program, the available media will help backup for awkward errors,... as well as ensure better image quality.

Information security during the event

Ensure that no outsiders are allowed to participate in the online event to prevent information leakage and internal sabotage. Security has been shared in great detail in part 2 of this article.

Apply the code of conduct

In order to control and optimize the behavior and words of guests, the organizers should prepare and draft the conditions, terms, and event rules for that event as well as handle plans for the situation. bad situations arise.

Combination of pre-recording and live streaming

If you are still wondering about choosing an online event organizer for your business, you definitely cannot miss the opportunity to cooperate with VietnamEvents - with more than 10 years of experience and a chain of large and small establishments in the world. nationwide, will definitely make partners satisfied with the service package with the best price.

The above is a risky article when organizing an online event that businesses need to know, hope that the information the article brings is useful to readers. For more information, please contact VietnamEvents via chatbot or hotline +84.918.640.988 or 0918.640.988 for consultation and quote in the fastest time.