Host A Virtual Event - Tech Tips for Hosting a Successful Webinar


Ready to host your Virtual Event?
Here are some tips, tricks, and FAQs on how to run a successful event.


Before Your Virtual Event Begins

Q: I want to host a virtual event. How do I get started?
A: If you are interested in hosting a virtual event, connect with us here, and visit this article when you’ve scheduled your first virtual event.

Q: What software should I use to run my virtual event?
A: Once you’ve created a Virtual Event on MyUTR.com, select a platform to host your virtual meeting that fits your needs.

Check out some of the most popular platforms here: ZOOM, FacebookLive, YouTube.

  • Review the How-To guides and get comfortable with the software.

  • Ensure you can set up the following:
    • Schedule the Webinar- Title, Time that matches the event details from your Virtual Event on MyUTR.com
    • Assign roles: Host, Alternative Host, Panelist, etc.
    • Save your credentials.

Pro Tip: Free, basic Zoom account allows 40 minutes, up to 100 participants per Webinar. Perfect to get anyone started!

Q: What equipment do I need to run a webinar?
A: In order to run a webinar you’ll need a few specific tools. A computer, a microphone, and a high speed internet connection.

Here is a quick checklist: Hardware and Equipment

Must-haves:

  • Microphone
    • Most computers have built-in microphones that will do the trick, but external microphones can produce better sound quality.
  • Webcam
    • Most computers have built-in cameras. If yours does not, consider connecting a webcam to allow your participants to see your smiling face during the webinar.
  • High-Speed Internet
    • We recommend a wired connection to the internet. This will reduce lag, ensure better audio, and provide a better overall experience for your attendees.

Good to haves:

  • Backdrop
    • Presentations are best when they are distraction-free. Secure a location with a simple clean background or utilize a green screen for a virtual background.
  • Headphones
    • Although not necessary, wearing headphones can reduce the chance of an echo being picked up during the presentation.
  • Well lit room
    • Good light projecting onto the presenter will ensure you project clearly. Avoid bright lights from behind the presenter into the camera.

Q: How can I ensure the virtual event will run smoothly?
A: Do a test run with your team to ensure all software, hardware, and presenters work well together. Here’s a quick breakdown of the basics:

  • Test all web sharing features

  • Verify presenters, alternative presenters know how to use the software

  • Prepare visual aids and master screen sharing tools in the software

  • Check audio settings for presenters, assistants, and participants

  • Review how to moderate In meeting/webinar chat

  • Review the Q&A feature if applicable

  • Ensure all participants are muted and have their cameras off automatically

Pro Tip: Record your test run and playback to ensure the audio, video, and web sharing features are all work as planned.

Q: How will Universal Tennis promote my virtual events?
A: Virtual events will be promoted in our weekly “upcoming events” emails to our UTR community. All virtual events will also be searchable on the UTR website and found under a Virtual Events content category like other physical events, clubs, and players are today.

Want to take your event to the next level? Use our templates to advertise and share your event on Twitter, Facebook, and via Email


During your Virtual Event

Q: Should I start my virtual meeting early?
A: Early is the new “on time”.

  • Prepare to start your webinar a few minutes early and allow your participants to filter in just before the official start time. Use those moments to say hello and let them know you will be starting in a few moments. 

Q: How can I ensure the attendees are engaging with my webinar?
A: Share how your attendees can connect with you during the webinar.

  • If you’ll be utilizing chat or Q&A features, be sure to instruct your attendees on how they can use the tools and leave questions and comments you’ll see live or address after the webinar.

Q: Attendees are having a hard time hearing the speaker. What can I do?
A: Mute your mic when you aren’t speaking.

  • If more than one person is hosting the webinar, ensure they mute themselves when they are not speaking so the audience can hear the speaker clearly. 

  • If the virtual event is a broadcast (i.e. no real time dialogue with the attendees), mute all attendees to avoid introducing unwanted background noise.

  • If the virtual event is a meeting with two-way dialogue with the presenter and attendees, then please ask attendees to mute if not speaking.

Pro Tip: Learn how to mute attendees as a host.

Q: I want to present slides or play a video during my Virtual Event. How can I do that?
A: Most webinar software will allow you to share your screen during your presentation. Ensure you’ve read guides on how to seamlessly do so, as each program is different.

Pro tip: Load all videos and images prior to your event on your computer, test the share and have them ready to share. Webinars can consume a lot of internet bandwidth so having your visual aids preloaded on your desktop and ready ahead of time will ensure you don’t miss a beat.


After your Virtual Event

Q: Should I plan to send communication to the participants after the virtual event?
A: It is always good practice to thank attending for their participation and time. Always send follow up messages and prepare communication for the participants beforehand. Use this as an opportunity to answer general questions, send recordings, and invite them to your next virtual event.

Pro Tip: The most common question asked during a webinar is if the session will be recorded.

Q: How can presenters message registrants after the event?
A: Since registrants will become club members, coaches/presenters will be able to use the UTR platform to email registrants after the event.

Q: How can I survey my attendees about their experience after the virtual event?
A: Create a survey for your participants to gather valuable feedback on what worked and what you can improve on for the next session and include the link in your follow up communication emails or messages.
Pro tip: There are free options to do this like Google Forms, Survey Monkey, etc.

Q: Is it important to collect participation data from my virtual event?
A: Collect your data through MyUTR.com and the software you selected to host your webinar. Gather the webinar recording, attendee lists, registration lists, etc. Any and all data related to the webinar will be helpful in planning the next one!

Pro tip: Zoom will collect who registered, who attended the webinar, and record the session. You can learn more about that here.

Q: I’ve decided to use ZOOM, where do I start?
A: ZOOM is a user-friendly tool that can help make your webinars seamless. Here are reference links to get your started:

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