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Converting a Conference to 100% Virtual in One Week

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Conference organizers have been among the hardest hit by COVID-19. When your entire business is predicated on bringing people together, pivoting is not easy.

On March 12, 2020, the InsurTech NY team saw a dark future ahead. Officials had confirmed 500 people in the United States tested positive for the coronavirus, President Donald Trump had just announced restrictions on flights to and from Europe, and we were one week away from hosting the 2020 InsurTech NY Spring Conference, our annual New York City-based in-person event. We had planned to host seven panels, 20 startup competition pitches, and four TED-style talks, totaling more than 60 speakers. As part of the competition, more than 20 judges had to vote on winners in near real-time. We also promised to provide networking opportunities with one-on-one meetings for all attendees.

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For the health and safety of our guests we knew we could not continue this event in-person. Fortunately, we had experience running webinars and virtual communities and activated a preparedness plan that we created when coronavirus was still mainly in China.

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However, we knew pivoting to an all-virtual event would be a monumental challenge.

Immediately we went into action. Within 12 hours, we called every speaker and sponsor about the new format. All speakers stuck with us. We went on to draft communication to notify all attendees. We also created a full web page detailing our experience. For others who may need to shift their in-person events to virtual ones, here’s a brief roadmap with key steps that we took and may help you too:

Convert existing staff to new virtual roles. Current staff and volunteers need to be immediately converted and trained on new virtual roles. To be effective, you need people dedicated to wearing new hats and carrying out last-minute responsibilities. This may include working during after hours and weekends. Some of these roles were already defined, but others needed to be redefined. They include:

  • Speaker liaisons: Assign at least two people to ensure speakers join their sessions on time and their A/V works.
  • Stage manager: This person keeps track of time and communicates verbally to speakers to cue them.
  • Presentation controller: A dedicated person to share and run the slides for presentations.
  • Master of ceremonies (MC): A dedicated host to introduce speakers and lead transitions.
  • Help desk: At least two people with technical expertise to respond to any tech or access issues.

Over-communicate to everyone. Send “how-to” information constantly, specifically about accessing the conference itself. If possible, use multiple channels, including text and social. Even then, you may have some people who have difficulty accessing the sessions.

Organize dry runs of the entire event with your staff. This process will help you identify issues you may not have considered. Fix the issues and do another dry run. We only had time for one dry run, but could have benefitted substantially from a second.

Revamp the event to make it more entertaining.

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Attendees have other options during a virtual conference, so it is particularly essential to keep them engaged and entertained throughout the day. Some tips include:

  • Run polls and questions between sessions
  • Keep each session short and sweet
  • Create content during the breaks so they don’t “turn the dial.” We hired a professional comedian, but you can be creative on how to fill the time.

In retrospect, the event was successful for four reasons: (1) intense planning and preparation during the seven-day transition, (2) support from our speakers and sponsors to stay with us in the transition, (3) effective communication internally and externally to all stakeholders, and (4) a great team and set of volunteers that worked tirelessly to make it happen. A full guide is available with more details about how to make the transition at InsurTech NY.

Make Your Hurricane Preparations Now

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With the Atlantic hurricane season’s official start on June 1, the time to check your buildings and existing contingency plans—or start a new one—is now, during hurricane preparedness week.

For 2017, Colorado State University’s hurricane research team predicts slightly below-average activity of hurricanes making landfall, with a forecast of 11 named storms, four hurricanes, and two major hurricanes.

The 2016 season is seen as a wakeup call, as 15 named storms and seven hurricanes formed in the Atlantic Basin—the largest number since 2012. Among the hurricanes was Matthew, a Category 4, which devastated Haiti, leaving 546 dead and hundreds of thousands in need of assistance. After being downgraded to a Category 2, Matthew pummeled southeast coastal regions of the U.S., with 43 deaths reported and widespread flooding in several states.

Here are 10 preparedness steps offered by FEMA:

The Insurance Institute for Business & Home Safety (IBHS) warns that small businesses are especially vulnerable. Of businesses closed because of a disaster, at least one in four never reopens.

IBHS offers these steps for preparing a business for hurricane season:

  1. Have your building(s) inspected and complete any maintenance needed to ensure your building can stand up to severe weather.
  2. Designate an employee to monitor weather reports and alert your team to the potential of severe weather.
  3. Review your business continuity plan and update as needed, including employee contact information. If you do not have a business continuity plan, consider IBHS’ free, easy-to-use business continuity plan toolkit for small businesses.
  4. Remind employees of key elements of the plan, including post-event communication procedures and work/payroll procedures. Make sure all employees have a paper copy of the plan. Review emergency shutdown and start-up procedures, such as electrical systems, with appropriate personnel, including alternates.
  5. If backup power such as a diesel generator is to be used, test your system and establish proper contracts with fuel suppliers for emergency fuel deliveries.
  6. Re-inspect and replenish emergency supplies inventory, since emergency supplies are often used during the offseason for non-emergency situations.
  7. Test all life safety equipment.
  8. Conduct training/simulation exercises for both your business continuity and emergency preparedness/response plans.

Interstate Restoration has a day-by-day list of steps for business storm preparation, based on NOAA recommendations. They include research, planning and documenting, gathering emergency supplies, checking insurance coverage and supply chain and finalizing your plan.