The Event Experience
Below are the best practices and event design checklists we follow when creating a LexGo event.
To plan a great event, it's crucial to break bad habits created by people used to "events" in Zoom and Teams. LexGo makes it easy to establish new social norms that help an event flow better.
- Communicate how to connect in advance. In the communication to attendees, make sure to set expectations on how users should connect, e.g. "For the best experience, please use the latest desktop versions of Chrome or Edge. If possible, wear a headset with mic to reduce audio noise or feedback from your speakers." Because your LexGo event is available 24/7, attendees have the option of signing in early to test their audio and video.
- Open doors 15 to 30 minutes early. For a 1 p.m. Zoom call, people are used to dialing in at 1 p.m. (or later) because they don't want to be stuck waiting for the host. In LexGo, for a 1 p.m. event, we'll say something like "doors open at 12:30 p.m." or "event starts at 12:45 p.m." which gives people time to learn how to LexGo, move around the space and have conversations before the event begins.
- Greet in the lobby. One thing that will be different than Zoom or Teams is this idea of a greeter: One or two people that welcome people to your event. These people are usually prepared with a short script to onboard folks in 15 seconds or less (usually to show people how to show the map and direct them where to go next on the map). People who need more help can be asked (or escorted) to a "Tech Support" room (if having audio/video issues) or a "How to LexGo" room which will have a board showing how to use LexGo.
- Table topics. To encourage conversations, we'll sometimes name a table, e.g. "Topic: Your Pets" or "Topic: Gift Ideas" to show what people are expected to talk about while at a table. Alternatively, if the table is part of a broadcast, you can post a list of icebreakers in the subtitle or as a board so people can have conversation prompts prior to a presentation.
- Vote with your feet. Rather than be captive on a Zoom call, we create status tables such as "Stepped Away" or "AFK" that make it more socially acceptable to leave a presentation if someone needs to take a break. It helps others know that the person is still present at the event, but they just needed to be off camera for a moment.
- Self-managing table talk. During a stage presentation, people at an audience table can still talk to each other, which is great for spontaneous conversation. However, if specific people at the table are being disruptive, encourage attendees to speak up at their table, e.g. "Could you please move your conversation to another table?" or "Could everyone please mute? I can't hear the broadcast." People can also just move to another table as well.
- Instant conversations. When people join a table with an active conversation (indicated by the blue or red conversation icon in the upper left of a table) their audio and video will turn on automatically. This encourages people to have cameras on by default.
- Get feedback in the moment. Rather than wait until after the event to get people's feedback on the event, create a "Before You Go" room with an embedded form on a board (e.g. a Google Form). This helps people give quick feedback on your event in the moment and improves response rates. Make sure the form is quick and easy to complete. Here is an example we use for our events.
Before the Event
Prep for Success
When designing spaces, it's helpful to get people get used to showing the map and moving around, rather than just sit at one table all day (in real life, that would be boring).