A Comprehensive Guide to Managing Time Zone for a Global Audience in Virtual Events

Virtual events provide you incredible reach by taking your event to all the corners of the world. It is one of the most promising advantages of digital events that draw global businesses and eventers. But like every coin has two sides, the far-flung reach of the online events also has a different side that is quite challenging. 

You certainly want to ensure the best experience for every attendee in your event. However, With an audience disseminated across boundaries, it becomes onerous to deliver to that expectation. When your attendees are from different countries, they might speak and understand diverse languages. It calls for appending captions or live translation to accommodate them into the event.

Another issue with such a scattered audience is about the time zone. It is well known that clocks in different sections of the world have significant differences. If it is morning 8 o’clock on your watch, it can be midnight elsewhere. 

This difference in clocks makes time zone crucial when organizing a virtual event with a widespread audience. Here we discuss the importance of time zone and the dilemma they can create. We also describe how event platforms are helping event planners to deliver an admirable experience regardless of where an attendee is tuning in.

Common Mistakes You Should Avoid Regarding Virtual Event Time Zones.

If you understand a problem, you have already half solved it. So, let us now look at the common missteps in time zone management that lead to a gaffe event.

  • Not notifying time zone beforehand

If you are organizing an on-site event, it is ok to mention the time zone of the event’s location only. However, the same does not work in the case of hybrid or virtual events. Acknowledge that not everyone attending the event is physically in the same area. 

People will be showing up from diverse locations and with a myriad of time zones. Forgetting to mention the event’s time zone can lead to several ambiguities and frustration.

  • Absence of customization of Time Zone

Mentioning time zone is a good call but certainly does not ensure the best experience for your congregate. Just pointing out the time zone while setting up the Agenda and registration is not enough. It forces the users to manually calculate and find the exact time they should tune in for the event. 

Such inconvenience can result in quick dropouts. One solution is allowing your guests to choose the time zone and have the event’s schedule show up according to their selection. It eliminates the need for frustrating calculations and proliferates attendance.

  • Betting solely on on-demand content

On-demand content is considered a boon for virtual events globally. However, it cannot serve as an alternative to time zone selections. You cannot afford to let the confusion prevail and force your audience to watch recorded sessions. 

Live interactions have a charm that draws the audience and elevates the experience. They are more engaging with multiple tools such as Q&A, live chats, polls, games, quizzes, and many more. It is beneficial to allow your audience to adjust time zone instead of pushing them towards on-demand content. 

Virtual Event Platforms can Help to Manage Time Zone and Audiences’ Experiences.

A simple solution to all the preceding issues is to choose a platform that automates time zone settings. Present-day event platforms require you to enter the event’s timing and sessions’ schedule in your time zone and translate this information in the attendees’ selected time zone. 

Some platforms process the user’s location and automatically set the time zone without any additional effort. Choosing the right virtual event tech partner and appropriate platform resolves the time zone dilemma and magically enhances your audiences’ experience.

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