Webcasting, Teleconferencing, and More: Technical Needs for Investor Days
When organizing an IR event, such as an investor day, every IR team is confronted with numerous tasks to coordinate, develop, and communicate to guarantee event success.
Apart from preparing content and on-site event coordination, IR teams need to think of the technical setup of the event as well. Among other things, being able to offer attendees seamless digital access is what really makes an investor event “state-of-the-art”. Webcasting investor days is an effective way to reach a broader audience and allow them to access your event from any place in the world.
What Technology Comes into Play When Hosting an Investor Day?
Technology (webcasting platforms, polling tools, teleconferencing providers) are a critical part of the investor or analyst day ecosystem. Nothing can be more disappointing for your investors (and Management team) than technical malfunctions, dropped audio, or a lack of accessibility.
First thing’s first — decide whether you prefer an audio or video webcasting format for your event. Whether opting for one over the other, both formats should have your presenters (and any audio) synchronized with presentation slides, so that virtual participants can follow the presentation with ease. Needless to say, a video webcasting event format offers additional value by allowing event participants to be able to see the speaker and a more dynamic touchpoint for investors and analysts. If you choose to offer a video webcast format, choose a technological partner that can provide high quality video streaming and HD content resolution, or even additional on-site production support.
If holding an investor day by only using an audio webcast format, work with your technological partners to ensure event audio quality is high, and any necessary security safeguards are implemented (e.g. access limitations based on password protection).
With your investors and potential shareholders likely accessing the investor day from firewall environments, ensure hitch-free event access by utilizing a platform operating on HTML5, which avoids additional software downloads and barriers to access.
When coming to the Q&A portion of your event, take time to think of ways that you can ensure the most interactive participation. We recommend using a trusted teleconference via landline instead of a Voice-over-IP solution. This ensures higher audio reliability and superior sound quality. For teleconferencing, work with your partners and operators (as well as presenters) to make sure they are well-prepared to facilitate the call format. If the webcasting interface allows in-event text Q&A submissions, train your team and alert your Management on how incoming questions will look on the platform, and how they can be answered during the event.
Post-event, work with your technology partners to digitally format your event. Make sure it’s available on your Investor Relations website and easy to locate. This is important for shareholders or analysts who may have been unable to attend your live event, but still wish to access or re-share your content. To get further traction, circulate your on-demand event to shareholders or other interested parties.
Look at event analytics to glean information about participants and messaging effectiveness. Knowing who attended your event can shed light on the reach of your pre-event communications. You can also analyze how long investors stayed on the call, who asked questions, and what questions were asked.
If you observe that a key shareholder was not present, engage them individually after your investor day. If certain participants were not dialed-in during a portion of your presentation that was important, this can be a trigger to re-engage them post-event to discuss any points they may have missed, or to fine-tune future events for clarity (or brevity!). If noted that certain topics were raised by attendees with great frequency, this can be an indicator for future communications and valuable insight on what your investor base wants to hear more about.
Finally, post-event perception studies leveraging an outside provider can help quantify the impact of your investor day and deliver those results to your Management team in a well-crafted format. Getting as much information as possible on past events can help benchmark future investor and analyst days.
Good Events – Happy Teams and Investors
Investor days can be a “capstone” of your IR calendar and a vital touchpoint with investors, but they can also be a huge undertaking for your team and your technological partners. By creating a synergy between your IR team, Management, and trusted technological partners, you can guarantee the most value-creation for your own company, and most importantly, for your investors.