Virtual Events
Complete guide to hosting successful virtual KC7 cybersecurity events
Virtual events remove barriers: no travel, no venue costs, and participants can join from anywhere. But they create new challenges: keeping people engaged through screens, troubleshooting remotely, and building community across distances. The key is understanding what virtual does differently - and using that to your advantage rather than fighting it.
Why Virtual Works Better Than You Might Think
If you're used to teaching or facilitating in person, you might be skeptical about virtual events. Won't people get distracted? Won't the energy be flat? Won't technical issues be impossible to solve when you can't see their screens?
These are real concerns, but KC7's self-guided investigation format actually works surprisingly well virtually. Participants are absorbed in their own screens anyway - they're not listening to a lecture or watching a demonstration. They're investigating data, answering questions, and making discoveries. That kind of focused individual work translates well to virtual environments.
The bigger challenge isn't engagement with the content (KC7 handles that) - it's maintaining human connection and managing energy when everyone's in their own physical space. That's doable, but it requires different facilitation techniques than in-person events. You'll rely more on chat, check in more frequently, and use polls or reactions to gauge energy when you can't read body language.
What You're Actually Managing Virtually
When you host virtually, you're managing attention, technology, and connection across distance. That means:
Managing attention: You can't see if someone's checking their phone or browsing other tabs. You counter this with frequent interaction, compelling content (which KC7 provides), and creating a sense of social presence through chat and video.
Managing technology: You're troubleshooting "I can't see your screen" or "My internet is cutting out" rather than "Where's the power outlet?" Technical issues are more abstract and harder to diagnose when you can't physically see their setup.
Managing connection: You're working harder to create community and energy that would happen naturally in a shared physical space. This means being more vocally enthusiastic, celebrating discoveries publicly in chat, and creating explicit opportunities for interaction.
The good news: virtual platforms give you tools that don't exist in person. Chat creates a written record of questions and resources. Breakout rooms let you create intimate spaces for team collaboration. Screen sharing lets everyone see exactly what you're showing without worrying about projection visibility. Recording lets participants review later or catch up if they miss the live session.
The Common Virtual Hosting Fears (And The Reality)
"People will just tune out and stop participating." Reality: If someone's engaged with KC7's investigation, they stay engaged. The competitive scoreboard, compelling story, and progressive challenges keep them working. Your job is setting the right tone at the start and checking in periodically, not entertaining them constantly.
"I won't be able to help people who are stuck." Reality: Chat actually makes it easier to help multiple people at once - you can post helpful hints publicly, send encouraging private messages, and have co-hosts manage questions while you present. You can also use breakout rooms for focused help without disrupting everyone else.
"What if the technology fails - Zoom crashes, someone can't connect, my internet dies?" Reality: Have a backup plan (meeting link alternatives, co-host who can take over, phone number to call in). But also: technology fails in person too (WiFi goes down, projectors break). Virtual platforms are generally quite reliable, and participants are often more patient with tech issues when they're comfortably at home.
"Virtual just won't have the same energy as in-person." Reality: It's different energy, not less energy. You won't get the collective buzz of a packed room, but you'll see excitement in chat reactions, hear it in participants' voices when they unmute to ask questions, and feel it in the engagement metrics. Some participants actually prefer virtual - they're more comfortable asking questions in chat than raising their hand in person.
What Virtual Does Better (Yes, Really)
Virtual events aren't just "in-person but worse" - they have genuine advantages you should lean into:
Accessibility: Participants join from anywhere, no commute required. This dramatically expands who can attend. The student two hours away, the employee at a satellite office, the person with mobility challenges - all can participate equally.
Flexibility: Participants work in their comfortable environment with their preferred setup. They can use dual monitors, adjust lighting to their needs, and work in a space that suits them.
Scalability: You can host 50 people as easily as 15 - it's just a bigger Zoom room. There's no venue capacity constraint, no room setup that limits you.
Documentation: Everything can be recorded and transcribed. Chat creates a searchable record of questions and answers. Resources shared in chat are one click away. This persistence helps both during and after the event.
Cost: No venue rental, no catering, no travel reimbursement. Virtual events are dramatically cheaper to run, which means you can run them more frequently or with less budget approval.
Understanding these advantages helps you plan virtual events that work with the format's strengths rather than trying to recreate in-person experiences online.
Virtual KC7 events open cybersecurity education to participants anywhere in the world. This guide covers everything you need to know for a successful online event that keeps participants engaged and learning.
Virtual events excel at: Reaching distributed audiences, flexible participation, easy recording for later review, and removing geographic and travel barriers.
🎥 Platform Selection
Recommended Platforms
Perfect for: Most KC7 events
Advantages:
Industry standard with wide adoption
Excellent breakout room functionality
Screen sharing works reliably
Recording capabilities built-in
Chat and reactions for engagement
Gallery view for community feel
Key Features to Use:
Breakout rooms for team collaboration
Screen share for Go Link/demonstrations
Chat for questions and link sharing
Polls for engagement checks
Waiting room for controlled entry
Best Practices:
Enable co-hosts for help
Pre-create breakout rooms
Use spotlight for presentations
Enable screen sharing for participants (or not, depending on goals)
Perfect for: Corporate/enterprise events
Advantages:
Already in many organizations
Good for corporate IT policies
Integrated with Microsoft ecosystem
Reliable for business settings
Meeting recording built-in
Key Features to Use:
Breakout rooms (if available)
Screen sharing
Teams chat for persistent communication
Meeting notes for shared resources
Hands-up feature for questions
Best Practices:
Test external participant access
Share links via chat
Use meeting recording
Leverage Teams channels for post-event discussion
Perfect for: Community events, gaming-focused audiences
Advantages:
Free for large groups
Persistent community space
Voice channels for team rooms
Great for younger audiences
Ongoing discussion after event
Key Features to Use:
Voice channels for main room
Separate voice channels for teams
Text channels for links and help
Screen sharing in voice
Roles for organization
Best Practices:
Create event-specific server/channels
Set clear channel purposes
Use stage channels for presentations
Moderate chat actively
Perfect for: Educational institutions using Google
Advantages:
Integrated with Google Classroom
Simple interface
Good for schools already on Google
Easy calendar integration
Key Features to Use:
Screen sharing
Chat for links
Closed captions (accessibility)
Recording (with appropriate permissions)
Limitations:
Limited breakout room functionality
Fewer engagement features
Better for smaller groups
Best Practices:
Keep groups manageable
Use Google Chat alongside for teams
Share resources via Google Drive
🎬 Pre-Event Technical Setup
One Week Before Event
Platform Testing:
Content Preparation:
Communication Setup:
Day Before Event
Technical Rehearsal:
Participant Communication:
30-60 Minutes Before Event
Host Preparation:
Co-Host/Volunteer Prep:
📺 Screen Sharing Best Practices
What to Share
During Introduction (15-20 minutes):
Share your browser tab with KC7 intro page
Play the two KC7 instructional videos
Show the participant Go Link clearly
Demonstrate account creation if helpful
During Investigation:
Generally DON'T share screen continuously
Participants work on own devices
Occasional sharing for group announcements
Share scoreboard periodically if desired
During Wrap-Up:
Share final scoreboard
Show any closing slides
Display next steps resources
Technical Settings
Optimize Screen Sharing:
Share specific tab/window, not entire screen
Close unnecessary tabs beforehand
Zoom to increase text size for visibility
Use "Share Computer Sound" for videos
Enable HD video quality if available
Avoid Common Issues:
Don't share personal notifications
Close email/messaging apps
Hide bookmarks bar if needed
Use presenter view when appropriate
Test audio sharing before playing videos
👥 Managing Virtual Participants
Creating Engagement
Welcome & Introduction:
Greet participants by name as they join
Use warm, energetic tone (compensate for distance)
Encourage cameras on if comfortable
Create welcoming waiting room message
Play background music as people join
During Event:
Call on participants by name
Use reactions/polls for quick engagement
Monitor chat actively
Acknowledge questions quickly
Give progress updates more frequently than in-person
Building Community Virtually:
Use gallery view to see everyone
Encourage chat interaction
Create space for questions and discussion
Celebrate discoveries in chat and verbally
The Chat Window
Strategic Chat Use:
Pin the Go Link in chat immediately
Share resources as links
Monitor for questions continuously
Have co-host manage chat while you present
Use chat for helpful hints without spoiling
Chat Management:
Set expectations for chat use early
Decide: public questions or private messages?
Respond to questions promptly
Capture good questions for group discussion
Archive chat for post-event review
Breakout Rooms for Teams
When to Use:
Team-based events
Collaborative problem-solving
Small group discussions
Peer learning sessions
Setup Strategy:
Pre-assign teams or random distribution
2-4 people per room ideal
Set timer for breakout sessions
Broadcast messages for time warnings
Circulate between rooms to check in
Host Circulation:
Visit each room periodically
Listen before interrupting
Offer encouragement
Check for technical issues
Ensure all members engaged
🎯 Maintaining Virtual Energy
The Virtual Energy Challenge
Why it's harder online:
No physical presence
Easier to get distracted
Technology barriers
Harder to read the room
"Zoom fatigue" is real
Strategies to Compensate:
More frequent check-ins
Higher vocal energy than in-person
Visual variety (switch between camera/screen/shared content)
Regular interaction opportunities
Scheduled breaks for longer events
Keeping Participants Engaged
Active Facilitation:
Ask questions every 10-15 minutes
"How's everyone doing? Give me a thumbs up if you're making progress!"
Use polls for quick pulse checks
Call on specific people (gently)
Share interesting anonymous discoveries
Preventing Drop-Off:
0-15 min: Hook them with energy and clear value
15-45 min: First engagement check, celebrate early progress
45-60 min: Break or energy boost needed
60+ min: Regular check-ins and encouragement essential
Reading the Virtual Room:
Monitor video feeds for body language
Watch chat activity levels
Notice who's gone silent
Check scoreboard for stuck participants
Use polls to gauge energy/understanding
🎪 Running the Virtual Event
Opening Strong (15-20 minutes)
Welcome as Participants Join:
Greet people in waiting room/as they arrive
Friendly chat while waiting to start
Music playing in background
Test audio/video with early arrivals
Set welcoming, energetic tone
Formal Start:
Welcome everyone officially
Quick tech check: "Can everyone hear me? React with thumbs up!"
Overview of what's happening today
Play the two KC7 instructional videos (screen share with audio)
Your brief context and encouragement
Setting Expectations:
Event duration and schedule
How to ask questions (chat, raise hand, etc.)
Breaks if applicable
Reminder that finishing isn't the goal
Encourage collaboration
During Investigation (60-90 minutes)
Your Active Role:
Stay visible and available
Monitor chat constantly
Check scoreboard periodically
Circulate through breakout rooms if using
Provide periodic encouragement
Troubleshooting Remotely:
Ask participants to describe what they see
Request screenshots if needed (via chat)
Have co-host provide one-on-one help in breakout room
Direct to written troubleshooting resources
Stay calm and patient
Energy Maintenance:
Every 20 minutes: Group check-in or encouragement
30-45 minutes in: Quick poll or question
60 minutes: Consider short break for long events
Throughout: Celebrate progress in chat
Closing Well (15-20 minutes)
Gather Attention:
Give 5-minute warning
Ask everyone to return to main room
Thank participants for their engagement
Prepare final scoreboard
Celebration:
Share screen with final results
Recognize top performers
Highlight interesting approaches
Celebrate all participation
Ask what surprised people (use chat for responses)
Next Steps:
Participants can continue playing
Share resources via chat/email
Information about future events
How to stay connected (Discord, etc.)
Thank you and appreciation
🛠️ Virtual Troubleshooting
Common Virtual Issues
"I can't hear you"
Check if they're muted
Have them test speakers
Try headphones
Rejoin meeting
Check platform audio settings
"You're breaking up"
Ask if others hear you
Check your internet connection
Turn off video temporarily
Ask participant to turn off their video
Reduce bandwidth use (close other apps)
"I can't see the screen"
Verify you're actually sharing
Ask them to click screen share window
Check if they need to maximize
Ensure not in "speaker view" hiding shared content
Have them restart meeting
"I got kicked out"
Send meeting link again in chat
Check participant internet connection
Rejoin if host internet hiccupped
Use phone as backup connection
Continue with remaining participants
Platform-Specific Issues
Zoom:
Participant can't join: Check waiting room, verify meeting link
Breakout rooms not working: Must enable in settings beforehand
Can't share screen: Check screen sharing permissions
Teams:
External participants can't join: Check guest access settings
Video quality poor: Reduce video quality in settings
Chat not visible: Ensure chat panel is open
Discord:
Can't hear in voice channel: Check input/output devices
Screen sharing laggy: Lower resolution/frame rate
Permissions issues: Verify role settings
📱 Device Management
Multi-Device Strategies
Host Setup Options:
Optimal Setup:
Main computer: Meeting, screen sharing, KC7 intro page
Second monitor: Host dashboard, scoreboard, analytics
Phone/tablet: Chat monitoring, backup connection
Minimal Setup:
One computer with multiple browser tabs/windows
Arrange windows strategically
Alt-tab efficiently between resources
Participant Guidance:
Ideal for participants:
Computer for KC7 game
Second device (tablet/phone) for meeting video
Reduces screen switching
Better focus on investigation
Single device:
Minimize meeting window while working
Turn off video to reduce bandwidth
Use chat instead of video participation
Accept some screen switching
🎥 Recording Your Virtual Event
Why Record
Benefits:
Participants can review later
Capture for absent registrants
Create promotional materials
Review your facilitation for improvement
Demonstrate value to stakeholders
Recording Best Practices
Before Recording:
What to Record:
Introduction and instructions
Key announcements
Wrap-up and results
Consider pausing during pure investigation time
After Recording:
Privacy First: Always inform participants before recording and get necessary consent. Be aware of privacy laws in your jurisdiction.
✨ Virtual Event Advantages
Maximize What Virtual Offers
Geographic Reach:
Connect participants across regions
No travel required
More accessible for many
Easier to attract expert guests
Flexibility:
Easier to schedule
Participants join from comfortable environment
Record for later viewing
Asynchronous follow-up easier
Scalability:
Host larger groups than venue allows
Breakout rooms create intimate spaces
Easier to manage logistics
Lower cost per participant
Documentation:
Automatic chat transcripts
Recording for review
Easy screen capture for troubleshooting
Digital resource sharing
Creating Virtual Moments
Opening:
Use waiting room music and message
Energetic greeting as event starts
Play videos with great audio quality
Create visual excitement
During Event:
Spotlight participant achievements in chat
Use reactions for celebration
Share anonymous interesting findings
Create friendly competition via scoreboard
Closing:
Gallery view for community feel
Screen share final scoreboard with fanfare
Group screenshot for documentation
Virtual high-fives and celebration
🎨 Advanced Virtual Techniques
Engagement Boosters
Polls and Quizzes:
Quick cybersecurity trivia during breaks
Pulse checks: "How's everyone feeling?"
Vote on celebration categories
Gauge experience level
Virtual Backgrounds:
Provide KC7-branded backgrounds
Encourage thematic backgrounds
Create visual cohesion
Fun icebreaker topic
Breakout Room Strategies:
Random mixing for networking
Skill-based groupings
Timed challenges between rooms
Cross-pollination sessions
Co-Host Coordination
Divide Responsibilities:
Main Host: Presentation, facilitation, energy
Co-Host 1: Chat monitoring, question answering
Co-Host 2: Technical support, breakout room management
Co-Host 3: Analytics watching, individual participant support
Communication:
Use private chat for coordination
Have backup communication (text, Slack, etc.)
Clear signals for when to step in
Debrief after event
🌍 Hybrid Event Considerations
When Some are Virtual, Some In-Person
Technology Setup:
Camera positioned to see in-person participants
Microphone to capture in-person discussion
Screen visible to in-person attendees
Virtual participants visible to in-person group
Inclusion Strategies:
Call on virtual participants by name
Monitor virtual chat actively
Ensure virtual participants can hear clearly
Balance attention between groups
Common Challenges:
Audio feedback loops
Virtual participants feeling secondary
Technical complexity increases
Harder to manage two audiences
Hybrid is hard: Unless necessary, consider separate in-person and virtual events for better experience.
📋 Virtual Event Checklist
Day-of Quick Reference
30 Minutes Before:
At Event Start:
During Event:
At Closing:
🔗 Related Resources
Event Day Guide
Technical Requirements
Troubleshooting
In-Person Events
The virtual advantage: You can reach participants anywhere, remove barriers to entry, and create flexible learning experiences that fit modern schedules and needs!
Last updated