Running online multi-track events is a bit like conducting an orchestra – each session, speaker, and attendee must stay in sync to avoid a chaotic cacophony. With multiple presentations happening simultaneously, organisers have to juggle logistics, tech, and engagement without missing a beat.
The good news? With the right planning and tools, what could feel like a logistical nightmare can become a smooth, engaging experience for everyone involved. From hybrid setups to fully virtual, here’s how to deliver parallel sessions effectively.
Start with a smart agenda
Your agenda is the backbone of the event and one of its biggest selling points. For online multi-track events, selecting the right topics for each track is a critical move. All sessions should feel equally valuable to avoid a popularity imbalance that leaves some attendees disappointed.
Use audience surveys, past event data, or registration insights to shape your tracks. Aim for variety without creating a hierarchy of “headline acts” versus “filler sessions.” Balance is key.
Resource every parallel session like it matters (because it does)
Whether your parallel sessions run for 30 minutes or 3 hours, they all need proper resources. This means reliable moderators, trained hosts, and solid tech support across every single track.
Each session should receive the same attention to detail as your main stage. A single glitch or an absent moderator in a breakout room can hurt the attendee experience. Work with your online event platform or production partner to make sure everything runs smoothly in every room, in-person or virtual.
Keep timing tight
Time is not elastic. If one session runs long, it can knock your entire schedule off balance – especially if attendees need to jump between tracks or reconvene for a main session.
Use online event platform features to send time warnings to speakers, or assign staff to keep each session on track. For online multi-track events, disciplined timekeeping isn’t optional – it’s essential.
Pick the right way to split your audience
How you assign attendees to different tracks can make or break the experience. Common approaches include:
- Open-door sessions – attendees can move freely between tracks.
- Random allocation – participants are auto-assigned.
- Pre-assigned groups – based on preferences, job role, or other criteria.
- Self-selection – attendees choose their sessions during registration.
Make sure your platform can support your chosen strategy. Some offer flexible breakout options, while others are more rigid. Choose your tech accordingly – not the other way around.
Make it easy to navigate
You might know your event inside-out – your attendees don’t. For them, a confusing interface or unclear agenda can be frustrating and distracting.
Choose a user-friendly platform and ensure your session chairs are well-briefed. Provide clear, simple instructions. And make transitions between sessions effortless so participants can stay focused on content, not logistical hassles.
Don’t make attendees choose – offer on-demand access
The downside of parallel sessions? FOMO. But there’s an easy fix: record all sessions and make them available on-demand.
This boosts your event’s value and reach. Attendees can catch up on what they missed, revisit key moments, or share sessions with colleagues. It also extends engagement well beyond the live event.
Final thoughts
Online multi-track events don’t have to be complicated – they just need structure. With a strong agenda, the right resources, disciplined timing, smart audience segmentation, and intuitive design, you can deliver a seamless, high-impact experience.
And by offering on-demand access, your top content stays accessible long after the live event ends.
Do it well, and multi-track complexity fades into the background – leaving only impact and engagement.
Running parallel sessions shouldn’t mean running into problems. Talk to us about how we can help you plan and deliver smooth, high-impact online multi-track events.
