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Ultimate Guide to Hosting Successful Virtual Events

virtual-event-design

The rise of technology has opened so many doors. The biggest door it has opened for us is the door to the virtual world. With the pandemic affecting live meetings and events, moving online to virtual events has been the solution to continue training, daily meetings and even hosting employee morale-building workshops. It’s no doubt virtual events have taken center stage lately. Which brings us to the big question, “How do we host a successful virtual event?” Our answer? We have the ultimate virtual event guide ready for you.

Just like planning a regular in-person event, the most important aspect of planning a virtual event is figuring out how to successfully keep your audience engaged. Whether it’s having inspirational speakers or an exciting performance, there are a couple of things to keep in mind when planning and executing a virtual event.

Ultimate Guide to Hosting A Successful Virtual Event

There are a few important tips to keep in mind to ensure the event runs smoothly. Follow along for the ultimate virtual event guide to hosting a successful virtual event – whether it is a conference, trade show, meeting or training.

Before the Virtual Event

planning process

1. Choose the most relevant platform

The first step in planning a virtual event is choosing the right virtual event platform. Your event might need certain features that one platform does better than others. Your audience needs to know how they will log in and any information that will help them sign on easily. They also need to know if they need to download an app or other software to attend the event.

It’s important to choose this platform carefully as not every platform works for every event. For example, you may choose Instagram Live for hosting interviews or briefings, or for larger events, Zoom or Teams. There is also engaging software that provides animations and avatars to make your event more unique and personalized.

2. Pick the right time

Taking a little extra time to research the most appropriate time to host your virtual event is important. You need to keep in mind important holidays and that there are no other big events coinciding with your event. You also need to consider when your audience will be able to log on and enjoy the event.

If you’re hosting a global event, it could be a good idea to go through your analytics to see what is the most popular time is for your community to be online and engaged. You can even conduct a survey to gauge the best time from prospective attendees. This is extremely important to make sure you get the attendance you need for the event.

3. Marketing is your best friend

You need to start putting the word out there, ASAP. Use all the appropriate tools and online channels to market your event and spread the word to your target audience. Let your potential attendees know about the key speakers, performances, networking opportunities and everything else they will gain from attending the event.

There are so many ways to market to your audience but you need to take a strategic approach when doing so. You will need to entice your target audience and show them what value you are providing at the event.  Using social media channels, online videos, and other social platforms are a great way to market your event to a large audience at a relatively low cost.

4. Make sure to register your audience

It’s helpful for you to start registering your audience before the virtual event. Not only to collect their information but to keep them updated on speakers and other information leading up to the conference. This is a great way to start engaging attendees and get them excited for the upcoming event.

Additionally, your audience will be able to see information on other members which could facilitate networking opportunities during the virtual event. Allow for attendees to set up profiles to everyone can learn about others before the event.

5. Plan on keeping your attendees engaged

How you will keep your attendees engaged the most important step in the planning process. This is what will drive success. Make sure you have networking opportunities available such as breakout rooms, engaging speakers with live Q&As and anything else that will provide value to your guests.

Your guests want to feel like they are learning and gaining something enriching from this meeting. With gamification features and other engagement tools provided by a virtual event software like V-Unite, you can keep your feel involved at the event.

6. Send a reminder

People forget. Everyone has a million things going on and might not remember certain events until it’s too late. To combat this issue, schedule a reminder email that attendees can add to their calendar to make sure they know when they need to attend when the virtual event goes live.

During the Virtual Event

virtual presentation panel

1. Create a social ambiance

Keep your audience engaged and encourage participation and networking opportunities among attendees. You can create dynamic live polls, Q&A sessions or even set up interactive group sessions for participants to share their ideas and chat with one another. The more engaged and social the attendees are, the more they will interact at your event ensuring a successful event overall.

2. Keep privacy intact

It’s important to keep your virtual event’s and your attendees’ privacy intact and safe as you collect information and data. Make sure you have the proper encryption and safety features setup and that the software is tested and double-checked before going live. Your platform should be extremely secure before you have people sign on. Additionally, only collect data from attendees that you really need for the event.

3. Prepare for any kind of tech-related hiccups

The keyword here is to be prepared. Tech-related issues can always come up and it’s often hard to predict when glitches might happen. To make sure you are on top of things during the event, it’s imperative to do as many tests as possible and have your whole team do different tests on all their devices including phones, tablets and desktops and laptops.

You should ensure all your attendees have a good internet connection and it’s a good idea to have a backup of speaker presentations and other files if possible. Also, always have a tech support booth or live chat available for attendees to reach out with any concerns they may have during the event.

After The Virtual Event

virtual presentation

1. Capture feedback from the attendees

Sending out a survey or poll or any way to collect feedback is important to collect post-event. You will be able to gain valuable insights on how the participants liked the event, what they enjoyed the most and what they would like to see improve in the future. This is a great way for you to learn more about your audience and what you can do next time to run an even smoother event.

2. Provide on-demand opportunities

Plan to give your attendees the option of viewing content on-demand after the event. This could be a great way for you to see what content was popular and gain any other feedback from attendees on the way the content was presented during the live virtual event. Additionally, you will be able to capture more of your target market who were not able to attend the live event. You can also charge a fee for the audience to view this content to earn more revenue in the process.

Plan the Perfect Virtual Event

ASDS lobby for event

Does this virtual event guide help you feel more confident about planning a virtual event? Always remember that the first step in planning a virtual event is to come up with the right game plan and the motive for the event. Make sure to keep the audience in mind. Ask yourself what attendees are going to get out of the event and how you can create more value. Good luck!

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