Example of a virtual chat room on the V-Unite virtual events platform

3 Ways Your Organization Can Win With Virtual Events

Virtual events have upgraded the way organizations are able to communicate with clients, customers, and association members, and as the world continues to emerge from the pandemic of 2020, it has become even clearer that virtual events are here to stay.

Cracking the code to hosting events online can be challenging. There are so many questions: What type of platform do you need? What technology or applications should you include? What are the benefits? Can you even customize an online event to suit your needs? And how can you make it all work? What can you do to help keep everyone engaged and fully active in what is going on during the event?

Cut all these worries down by making sure key solutions are put in place before the launch date of your event.

Overview:

  1. Create memorable experiences
  2. Bring the fun to engagement and networking
  3. Let past events inspire your future content

 

1. Create memorable experiences

Organizations can host several types of events online, be it a marketplace and trade show for products and services, college fairs, or even training sessions and recruitment and interview preparation for prospective employees.

No matter the type of event, it is important to ensure the event is also a memorable and enjoyable experience. Don’t leave it up to chance with the hope that memorable experiences will evolve on their own. Create those moments as part of your event!

Entrance to Virtual Conference - V-Unite virtual events platform

Use engaging videos and polls to get attendees talking. Post interesting event facts on virtual display boards and in chat rooms. No one likes to miss out on a good thing, so include exclusive event perks and giveaways. Use the positives of FOMO (fear of missing out) to your organization's advantage - limit the availability of a few key giveaways and display a countdown clock during your online event so attendees feel even more motivated to claim a particular freebie before they're all gone!

Learning and development remains a powerful feature for any event. Incorporate visual and informative material that event attendees can access and download for future use. Creating memorable experiences also comes from setting the stage for your entire event. Host your event on a virtual events platform that will allow you to create customized and interactive virtual spaces that attendees can explore. See what a customized virtual environment looks like for yourself!

2. Bring the fun to Engagement and Networking

Creating opportunities for engagement and networking during an online event is important. But what can sometimes be overlooked is giving a boost to engagement and networking opportunities by including a little fun.

Social media integration on V-Unite platform

2.i. Amplify event conversations with social media integration

Host your virtual event on a platform that will allow integration with your preferred social media networks. Not only can you use social media to generate conversations around your organization, you can also use your social media network to generate excitement for your virtual event; feeding audiences’ interest in the event topics, as well as in the event host and invited speakers. By skillfully using social media networks, you can put in the necessary groundwork that will help you to build a community around your virtual event before the event launch date.

Once you have integrated your social media networks with the virtual events platform, you can keep the conversation going on social media networks by leveraging your event community during the virtual event! Create event hashtags, and unique event gifs and images so attendees can get involved in the social media conversation by sharing event gifs and images and by using your event hashtags to tag what they have shared. Include polls and roundups about popular moments and sessions when sharing live content from your event. Post shout-outs to highlight sponsors and do the same for attendees who have won quizzes and prizes. And most definitely, re-share relevant content from event attendees.

Combined, these tips will allow your event community to connect and engage in event conversations across multiple online spaces, while allowing you to tap into ways to amplify key conversations around your online event!

2.ii. Keep event fatigue at bay with gamification

Here is another major point to consider: it can become challenging for attendees to maintain focus during virtual events, especially after a few hours. Infusing dashes of fun into your virtual event is an important way to combat event fatigue and is something you absolutely need to plan for. Event gamification is an excellent way to revive attendees and keep them engaged throughout your event, so be sure to host your event on a virtual events platform that has capabilities for gamification.

Fun on V-Unite virtual events platform with polls, quizzes and prizes

To maintain interest during your virtual event, you could include interactive moments for question-and-answer sessions where attendees can talk to each other and to event speakers. Q&A sessions could even include event trivia questions displayed on a score board and exclusive event prizes for attendees who answer questions correctly.

2.iii. The power of avatars as part of gamification

Attendee avatars is another engaging feature of event gamification. In addition to allowing attendees to choose and refine the look of their avatars for the event, you can also allow attendees to level-up and customize their avatars even further by winning event prizes, or by gaining bonus features as rewards for purchasing certain items if you intend to include retail opportunities as part of the event. To encourage more engagement, you can go the extra step by making avatar photos available to attendees so they can share the images on social media!

2.iv. Expand engagement and networking with custom virtual event environments

There are other things you can do to bring the fun to engagement and networking. Create customized spaces for meet-and-greets and professional networking. These spaces could be a virtual café, a cocktail lounge, or any virtual environment you choose. You could also allow attendees to create or upload digital business cards that they can exchange with ease in a virtual world. Again, you will need to ensure you find a virtual events platform that will make it possible for you to customize the virtual spaces for your event and allow you to really enhance opportunities for networking and engagement.

Ultimately, by incorporating the right tools and strategies to include fun and counteract event fatigue, you will be able to facilitate two key things for your event: opportunities where attendees can expand discussions on topics they have just learned; and openings for breaks and chats to enable online attendees to fuel their interest and stay motivated for the next session.

3. Let past events inspire your future content

Virtual events are a treasure trove for content! From evergreen content, blogs, whitepapers and social media posts, the end of your virtual event is where new content begins. Use your past events as an inspiration for creating future content.

Popular event sessions and attendee feedback about those sessions are good sources for topics for blogs and social media posts. A comparative review of your most successful event with one that was not quite as successful could become an interesting blog or whitepaper. Sharing reviews from event speakers and select attendees can be another layer of content that offers further insight into the overall event experience.

Producing content based on past events will extend the conversation around those events and will also help to generate audience interest in events to come. Furthermore, creating feature content of this nature is ideal for organizations seeking to position themselves as thought-leaders in their field.

No matter which type of content you decide to create, or the format you choose to use, always make sure your content is relevant to your audience.

Use the tips and and win with virtual events!

Virtual events are a fantastic way to make your events accessible to your audience. Develop your ideas from start to finish and put your plans into action. We can always use more inspiration, so here are 10 effective ideas to improve audience engagement during a virtual event.

Remember, when facing the challenge of hosting a virtual event in the best way possible, break everything down into achievable goals. Motivate your audience with memorable experiences. Bring in the fun! And draw your inspiration from the lessons your have learned. Breaking it down this way will help your organization with its strategy to win with virtual events.

 

VIP room at virtual event

Networking is the number one reason that people attend events. Being able to connect with your peers and industry leaders in a meaningful way is what brings people together at conferences and events. With virtual events and experiences taking center stage, virtual networking events are becoming immensely popular and have proven to support physical events by reaching a larger group of people without any geographical barriers. So how do you put on an event where people feel like they are able to connect in a meaningful way online? 

People might find virtual networking events a scary place to strike up a conversation. However, with the right virtual event platform features such as fun games, polls or breakout rooms, you can initiate tons of connections and conversations from your virtual experience.

Guide to Hosting A Successful Virtual Event

If you’re trying to figure out the best way to host successful virtual networking events, the following guide will help you find the inspiration you need to design your next event.

virtual presentation panel

Before the virtual networking event

1. Come up with the overall plan

What are your event goals? What are you looking to achieve from the event? It’s important to sit down and plan the skeleton of the event to understand your overall goals and how you will structure the event. This plan will help you define your customer base, what kind of activities you will have, who the guest speakers will be and what will drive people to the event.

2. Plan the overall design

Take some time to come up with a theme and the branding for the event. People love to be a part of a fun theme and it’s a great way to have your audience engaged from the start! Take this planning phase to figure out how you want the flow of the event to be such as Q/A sessions and breakout rooms for attendees to network in. Additionally, think about your branding and how you want your business to be seen at the event.

3. Choose the right platform

Finding the right platform for your event is extremely important. As you understand your goals and what you need for the event, you need to find the platform that will have all the features that will drive engagement and ensure a smooth event. This could be features like gamification, social media integration, customer support and other networking capabilities.

4. Figure out the logistics

There are so many platforms and apps out there for virtual events. It’s important to figure out the logistics of how you will bring people together. Make sure you test the platform out completely and ensure that attendees are able to seamlessly log in and navigate the platform. You don’t want your attendees to be frustrated with technical difficulties or other issues that can be ironed out before the event goes live. Additionally, try to have a calendar invite with all the information required so everyone will be able to get a reminder and be able to access the event easily.

5. Decide on the guest count

You don’t want to be stuck with a huge guest count where it’s chaotic for your attendees to network with each other. Consider keeping your count to a manageable size. If your group can be segmented, it might be a good idea to break them up depending on the segments. You can do this by creating breakout rooms that are relevant for each group depending on specialties and topics.

6. Market your networking event

Don’t forget to promote your event! Use social media and other marketing channels to get word of your event out there. You can create a social media contest to encourage sharing among attendees and get their help in spreading the word. Depending on your budget you can even send relevant gift bags to further promote your event.

panel discussion at a hybrid event

During the virtual networking event

1. Have an introduction session

Depending on how large your guest list is, it could be a fun idea to have an introductory session where attendees can introduce themselves to each other. This can also happen in breakout rooms or other sessions to facilitate conversation before other events start.

2. Start the conversations (if needed)

It could be a good idea to head to chat rooms or other chat sessions and start a conversation with a question to encourage participation. Sometimes attendees might not want to be the first to say something or they might not know how to start a conversation. You could use this opportunity to create a game or a fun quiz around topics to further encourage conversation.

3. Make sure sessions aren’t drawn out

People have short attention spans. While you might have made sure video broadcasts aren’t too long, you cannot predict what your guest speakers might do. If you feel that topics are getting drawn out or that speakers are going off on a tangent, it could be a good idea to set reminders or have a way to signal them when it’s time for them to wrap up. This will only help make sure the event continues to run smoothly without any delays. 

virtual meeting room

After the virtual networking event

1. Send a thank you note

Make sure to send a thank you note or email after the event to all your attendees. This will help the attendees continue to feel connected and give them the opportunity to provide feedback  after the event. It could be a fun idea to include any highlights from the conference to further gauge attendees’ memories.

2. Gather feedback

When you send your thank you notes, use this as an opportunity to gather feedback for any improvement in the future. You can send out a post-event survey or poll to make it as seamless as possible for people to respond.

3. Analyze the event

Once you gather your reports on engagement and participation, it’s important to analyze this report to see where and what the strong points were of the event and where you could improve. The numbers you get will be extremely telling in understanding your audience further so you can continue to tailor your services to what your target audience wants.

The more you host virtual events, the more comfortable you will be and understand how your audience works. It might take a while to give everyone exactly what they want, but that’s what feedback is for and what will help you continue to improve and host successful virtual networking events in the future!

When was the last time you were at a virtual trade show? If you’re thinking that (virtual) trade shows are a thing of the past, you might want to reconsider your attendance. This is especially important if you’re a small business or a startup. Virtual trade shows are an easy way to put your company out there and meet potential clients and customers that you may not be able to through other marketing channels. Now that you can attend virtually, there isn't much more effort you need to put in, giving you no reason to not RSVP yes for the virtual trade show.

Now that trade shows can be hosted virtually, creating a virtual exhibition booth is easy and cost-effective - giving you no excuse to skip an important show. If you’re able to attend online trade shows, you can seize so many opportunities that could take your business to the next level.

7 Benefits of Attending Virtual Trade Shows as a Startup or Small Business

If you're a small business or a startup looking to grow your client and customer base, then virtual trade shows are an important event to attend. There are so many advantages to this type of event and we have highlighted our top 7 benefits.

1. Connect with industry experts and leaders, potential clients and customers

Virtual trade shows are an easy way to meet industry leaders, clients and customers. Everyone at that trade show is there because they are genuinely be interested in the businesses. This is an incredible opportunity for you to get face time with valuable people and brands. These connections can potentially help expand your business into new and more profitable markets if and when the opportunity arises.

2. Sniff out the competition

Use the opportunity of being at a trade show to learn more about your competition. You can take the time to understand your competition and research their offerings. This is a great opportunity to see what other brands are doing that you may not be incorporating. Doing research like this can help you understand more of what your customers are looking for and how you can tailor your business to give them exactly what they want. A trade show is also an easy way to gain important insights into trends and other information that you could use to better your marketing and business strategy overall.

3. Raise brand awareness and create buzz

Attending a virtual event as an exhibitor or attendee can give you immense opportunities. As a startup or small business, you want to get the word out there. A virtual trade show is the perfect place to do just that. From the opportunity to spread awareness about your business and generate buzz to connecting with industry leaders and peers you can really get the right kind of exposure for your business. Talk to influencers and journalists to get your voice heard and use every valuable opportunity to put your new business on the map!

4. Generate leads at virtual trade shows

The leads you generate from a virtual trade show will be more valuable to you because they will be targeted to your audience. Hence, networking at a trade show is beneficial because everyone attending is genuinely interested in the brands that are there. Make sure you take the time to talk to as many people that are there. Your connections will go a long way even after the event, giving you tons of potential opportunities for you and your business.

5. Ability to establish yourself as a thought leader

When you exhibit at a trade show along with bigger companies, attendees will see you on the same level as those companies. This can help you establish your authority and credibility in the industry. Use this event as the opportunity to create awareness around your company and announce your brand to the market. The best part is that this event is your biggest marketing platform for your business! You get instant awareness and can establish yourself as an industry leader. Now that’s what we call a win-win.

6. Get immediate feedback

We've already talked about the many opportunities that comes with attending a virtual trade show. One of the best benefits is the ability to gain feedback in minutes. You can learn so much from direct feedback and make improvements instantly if possible. This will only help your business thrive and give you the necessary information you need to understand your market.

7. Find relevant partners

As you put your networking skill to good use, make sure you scope out the scene for potential partners. While we have mentioned that you will have competitors at the event, you might also come across individuals with similar insights and areas of expertise. Having an influential partner and one with lots of knowledge of the industry could really help you grow your business.

Virtual Trade Shows Can Help Your Business

What do you have to lose? Take advantage of the connections and networking opportunities that will be available through valuable trade shows. Attending a trade show as a small business is a great opportunity to generate buzz around your company. This is especially important because your business is new and you are trying to get it off the ground.

If you have a trade show on the horizon and are not sure if you’re going to attend, keep in mind these advantages and opportunities for your business. Remember that you can use the event as an easy opportunity to show off your new company and gain important insights into the industry.

Virtual yoga class on the beach

As virtual events take center stage with hosting conferences and meetings, gone are the days of showing up feeling lost and confused about what to wear and how to act when you’re online. Believe it or not, there is a certain etiquette that comes with attending virtual events and that’s only because of how far we have come with designing these events to be special and unique for attendees. While you must be wondering how can there be rules to attending something from your house, things like wearing pajamas to a conference or having a messy background doesn't cut it anymore.

As the new norm of working remotely helped us understand the value of the mute button, there are many other aspects of being a virtual attendee that one must consider.

10 Etiquette Rules for Attendees at Virtual Events

You've probably become a pro at networking and being a part of virtual events. As we continue to expand and design beautiful virtual events, there are guidelines that come with being a virtual attendee. Here are the top 10 rules of etiquette for virtual attendees.

1. Review the schedule before the event

Reviewing the agenda before the event goes live will be extremely beneficial for you. Take the time to learn about who the guest speakers are and what topics are going to be covered. Being prepared will help you stay on top of the event like having your questions ready for the speakers. Staying informed will only elevate your experience as you will have an idea of what’s going on and give you a leg up when trying to network with your peers and the guests. 

2. Dress accordingly

It might be a good idea to change out of your sweats and put on a nice outfit. Better yet, if there’s a theme, participate! If it’s more of a business event, put on a nice shirt or a dress to impress. Additionally, you should brush your hair and look presentable if you're going to be on camera. When you know you look good, you will feel good. Getting dressed for the event will only help keep you productive and motivate you to stay engaged.

3. The mute button is your friend

Mute yourself when you’re not speaking. With so many people tuning in, there is bound to be tons of feedback and other background noises that could come up during the event. This will definitely help make the sound clearer and help everyone understand what’s going on. Plus, you might be saved from any accidental chatter that might happen if you're not muted.

Virtual Resort Entrance

4. Test everything

We're sure everyone can relate to this. As much as we love technology, a lot of issues can come up when you least expect it. Make sure to test your audio, video and  especially your internet connection before you log on. This will help to ensure that everything is working and will keep you connected during the event. By doing these tests, you can fix any tech related issues that you catch.

5. Take a look at your surroundings

You want to make sure that your background is clear of any clutter or distractions. If your company has a branded template, use it. This will be especially helpful if you know people will be walking around or if your surroundings are a little messy. Additionally, try to make sure your area is well lit so your coworkers and other members can see you clearly when you’re speaking.

6. Reconsider eating during the event

Unless the event or meeting is specifically a lunch or dinner, try not to snack when you’re on camera. Not only is this distracting but if you’re about to present it could get awkward if you're caught off guard. However, if you really need to eat, try to be mindful of your chewing and avoid speaking with food in your mouth.

Networking Lounge - ASDS

7. Be considerate and empathetic

A lot of time and energy has gone into hosting this event, therefore, be understanding and kind to all your hosts and speakers. Keep in mind that things can go wrong and technical difficulties could happen. It’s important that you are empathetic and staying positive when talking to the organizers and speakers.

8. Stay engaged and present

This event was put on for you! Try to be as present and engaged as possible to show the hosts and speakers that you are enjoying the event. Give feedback when you can and ask questions whenever possible. Take part in chat rooms and break-out sessions as this will only help you network better and get you involved with your peers. The hosts and guest speakers have taken a lot of time to put on this event, so be mindful of that when you are logged on.

9. Show up on time

Sessions will usually be timed so it’s important that you show up on time to avoid missing anything. This is especially important to make sure you ask the right questions at the end. You don't want the speakers to have to repeat themselves and waste time. The speakers have taken time out of their day to be a part of this. Additionally, If you are running late, make sure you inform the hosts so they are aware in case they need to fill in on your behalf until you are able to log on.

10. Let your roommates know about the event

If you’re living with roommates, let them know that you’re going to be at a virtual event beforehand. This can be extremely helpful in keeping your surroundings noise-free and they will know that you’re busy at that particular time. Not to mention, you will be able to avoid any unintentional cameos that could happen.

While a virtual event may feel completely different from meeting and networking in person, it’s still important to be mindful of the hosts, the guests and speakers that have taken the time to put on this event. It might feel new and odd to be dressed up or completely engaged in the event in your living room, but if you try to truly be immersed in your virtual event experience, it’ll all be worth it in the long run.

Conference room for virtual meetings

Looking to expand to a different market? Or are you in the middle of restructuring your business? Setting up a virtual office looks like the answer for you. With more businesses switching to digital platforms everyday, having a virtual office for your business has its many advantages. Companies are adopting flexible schedules and hybrid or remote work models as the new norm. Employers have found that employees can be productive at home. On the other hand, employees know the convenience of a remote lifestyle. Between childcare and other appointments, people are able to do their job and tend to their personal life with a good balance.

Remote work is here to stay. What better way to stay connected than with your very own branded virtual office?

Top Advantages of a Virtual Office

As companies figure out a new structure and adapt new work models, designing a virtual office is a must. Not only will it help you manage meetings but it will also create a seamless way to connect with employees and clients. Here are the benefits of setting up a virtual headquarters for your business and why you need to start ASAP.

1. Increased flexibility

A virtual office brings increased flexibility for employees. Having a virtual office enables employees to log in from the comfort of their homes to work on projects and other tasks at their convenience. After a year of working from home, everyone has adapted to a different kind of lifestyle and employers want to keep their employees happy. Being flexible and open is the best way to do that. There are so many life issues that can come up and having the option to log on virtually or take meetings from anywhere can reduce stress and improve the overall productivity of employees.

2. Fuels work-life balance

When employees have the flexibility to log on from anywhere, they can balance their work and their personal life. Additionally, imagine all the hours saved from long commutes and the ability to join a meeting after a personal appointment that your employee might otherwise have to schedule time off for. By designing remote and flexible schedules you can boost motivation and help your employees manage their work in a balanced environment. Employees will feel less stressed about their work and will be more productive overall.

3. Access to more talent 

Having a virtual office gives you the opportunity to hire global talent. You will be able to interview many different employees from all over the country or even the world. This means you can source unique talent with the skills you are looking for that might not be found where you are. Hiring the right talent is important and being able to widen your reach will give you the opportunity to source the best for your firm. Additionally, having access to global talent is a great opportunity for your business to expand and set up shop in another country.

4. One mailing address

Since you’re not physically in an office, a virtual office will give you the ability to have one location to get all your mail and other documents making it look like you have a physical location. Your business will also have the advantage of a mutual location without giving away your private information such as your home address.

Woman in a virtual office

5. Good for the environment

Not having a physical office is also beneficial for the environment. Virtual offices help the environment starting from your employee's commute. Not only will there be fewer carbon emissions from eliminating everyday commutes but everything is done online which reduces the use of paper and other products that further impact the environment. As companies continue to strive to be environmentally responsible, this is an easy and convenient way to start.

6. Cost effective 

Yes, you read this right! According to Business Wire, companies spend around 15% - 46% on office rent. Having a virtual office reduces your overall overhead costs. Therefore you spend less and reduce your costs over time. While you still have an “office” to conduct meetings, a virtual office provides the perk of no rent. Additionally you will also save on other expenses such as utilities, snacks and more. The money you save can be used on other aspects of the business that needs investing to boost revenue.

7. Easy to setup

Everyone likes things to be easy. The good news is, setting up a virtual office is easy and quick to have ready. When you want to close up shop, it's easy to even shut down without any additional costs or expenses.

8. Room for expansion

Opening up new offices can often cost a lot of money without the guarantee of success. A major advantage of a virtual office is that you can expand without the costs that come with moving to a bigger space. Also, if you want to tap into the global market or expand to other states, you can do so with cost efficiency. If the office fails in a particular market, you can shut it down without a big financial loss.

Design Your Virtual Office Today

While virtual offices have become increasingly popular with smaller companies and start-ups, having a virtual office has proven to be extremely beneficial and convenient companies of all sizes. The way we work has changed drastically over the past year. It's important to continue to evolve with the changing times to keep everyone motivated and happy.

V-Unite has it's own virtual office! Check out the branded virtual office and get inspired to design your own!

Virtual Exhibition Hall - GVAS

The virtual world is here to stay. While in-person events are slowly starting to come back, event planners and businesses have seen the value and revenue potential that comes with virtual events - making them a hot commodity. Events such as virtual trade shows have proven to provide immense benefits to businesses. One of the main advantages being the ability for businesses to attend a virtual trade show over an in-person one. Oftentimes, costs and travel factors can come in the way of businesses attending events. With virtual events, the possibilities are endless.

With the potential of being able to host and have more attendees at events, you’re going to want to invest in your virtual booth to increase awareness and buzz around your business. Moreover, the connections you can establish and community you can build can be a great benefit for you and your company.

7 Benefits of Exhibiting at a Virtual Trade Show

Navigating the virtual world can be a bit tricky. Especially if you're new to understanding how it works for your business. If you’ve been a bit hesitant in exhibiting virtually, there are many reasons you should consider it. Here are some top benefits of exhibiting at a virtual trade show.

1. Lead generation opportunities

Lead generation is one of the biggest reasons why you need to exhibit at a virtual trade show. You can attract a much wider range of attendees who are interested in your products. That’s why they opt to attend these trade shows in the first place. With features such as webinars, live Q&As, downloadable content and branded booths and platforms, why wouldn’t you want to take advantage of this opportunity?

Keep in mind - your competitors are going to take this opportunity for themselves. You need to up your virtual booth game and spend some time creating unique booth that showcases your brand in the right way. 

2. Increased ROI and reduced costs

By exhibiting with a virtual booth, not only can you reduce costs by using pre-existing designs but you will also save on manufacturing costs of designing a new booth. Additionally, you will also save on shipping and other costs associated with physically being at events. You can also increase your ROI by gaining new customers and increasing the volume of leads you might get from the virtual event in the first place.

3. National and global reach

Your brand will not only have the opportunity to become well-known nationally but you will have people knowing the name of your brand on a global scale! With virtual events being accessible from all over the world, you will have the opportunity to increase brand exposure to different parts of the world. Imagine the possibility of attracting customers from far and wide. It’s a win-win for you and your brand!

exhibition hall

4. Creative boost at a virtual trade show

Creativity can go a long way when exhibiting virtually. Whether you want to think outside of the box, change your visuals and update content every hour - your virtual booth is yours to explore and customize however you like. Play around with your brand colors and come up with a fun way to showcase your brand to the audience. Remember to have fun with it and let your creative juices flow.

5. Continued learning

With virtual events not going away any time soon, this is your opportunity to learn and understand the online community. This is a space where you can constantly evolve and showcase the latest around your brand. By understanding what you can do better and how you can take advantage of this space, you can push your brand to the next level and really wow your clients and customers in the long run.

6. Research competition and industry leaders

Virtual trade shows can be a great opportunity to research your competition. Get a feel of other brands showcasing and understand what they are doing with their marketing. You can take note of any other promotion tactics they are using and what their customers are enjoying about their booth. This is an advantage for you to make sure you are providing better offerings to your customers. By learning about your competitors you can proactively try to take charge of the market.

7. Analytics and reporting

Gathering analytics is one of the best advantages of exhibiting virtually. By looking at who downloaded your brochures, what part of the booth most attendees were engaged at and what the audience was captivated by will help you get to know your clients and customers better. Making reports and noting the numbers and other feedback will be invaluable to your organization.

Exhibit at a Virtual Trade Show

Markets and businesses are constantly evolving and it's important now more than ever to jump on the best way for your business to expand and thrive. There are so many benefits to exhibiting at a virtual trade show. Not only will your brand benefit from the virtual booth but you can come out with so many more connections and opportunities to expand your business! Virtual trade shows have been a great way to increase the exposure of brands. The virtual element has only allowed for a wider reach and more opportunities for growth and visibility.

Need help designing your first virtual event? To further get inspired with virtual events, here's how you can make money while hosting a virtual event. We even have a guide to hosting successful virtual and hybrid events.

virtual clinic virtual event

There are so many things to consider when planning a virtual event. From choosing the right platform to putting together the content to establishing engagement opportunities. Everything that is planned needs to be set up for success. Therefore, hosting a virtual event comes with a lot of responsibility and strategic planning before launch. As you focus on how you will make a profit and ensure your guests will be engaged throughout the event, you may stumble upon certain obstacles and uncertainty during the planning stages.

If this is your first time planning a virtual event, keep in mind that this will be different from a regular event. It's important to do your research and figure out every aspect of the event before making decisions. To make your planning process a little easier, we have come up with the top mistakes you might want to avoid when hosting your virtual event. Trust us, these tips will come in handy.

5 Important Mistakes to Avoid When Hosting a Virtual Event

Mistakes happen and for the most part, they are a normal part of the planning process. Mistakes enable you to learn from your errors and do better next time. However, here are some common mistakes made in the past that you can look out for to ensure your event runs smoothly.

1. Not scheduling time for a rehearsal

This is one of the biggest mistakes you can make when planning your virtual event. Why? Because as much as we love technology, it can sometimes fail us when we need it the most. Make sure you do your due diligence when it comes to testing out all your equipment such as audio, visuals, speakers and gamification features. You need to also have your guest speakers test out their equipment. Everyone should feel prepared before the event is live.

It's a good idea to have a rehearsal of the event to ensure that everything will run smoothly on the actual day. Taking this necessary step will not only make sure you have a successful event but will also give you peace of mind knowing you did a complete run through. This is your opportunity to catch any issues and find anything that is out of place before the launch.

2. Choosing the wrong platform for the virtual event

Every virtual event is unique. Depending on what you’re offering to your attendees, you need to choose the right platform for your event. This could mean taking some extra time to evaluate different platforms and find the one that truly suits all your needs. If you're trying to have a networking event, you need to make sure there are networking capabilities that come with the platform.

You also need to ensure the platform you choose can deliver everything from integrating social media, to clear audio and video streams and anything else related to your event. Have a look at our features and benefits to get an even better idea of the type of features you need to enhance your event.

3. Not timing out sessions and speaking events

People don’t have long attention spans. It’s important to keep this in mind to ensure that people don’t get bored and log off in the middle of your event. Remember, attendees will be logging on from their screens and they can switch off their devices whenever they want. Some helpful tips include keeping guest speaker sessions and other webinars to 20 minutes. Shorter presentations will have more engagement unless it needs to be long for educational purposes. Sessions should be timed and include an agenda for people to follow and stay on track with.

virtual event lobby

4. Not focusing on networking and engagement

Networking is one of the main reasons many people attend big events and conferences. While in-person events are slowly coming back, virtual events are still a more accessible way to continue to network easily. You need to ensure that attendees will get the networking and engagement opportunities during the event. A few ways to do this is by incorporating breakout rooms, live Q/As, polls, social media and other participation opportunities. Encourage your audience to participate on social media. Have contents with leaderboards to get attendees engaged and want to compete with each other. The goal is to keep attendees immersed in the conference at all times.

5. Forgetting about sponsors

Sponsors are not only valuable to you but are also valuable to your attendees! Take the time to choose the right sponsors for the event and get them involved in the early stages of the planning process. Not only will they help fund your event but they will also help in creating buzz and engagement around your event. For example, your sponsors could put together a swag bag for attendees that will get them excited about attending the event.

It’s important to do your research and pick the right sponsors for your event. Sponsors need to be related to your event to keep your audience's interest. Additionally, sponsors need provide value to you and your attendees even after the event is over, therefore picking sponsors that align with your brand is important.

The Virtual Event Should Provide Value to Attendees

We hope by acknowledging these mistakes you will be able to stay on top of your planning process to make sure that your event will run as smoothly as possible. You need to make sure your audience will feel like they really took away valuable insights and were able to network with their peers at the event.

event information center

As most conferences and events have moved online and are probably going to be hybrid as we move forward, networking can get a little tricky when you’re trying to engage and interact with event attendees through a screen. Networking is one of the main reasons we go to conferences in the first place. Business conferences and other events are a great way to meet industry leaders and interact with peers in your field. As events start changing with in-person and virtual attendees, how do we network to ensure we meet with everyone we wanted to learn from?

While we can’t start up a conversation with the person sitting next to us as virtual attendees, there are many ways to successfully network and get a conversation started when attending a conference virtually.

Top Tips for Navigating a Virtual Event Successfully

networking at an event

Unsure about how to network successfully at a virtual event or conference? We've rounded up our top suggestions to successfully network with your peers.

1. Establish your networking goals

You need to set networking goals and create a plan on how you will network with your peers during the event. This is a great way to ensure that you reach out to everyone on your list and meet your overall networking objectives. A great way to create your networking plan is to research other attendees' profiles. Check attendees out on social media to understand more of their background and how you can have a meaningful conversation. Having these set goals will help you establish what you’re looking for and how you will achieve your connections during the event.

2. Create a strong attendee profile 

Just like you will be looking up other attendees and speakers, other people will also be trying to look you up as a possible connection. Use this as a chance to flush out your profile with all the necessary information that will help you stand out. This is your time to show off your credibility in the field and how you can establish yourself as a valuable network.

Some ideas include linking your website and social media profiles. Even have your portfolio on there for others to see all your work. Additionally, try to add a picture so attendees will be able to get familiar with who you are before attending the event.

3. Reach out and introduce yourself!

Don’t be shy! Go ahead and introduce yourself to the attendees. You can do this by sharing who you are, a little bit of your background and what you do professionally. Depending on where the conversation goes, talk about your hobbies and other fun elements about yourself. When establishing a connection you need to gauge the ambiance and figure out the tone you want to set for the introduction. This will be great way for people to get comfortable with you and start a conversation at the event. 

Conference room for virtual meetings

4. Leverage social media

Speaking of social media, use your platform to share conference news and information. Share your updates on attendance and what you are looking forward to at the event. This could be what speakers you will be listening to or participating in chat rooms. Use event hashtags provided and start a conversation around the event to engage other speakers and attendees.

Remember, you are trying to network and social media can help you create connections before the event even starts! Additionally, make sure to share follow-up posts after the event to continue the conversation even after the event.

5. Participate in real-time messaging 

Depending on what the event offers, try to participate in the live polls, Q/A and other live chats when you can. Participating in these offerings is an easy way to chat with other attendees, ask questions and stay engaged during the conference. Some events offer leadership boards and the ability to collect points during the event. This is a great way encourage more participation so use this as an opportunity to network.

Make sure to leverage all the networking options to make the most out of the event. If your goal is to meet the most number of people, you need to participate and engage consistently. It's also important that you share updates and information as much as you can to facilitate constant networking throughout the event.

6. Engage in breakout sessions

Breakout sessions are another great way to have thoughtful discussions with your group; This is the time to ask important questions after a segment or speaker. Take this session as an opportunity to chat with the guest speakers and also have a meaningful conversation about a topic at these sessions.

7. Follow up after the event

Conversations and networking capabilities don’t just stop at the event. To continue to establish your connections further, make sure you follow up (politely) with the people you met at the event and see how you can further help each other with business goals, etc.

Networking Opportunities Create Value

event lobby

Conferences and trade shows are extremely valuable in helping you connect with your peers. You will never know how your connection can help you in your career. From mentorship to job opportunities, networking is of great value and can open many doors.

We hope these tips will help you reach your networking goals where you come out with valuable connections after the event! If you’re new to virtual events, check out how you can make money hosting a virtual event to get inspired to create your own event.

Virtual presentation with full auditorium

We’re all starting to get a little familiar with hybrid events. Let's now master the art of designing and hosting successful hybrid events to ramp up revenue and continue to target your audience accordingly. As states start opening up, event planners are starting to figure out the best way to plan events. Virtual events have proven to have a wide reach and a great potential for revenue. Joining the virtual aspect with in-person events seems to be the best way to host events today. However, hosting hybrid events takes time and needs to be planned properly to ensure a successful outcome.

When event organizers and planners start planning hybrid events, it’s imperative to make sure everything is created and designed accordingly so that nothing is left to chance. This means testing all equipment, keeping all your attendees in mind and other extra factors that come with a hybrid event.

Do’s and don’ts of hosting hybrid events

One of the best things about research is that we can understand what works and what doesn't work. When it comes to events, each type of event is different. You need to plan accordingly and make sure you are focusing on what fits your event the best. Here are some helpful tips to ensure you have a successful hybrid event.

✓ Do: Make sure to have a solid engagement plan with ALL attendees

With hosting a hybrid event, you need to keep in mind that there are in-person attendees as well as virtual attendees. It’s important to create a plan that engages both types of audiences throughout the event.

Features such as live Q&As, polling, social media integration and other networking capabilities will help in facilitating and continuing the conversation between both parties from beginning to end.

╳ Don’t: Have too much planned that might overwhelm your audience

Scheduling breaks during the event is key to these types of events to not to overwhelm the audience. Remember, attendees will be connecting to the platform virtually and it will take them a few minutes to get used to the platform. Give them additionally time to also figure out how to navigate through the different pages and content. 

You need to give your virtual attendees the chance to figure out how to engage and navigate the platform as the event goes on. Scheduling breaks will give them the time to do so without feeling the need to quit if they get frustrated.

✓ Do: Test all content and technology before hybrid events

There’s nothing like planning everything only to find out that your audio or video platform doesn’t work when the event starts! With hybrid events, you will be using streaming platforms and other modes of technology such as mics for speakers, etc. to engage the audience. Make sure to do a test run with featured speakers and guests so that they are prepared when they go live.

Additionally, you might also need to do a test run with all the platforms and tools to ensure that they work. Additionally the sound and video quality needs to be clear as well. This is imperative to ensure that your audience will continue to enjoy the event and will stay engaged and immersed the whole time.

╳ Don’t: Forget that hybrid is not the same as in-person

This is extremely important because you need to be aware of both types of audiences. Simply placing cameras around the room to stream the event will not do it for the virtual audience. 

When planning a hybrid event, you need to create ways for the in-person attendees to be able to network with the virtual attendees, especially because networking is one of the major reasons that people attend conferences in the first place! Designing breakout rooms is a great example of how you can capture your virtual audience and keep them engaged through their screens.

virtual presentation panel

✓ Do: Plan on setting a budget for hybrid events

While hybrid events are a cost-saving option for attendees, as the host, you are planning two events. Try to be mindful of how much you are going to spend on the event to incorporate everything you want. You need to create the right budget for both the in-person and virtual aspect so you won’t get caught off-guard with costs as you plan the event.

╳ Don’t: Expect too much

Take a deep breath and let the event play out as it will. You have done all you can in planning the best event, so don’t set your expectations too high. This is especially important when it comes to the audience interacting with each other. If your event has the engagement capabilities and entertainment that is suitable for the audience, you are good to go!

✓ Do: Follow up and collect feedback

In order to improve, you need feedback. Make it a point to send out surveys or other feedback opportunities to see what your attendees liked and what could have been done better. This will be valuable information for you to continue to provide value to your clients and customers. Your next event will only be better and more successful.

╳ Don’t: Forget to use social media

Social media will be your friend and way to help you get the word out there. Put your marketing budget to good use and promote your event on social media to reach your target audience. You can create buzz on the various platforms and keep your audience engaged even before your event starts!

Have you been inspired to design your next virtual or hybrid event? Check out the Top 7 Benefits of Hosting Hybrid Events to design your very own event. 

Hybrid events have almost become the norm for businesses that host events and conferences. If the goal of your event is to create awareness and reach a wide audience - hybrid events can do just that and go above and beyond your target reach. Not only are you able to increase exposure to your brand but you can also make a lot more revenue in the long run.

Still trying to convince yourself why hosting a hybrid event is a good idea? We’re going to share with you some major benefits you and your business can gain from a hybrid event.

7 Benefits of Hosting a Hybrid Event

There are so many factors that have made hybrid events a popular way to host events. From increased engagement opportunities to making more profits, here are seven benefits your business can take advantage of.

1. Increased reach and attendance opportunity

One of the biggest advantages of a hybrid event is the large audience your event can attract. Not only do you have in-person attendees but you also have a virtual audience that can attend from anywhere. some of the major factors that deter people from attending events is the time restraints and travel costs that come with it. With hybrid events, participants have the choice to attend in person or decide to log on from their bedrooms.

Additionally, having your event streamed online allows social media sharing and videos to be shared with other potential customers. Imagine the overall reach your event and brand can have by attracting multiple customers in different avenues.

2. Improved engagement at a hybrid event

You can provide the engagement tools to boost participation and networking opportunities among audience members for your event. Gamification and social media integration is an integral part of a hybrid event that can keep your audience engaged and immersed the entire time. One of the main aspects of a conference or an event is the ability to network with peers and industry leaders. Make sure you have an easy way for attendees to interact with each other.

Examples of networking opportunities include live Q&A sessions, break-out rooms, surveys and polls, live chats and much more. Take advantage of offering multiple features that will get the audience chatting among themselves as well as with virtual participants. 

3. Reduces overall costs for attendees

With in-person conferences, there are so many costs to consider such as tickets, hotel stays and meal stipends. Sometimes, these costs factor into whether someone would want to or be able to attend an event. Additionally, companies might not have the budget to send their employees to an event. By providing the option of attending virtually, you reduce overall costs for attendees, giving them more of a chance to attend your event.

Giving your target audience the chance to attend virtually opens the doors for more attendance and the possibility of increasing exposure with your potential attendees.

virtual presentation

4. Efficient and effective data collection

Data collection is of the most valuable aspects of having a virtual audience. While you can track certain engagements and feedback from in-person attendees, by adding a virtual element you can truly track and monitor how your audience engages, where they were spending most of their time and what the most popular section of the event was.

This is vital information that can help you provide better services in the future and truly measure, analyze and understand who your audience is and what they like.

5. Flexibility and adaptability

What’s amazing about offering a hybrid event is that they are extremely flexible and adaptable to any situation. While we can’t always predict the weather correctly or control flight changes, hybrid events can be a great option for attendees to have as a backup if they are running late or even missed their flight.

On the other hand, hosts are able to continue with the event if the venue cancels on them or a physical event cannot take place for some reason. It’s a win-win for any scenario.

6. Attractive to sponsors

Sponsors love a hybrid event because they know the reach and awareness it can generate. When you find a sponsor that suits your audience and aligns with your values, you can reduce your overall costs. How? Sponsors pay you to place their ads and other marketing materials to showcase during events.

You can also have full control of this and charge accordingly to ensure that your sponsors don’t make your audience feel that they are being spammed. 

7. Fresh revenue stream

If you’re looking for a way to grow your revenue, a hybrid event is the easiest and best way to do so. Not only is this an innovative solutions for your business, by adding the hybrid element you can generate a fresh stream of revenue from your virtual participants in addition to your in-person attendees.

Hybrid events are attracting a lot of customers as people find it convenient to attend and network. Because your reach is greater, the potential for profits is also greater.

Start Planning Your Next Hybrid Event

Hybrid events will only give your company an edge. Widen your reach and give your clients and customers a new way of doing business. A great avenue for you to make more $$$ and generate new customers awaits. If you’re not sure where to start, we've got the perfect guide for you. Check out the Ultimate Guide to Planning a Successful Hybrid Event to feel inspired.

GVAS virtual conference with space theme and audience

Meet the ‘new norm’ of networking - Hybrid Events. Last year we were wowed by the possibilities and reach of virtual events and experiences. So many individuals were able to attend events globally through their screens and continued to keep connections and conferences alive among lockdown and social distancing rules. While in-person events may be coming back, you can’t deny the benefits of virtual events for business.

So, what does that mean for events moving forward? Here’s introducing hybrid events.

What is a Hybrid Event?

Let’s first chat about what a hybrid event is. A hybrid event will have a mix of virtual and in-person attendees. While there is the option for attendees to go to a venue to experience the event, they will also have the option to sign in online if they are unable to make it in person. 

Usually, travel expenses and distance are major factors for people not being able to attend conferences and events. With hybrid events, attendees have the opportunity to participate and engage in important conferences and events in the comfort of their own homes.

How to Host a Hybrid Event

panel discussion at a hybrid event

In order to host a successful hybrid event, you need to go above and beyond simply recording the in-person event and streaming it to your virtual audience. You need to make every attendee, in person or virtual, feel like they are at the event and keep them engaged throughout.

Let’s go back to the drawing board and come up with the important things you need to do and plan for in order to host a successful hybrid event that will make you money.

1. Prepare in-person attendees and speakers

One of the most important ways to ensure your event will be a success and that it will run smoothly from start to end is preparation. The tricky part of hybrid events is that not only are you meeting the needs of the people who are physically at the event but even of those who are attending virtually. This means that all the speakers, presentations, live shows, performances, and Q&A sessions need to be effective when being live-streamed. 

It's a good idea to run rehearsals with speakers and with the technology you are using for the event. This will help you fine-tune any audio and video issues that may arise. You need to make sure that everyone tuning into the event will be able to access it and also enjoy the clear streaming and audio from beginning to end.

2. Choose the right platform

Choosing the right virtual event platform is important. Every event is different and you need to find the one that suits your event needs appropriately. As you plan out your event, you need to make sure that the virtual event platform has these important features:

3. Find innovative ways for attendees to stay engaged

Remember, you are not only engaging a physical audience, but also a virtual one. Your audience could also be from all over the country or even the globe! Keeping all attendees engaged during your event will be tricky but doable if planned correctly. Make sure to encourage participants to post on social media and share their experiences on their accounts. 

Keep discussions consistent and encourage attendees to network in chat rooms and break-out rooms with the virtual audiences. Most importantly, ensure that the guest speaker is able to communicate and answer questions from the live audience as well as with the virtual participants so no one feels left out.

4. Stay flexible and open to ideas

 If 2020 taught us anything, it’s to be prepared for any issues or hiccups that might come your way. It’s important to try and stay flexible if any changes within your speakers and sponsors occur. Whether this means to have back ups or switch to a virtual presentation you should be ready for anything. You can even allow for the audience to share their opinion and ideas that could improve user experience.

Why Should You Host Hybrid Events?

virtual presentation panel

In-person conferences will start picking up again, but that doesn’t mean you should say goodbye to virtual events any time soon. Here’s why you should consider hosting hybrid events moving forward:

1. Wider reach at hybrid events

The beauty of a hybrid event is that you can reach a much wider audience. Without the physical barrier of distance and costs of hotel stays, you are able to reach attendees in different parts of the country and even the world! Additionally, people who are not able to come because of cost, time or other restrictions, have the flexibility now to attend from wherever they want to with ease, giving them more of a reason to attend overall. 

2. Ability to collect more data

The added element of virtual participants allows for extra capabilities of capturing data and analyzing patterns they exhibited during the event. This is valuable information that can help companies generate leads, audit content and understand what their audience is really looking for.

With this information, businesses will be able to improve on their offering and tailor their products and services accordingly. Imagine all the revenue your business can incur when you tailor your services exactly to your audience's tastes and preferences.

3. Increase engagement with your brand

Technology has made so much possible. Not only are we able to instantly connect with someone from across the world, but we are able to share with and reach a larger audience. Hybrid events allow you to be creative and create components for the virtual audience to contribute to and have fun with during an event.

We are also able to gain valuable feedback and other questions answered by sharing surveys and polls that make it easy for people to submit. There are so many ways for your brand to create conversations with your audience than ever before. This is extremely important to keep your customers constantly engaged and entice them to share your brand with others.

Questions To Ask Yourself When Planning Hybrid Events

planning process

When planning any event, you first need to ask yourself a few important questions in order to have a solid plan moving forward. Some important questions to ask yourself before planning a hybrid event include:

The Future of Events is Hybrid

There are so many benefits to hosting hybrid events for your business. Imagine the possibility of reaching hundreds of millions of people worldwide who can learn more about your company and build on their interest through your conferences because they can log on from anywhere!

If you’re new to planning virtual events, check out our Ultimate Guide to Planning a Virtual Event to get inspired to design your next virtual event.

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