There are so many things to consider when planning a virtual event. From designing the platform to putting together the content and engagement opportunities to ensuring you are set up for success, 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.
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.
Mistakes happen and for the most part, they are a normal part of the process where you learn from your errors and do better next time. However, here are some common mistakes made in the past that you should look out for to ensure your event runs smoothly.
This is one of the biggest mistakes you can make when planning your virtual event 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 products such as your audio, visuals, speakers, gamification features, etc. Make sure you also have your speakers test out their equipment and have a rehearsal of the event to ensure that everything will run smoothly on the actual day of the event.
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 and caught anything missing or out of place before the launch.
Every event is unique and 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 and can deliver everything from integrating social media, to clear audio and video streams and anything else related to your event.
People don’t have long attention spans and 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. Keep speaker sessions and other webinars to 20 minutes – unless it truly is a longer presentation that needs to go over for educational purposes. Sessions should be timed and have an agenda for people to follow and stay on track with.
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 an easier and more accessible way to continue to connect easily and you need to ensure that attendees will get the networking and engagement opportunities during the event. Make sure to incorporate breakout rooms, live Q/As, polls, social media and other participation opportunities to keep attendees immersed in the conference.
Sponsors are not only valuable to you but could also be 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 especially ones that are related to your event will provide value to you and your attendees even after the event is over.
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 and your audience will feel like they really took away valuable insights and networking opportunities from attending the event.
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