Hosting a virtual event is easier than you think!

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The events industry as we know it has faced a mass of postponements and cancellations of group gatherings over recent months. More and more of us are pivoting to virtual to host our events online. COVID-19 has no doubt played its part in putting our virtual events to the test, on what has been, an extraordinary scale. However, hosting a virtual event does not need to be daunting. Virtual meetings, conferences, and teambuilding events are easier to put together online now, than ever before.

Types of virtual event

When planning for a virtual event, you can begin by considering the different types of virtual events that you can host in 2020. There is now an array of different types of event that can be brought to life and enjoyed together online.

Virtual meetings and events can still include speakers, plenary sessions, breakouts, team building, and even a virtual coffee dock. Choose a virtual event platform that allows you to integrate with your preferred video conferencing software to enhance the overall virtual experience, while still delivering key objectives for attendees and planners.

man attending virtual event

 

What to consider when planning your virtual event

When planning the content that will be delivered via the virtual events platform, it is important to remember that attendee engagement and opportunity for networking are still at the forefront of delivery, just like a live event.

With advances in online event technology, there are multiple ways to keep your attendees engaged.

  • Online Chat Function – Allow and encourage your delegates to interact with one another in the chat section throughout your event.
  • Networking Rooms – Provide delegates with breakout rooms that can be used for video networking.
  • Q&A – Provide anonymous Q&A functionality for anyone that might be a bit shy in asking a question.
  • Live Polls – It’s not just the audience that needs the interactions, your speakers need it too. Live polls allow them to get feedback during their event on the topic they are discussing.
  • Spot Prizes – Everyone likes to get something for free, so reward your most active delegates, the best question, etc with either an online voucher or something delivered to their home.

Prepare your attendees in advance of the virtual event taking place.

Ensure they know exactly how to navigate the virtual platform.

  • Send out a ‘Pre-event’ email with joining instructions and a virtual itinerary, this can help magnify engagement from the start.
  • Have a ‘go-to’ point available within the platform during the event, such as a dedicated help desk where team members are available to assist with any issues that might arise during the event, exactly like having a registration desk onsite.
  • Never assume that all attendees will be ‘tech-savvy’ so make break instructions down and make it as user friendly as possible.
  • It is also vital to dedicate time for rehearsals, to ensure all key speakers know their cue for appearing on screen, particularly when sessions are live and of course that everyone is comfortable using any equipment if recording or broadcasting content from their own home.
  • Follow up with your attendee’s post-event, having a survey prepared and encouraging attendees to complete this survey before they log off the virtual platform is a great way for collecting feedback, ensuring, you as the planner can learn moving forward, knowing exactly how to make your next virtual event even bigger and better!

Virtual meetings and events are now an essential part of business. If you don’t move forward with this ‘new norm’, you may just get left behind. People still need to meet, explore, learn and enjoy the company of others. By going online, you open up your events to a global audience. Whether it’s searching for a short-term solution or a longer-term strategy, there is a wealth of resources and options available to go virtual, so the question is, are you ready??

Interested in learning more about our Virtual Meetings and Events Solution?