As the name implies, virtual events are the events that are held online. These events come in various forms, depending on what their purpose is. For instance, they can come in the form of live streams, invite-only webinars, informal social media events, or online conferences.
Many virtual event companies hold these events using online platforms like Clubhouse, Instagram, or Twitter. Those platforms allow users to connect with their audience through voice call or video chat. Virtual event companies also make use of event platforms that are made specially for conferencing and webinars.
If you are considering hosting this type of event, most virtual event companies would recommend the following tips:
Set clear goals from the very beginning.
Before you plan the agenda of your virtual event or choose the best virtual event platform, you need to first figure out what the purpose of the event is. It is also important that you set smart and realistic goals. It is also important that everyone involved in the project understands what you are trying to achieve.
Pick the right platform for your virtual event.
Nowadays, there are several platforms that have great features—from advanced moderation tools to co-hosting with other companies or organizations. Don’t jump into the most popular option available. Rather, choose one that would best suit your purpose and what you are trying to achieve.
Choose the right time for your event.
When deciding on the right time for the event, take into consideration the number of people attending the event and the different time zones. You need to also remember that different countries follow different holiday schedules. Another consideration is you need to decide how much time you will need for the Q&A.
Promote your virtual event accordingly.
Don’t expect your target audience to come to you or know about your event from out of the blue. Make sure you plan how to promote your virtual event and that you promote it heavily. This is important so those who would like to participate can plan in advance and they can factor your event into their schedules.
Create an agenda that includes timeframes and speakers.
The last thing you want is to make your attendees wait for a long time for the speakers or for the next. In line with this, make sure you have the important aspects covered, especially the timeframes and the speakers. It is also ideal that you provide a clear agenda with all the timings marked clearly. Include relevant links as well.
Ensure you have event moderators.
To ensure the success of your event, make sure you have enough moderators available. Moderators are important so things won’t get out of control. Keep in mind that at times, not everyone is as patient and as polite online as they are in real life so that’s something you should always consider.
Prepare to troubleshoot.
When planning your virtual event, you need to consider using more than just one platform. This is something you should not overlook as you need to have a backup in case the primary platform experiences technical difficulties or glitches. Having another option can make it easy for you to switch and continue the event as planned.
Send out a post-event follow-up.
After the event, make sure you communicate with the participants and let them know how they can get access to the event recordings. Sending a follow-up and providing them easy access to the recording can go a long way towards ensuring they would be enticed to join you again the next time around.