Tips For Hosting Your Virtual Event

Published on 14 Feb 2022

Virtual Event

Before the epidemic, virtual business gatherings were gaining popularity. However, Covid-19 and the ensuing lockdowns have resulted in a record number of virtual events.

Indeed, a poll of marketers indicated that 40% of their events would be virtual by 2022.

Given this statistic, organizations must understand how to conduct a successful virtual event. If this is your first time presenting a virtual event, continue reading to uncover a selection of helpful hints and recommendations.

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What Does A Virtual Event Entail?

A virtual event takes place entirely online. They may be held in casual social media events, such as AMA sessions or live-tweeting, online conferences that require paid admission, publicly accessible live streams, or invite-only webinars, depending on the aim of the invite.

Virtual events are often held on online platforms like Clubhouse, Twitter, and Instagram, which let you communicate with your audience via audio call or video chat.

There are a variety of advantages to virtual events, including the absence of related fees and the convenience of hosting an event from the comfort of your own home.

Ensure The Success Of Your First Virtual Event?

Now that you understand what a virtual event is, let's look at some of the numerous ways you may ensure the success of your event:

Establish clear goals

There is only one place to begin, and that is by outlining your virtual event's aims and objectives. Consider setting SMART goals, which stand for Specific, Measurable, Attainable, Relevant, and Time-Based.

Once your goals and objectives have been determined, it is critical to ensure that everyone participating in the project knows what you are attempting to accomplish.

Determine the platform on which your virtual event will be hosted

Today, there are a plethora of various platforms available for holding virtual events. Take the time to choose the most appropriate option for your circumstances.

Most platforms provide a variety of features, ranging from complex moderating tools to co-hosting with other organizations, so it's critical to consider the aspects that are most relevant to you.

Additionally, we urge that you check reviews made by others to ensure that the platform you are considering runs properly and is of excellent quality.

Choose the optimal time for your event

To assure the sensation of your virtual event, you must choose the appropriate time. Bear in mind that various nations have different holiday schedules, and you must account for this when deciding the optimal time to organize your event.

You must consider the number of attendees. How many visitors do you plan to invite to the event? How much time will you need for the event? How far in advance should you notify attendees of the event?

By answering these questions and establishing these objectives, you can identify your virtual event's optimum day and time.

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Create a concise plan that includes timetables and speakers

Apart from the above-stated advice, creating a concise plan containing timelines and speakers is critical.

You don't want your virtual attendees to be kept waiting for lengthy periods. This is why you must provide a clear agenda, complete with clearly stated timings and any pertinent links, so that all participants may prepare ahead.

Invite moderators to participate in your event

Following that, you'll want to ensure that you have an adequate number of moderators on hand during the virtual event in case things spiral out of control. Nothing is more infuriating than presenting an online event only to discover that spammers have taken over the chatbox.

This is where moderators step in to keep things running smoothly. You should be able to locate moderators for your event online easily. Many individuals do this on the side of their regular jobs in order to earn some additional money and have the opportunity to join online virtual events that they would not be able to attend otherwise.

Ensure that you maintain contact with your audience throughout the event

It is critical to maintaining engagement with your participants during the event. Nobody would like to sit through an hour-long lecture with no engagement. Rather than that, you should consider the many methods by which you might engage your audience. It's time for some brainstorming!

Not only should you consider various activities that will engage everyone, but you should also urge attendees to engage in discussion with one another and with the event's presenter.

Have a contingency plan in place

Despite how well organized you are, you may be unable to prevent technological difficulties from impeding the virtual event you are holding.

If you have technical difficulties with your audio or video, you may switch to another provider. This will guarantee that your virtual event may continue. As a result, you may want to explore using several platforms.

Send follow-up communications after the event

Finally, it is critical to communicate with your attendees about what will happen after the event. For instance, you should tell them of the method through which they will be able to obtain recordings of the virtual event after it has occurred.

Apart from that, you'll want to follow up after the event to see how participants felt about the virtual event and to urge them to participate again in the future.

Finally, some remarks on successfully holding a virtual event for the first time. That concludes our discussion on how to host your first virtual event effectively. Given that businesses are more global nowadays and we need to contain the spread of a pandemic, it's easy to understand why firms prioritize virtual events.


Featured image: Virtual Events Spelled Out Using Scrabble Tiles


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