Virtual event

Did you know the world's largest virtual event happened in April 2020?

In the midst of a global lockdown, 12,500 professionals met together virtually to celebrate Global Meetings Industry Day. During the 30-minute presentation, 8,800 participants engaged in a question-and-answer discussion.

If you're hosting a virtual event, it probably won't be the same size or scope as the GMID conference. Still, any online event requires careful consideration and planning.

In this post, we'll reveal 8 expert tips for virtual event planning. Read on for your complete guide to being a virtual event host!

1. Match Your Goals to the Format

Technology has come a long way since the first webcam streamed a pot of coffee back in 1993. Now you can host a webinar, question-and-answer session, product demonstration, or a discussion by a panel of experts.

Your end goals will determine the best format for your virtual event. To help you narrow your choices, consider:

  • What type of experience do you want attendees to have?
  • How much interaction should be possible?
  • Will the event be live, on-demand, or both?
  • Will the event be free and open to anyone, or will it require registration?
  • Do you plan to track KPIs or other important data?
  • What's your call to action at the event's end?

Once you've defined your goals, you're ready to enter the planning phase.

2. Incorporate Your Brand

You'll want to include your corporate branding through every phase of the event, from the invitations and advertisements to the event itself.

A great way to get people excited about your company is to include a branded item with their registration. This could be a customised hand band featuring your brand's tagline or another promotional product.

As an example, do you want to convey that your business is eco friendly? A natural bamboo fibre wristband is a keepsake your attendees will love.

Whatever promotional item you choose, encourage attendees to wear it or use during the virtual event. This will help everyone feel connected to the event (and your brand) no matter where they're located.

3. Choose Your Platform

You have a lot of event platform options to choose from, but the best one for you will depend on the nature of your event.

Zoom, Webex, Adobe Connect, and GoToWebinar are among the most popular ones. To help narrow your selection, consider:

  • The type of event
  • Engagement tools
  • Accessibility features
  • Reporting metrics
  • Quality of design offerings
  • Ease of use
  • Third-party plug-ins
  • Your budget

If one platform doesn't have the options you need or want, keep looking. Don't sacrifice quality for price or you (and your attendees) will be disappointed with the end product.

4. Select the Right Time

Planning a virtual event for 50 people in your city is easier than hosting a worldwide event. Regardless of the event type, make sure there aren't any holidays or major events that could impact attendance.

If you're going global, pick a time that works for your customer base as possible. Check analytics to see when your community is typically online or, even better, post a poll on social media about preferred times and dates.

You might also consider a series of events for different time zones. Whatever you choose to do, you should make the content available afterwards for those who couldn't attend.

5. Promote Your Virtual Event

Now that you're clear on the details, it's time to start spreading the word about your event.

If you have a direct mailing list, start there. Attract people to your event by emphasizing its value, whether it's learning a new skill or networking opportunities.

Next, broadcast the details across your social media channels. Create a Facebook event and add an event countdown on Instagram Stories. Share an event hashtag and make it easy to sign up by always including a link to the registration form.

If one of your speakers is a digital influencer, give them the details they need to promote the event. You might also consider LinkedIn's InMail ads rather than impersonal sponsored posts.

 

6. Pick a Dynamic Host or MC

Your host will make or break the presentation, so choose wisely. It could be a staff member who's skilled at presenting, or you may choose to hire one or more professional speakers.

Whoever you select, they should be comfortable speaking to a remote audience. They should be able to skillfully answers questions and move through a mix of presentation elements (PowerPoint, video, etc). They should also be able to react fast and keep everyone's attention if a technical problem arises.

 

It can also strengthen the presentation to have two hosts who interact with each other as well as the audience. Bonus points if they have a great rapport and can respond to each other's one-liners.

7. Get Your Attendees Involved

You might not achieve the same level of engagement as you would at an in-person event, but there are still plenty of ways to get everyone involved.

Here are a few suggestions to consider:

  • Invite viewers to ask a question in the comments or chatbox.
  • Ask viewers to participate in a quiz or poll.
  • Encourage live tweeting and social media shares.
  • Take requests or suggestions.
  • Do shoutouts as people participate or log in.
  • Ask for feedback at the end of the event.

Before you ask for the audience to submit questions or comments, make sure you've assigned someone to moderate and respond.

 

8. Test (And Test Again)

No matter how thoroughly you prepare, there's no substitute for practice. Arrange several tests to ensure your viewers can log in and see and hear your speakers without any technical glitches.

You should also factor in that people will be logging in from desktop computers as well as mobile devices. Make sure your presentation appears correctly in both formats.

Finally, remember that internet speed is different from country to country or even city to city. Try to strike a balance between rich content and ease of viewing so all your attendees have an optimal experience.

Your Virtual Event Will Be a Smashing Success!

Hosting a virtual event may seem overwhelming, but you can rise to the challenge.

Bookmark this list of event hosting tips so you can refer back to it during the planning process. If you do, there's no reason you can't host a successful online event.

Are you ready to order custom wristbands or other branded items for your upcoming event? Click here to view our complete line of promotional products.