Hosting a Virtual Event

Hosting a Virtual Event

Hosting a successful virtual event is a great way to bring people together from all around the world. Virtual events can provide an engaging and enjoyable experience, whether for a business conference or an executive leadership announcement. But it can be challenging to ensure your virtual event is successful. That’s why we’ve put together this list of tips to help you host a successful virtual event. So read on to learn how to make the most of your virtual gathering!

Successful Virtual Events Begin With A Clear Purpose

The best way to ensure you are hosting a successful virtual event is to have a clear purpose. A clear purpose helps you stay focused and ensure your event reaches your goals. Start by asking yourself why you’re hosting the event in the first place. For example, are you trying to increase reach, lower cost, save time, collect better data or track engagement? Next, identifying your main goal for the event will help guide you as you plan and promote it. Once you know your primary goal, determine how you’ll measure success and set specific objectives that you can use to track progress along the way. A clear purpose and measurable objectives will help ensure that you host a successful virtual event.

Successful Virtual Events Are Enjoyable

When hosting a virtual event, it is essential to keep the duration of your event short and sweet. The recommended time of a virtual event is less than four hours, with webinars lasting between 30 and 60 minutes. This is because attention spans can be shorter in an online environment, so keeping the event engaging and focused is essential. Furthermore, breaking up the day into smaller chunks can help ensure that audiences remain engaged throughout the event. For instance, if you’re hosting a virtual conference, you could break it up into morning and afternoon sessions. This allows you to cover more topics without exhausting your audience.

Virtual Event Production Team

Virtual Event Production Team

Hosting A Successful Virtual Event Requires the Right Production Tools

Having the right tools for your event is essential for ensuring a successful hybrid or virtual event. A professional virtual event production company will be able to provide the design, audio/visual production, content streaming, and other services necessary for the success of your event. They will be able to advise you on the best type of tools to use to achieve the desired outcome. This could include video conferencing tools, streaming services, interactive elements, and more. You should also consider not only live segments of your virtual event but pre-recorded presentations as well. Presenting virtually is very different from onstage, and this gives the virtual event production company the opportunity to insure your presenters can effectively communicate the intended message allowing for multiple takes and edits.

Hire A Experienced Virtual Event Production Company

An experienced virtual event production company will also be able to manage and monitor the technical aspects of your event, such as sound levels, video quality, and audience interaction. Having a team with the right level of expertise on hand will help you create a smooth, seamless event that resonates with all of your attendees.  Additionally, make sure to select user-friendly technologies and allow guests an easy way to join, navigate the platform, and interact with one another during the session.

Click here to learn how the production team at The Studio by The Special Event Company can create an entertaining atmosphere during virtual events and keep attendees engaged through exciting conversations and activities.

Promote, Promote, Promote

When it comes to virtual event marketing, your biggest challenge is getting the word out promptly. In addition, you need to ensure you’re promoting your virtual event enough to create a buzz but not so much that people become tired of hearing about it. The key is to promote your virtual event strategically and often. Use online and offline marketing tactics, including email, social media, blog posts, direct mail, ads, etc. Make sure to keep all of your messaging consistent and engaging.

Once you have launched your initial promotional campaign, keep the momentum going by continuing to remind people about your upcoming virtual event. It’s best to send out reminders a few days before the event date. This will help ensure that as many people as possible attend your virtual event.

Make sure to leverage any press coverage you can get for your event by creating press releases and distributing them through the appropriate channels. It would help if you also considered regularly posting content on social media sites like Twitter, Instagram, and LinkedIn to stay on top of mind with potential attendees.

Promoting your virtual event is the key to its success. By implementing a comprehensive marketing strategy incorporating online and offline tactics, you’ll be well on your way to hosting a successful virtual event.

Get Creative With Your Content

One of the best ways to make your virtual event memorable and engaging is by getting creative with your content. From using different interactive elements to implementing visual aids, there are plenty of ways to bring life to your virtual event.

Using Interactive Elements:

Interactive elements are a great way to engage your audience and keep them actively participating in your event. Consider incorporating polls, Q&A sessions, real-time surveys, and other interactive activities.

Using Visual Aids:

Visual aids are a vital part of any event, especially when it comes to virtual events. Visuals significantly impact how your audience engages with and remembers your event. Consider adding videos, infographics, or other visuals to your presentation to make it more engaging. Additionally, you can use video conferencing tools like Zoom or Microsoft Teams to create interesting breakout sessions that allow participants to discuss ideas.

By utilizing interactive elements, visuals, and live streaming, you can ensure that your audience has an enjoyable experience and stays engaged throughout the event.

Interact With Your Audience

Interactive Virtual Events

Interactive Virtual Events

Interacting with your audience is the key to making a virtual event a success. One of the best ways to do this is to use the tools available in your video conferencing platform, such as chat boxes, reactions, “raising hands” features, polls, and breakout rooms. Conducting virtual icebreaker activities or having live performances or an emcee can also help engage your audience.

For example, after a more extensive speaker session on a topic, you can split up attendees and move them into different breakout rooms to allow for more personal conversations. This will not only provide more opportunities for dialogue, but it can also create a sense of community among attendees. Additionally, having a live Q&A session can be a great way to respond to questions from your audience, enabling further engagement and ensuring that no one feels left out of the conversation.

Follow Up After The Virtual Event

It’s important to remember that even after the event is over, you should stay in touch with attendees. You want them to remain engaged and remember your event. Follow up with attendees by sending personalized emails that include a link to download materials they may have missed or didn’t have the chance to participate. Or better yet, provide on-demand videos from parts of the event, or additional videos from speakers with extra content that was not a part of the virtual event to keep them engaged. Keep the conversation going by sending additional offers and invitations to related events.

Provide incentives to entice people to attend future events or become leads, such as discounts or access to exclusive resources. In addition, it’s essential to encourage people to follow up with any conversations that started during the event and give them a way to stay connected.

Connect with attendees on social media and show appreciation for their participation. You can also engage with them through comments, likes, shares and other content.

You can turn attendees into leads by providing a tremendous virtual event experience and staying connected afterward. Ensure you’re following up after the event and connecting with attendees, so they remain engaged with your brand and keep coming back for more.

Lee Branscome Director of Business Development

Host A Successful Virtual Event In Our Studio

The Studio will fulfill your all of your filming and broadcast needs. Our state-of-the-art, versatile and customizable studio space is located just outside Raleigh, minutes from the Research Triangle Park (RTP) and available to clients throughout the country.

For additional information or to set up a studio tour, contact:
Lee Branscome