Virtual Events

Virtual Event Best Practices: Technical & Creative Elements

Eventually Learning Team

Virtual events have become the favorite of event organizers these days. The multiple benefits of virtual events are making them more and more popular among organizations, and, of course, the COVID pandemic has leveraged their implementation further in 2021. However, we cannot replace the in-person event sensation. But with the right ideas and technology implementation, one can make the virtual events memorable.

As you have landed on this page to search about the virtual event best practices, we will not discuss what a virtual event is and what the various types are. We all know that webinars, online meetings, video conferences, on-demand workshops and classes are examples of virtual events. Every gathering that you attend from the comfort of your home desk comes under the umbrella of a virtual event. By 2022 almost all professionals in the world will be comfortable with virtual events because of the pandemic.

However, many event organizers are still looking forward to making their virtual event exciting and engaging. Here, we will put some serious thought into making your virtual event fun. So, let's get to it.

1. Technical Virtual Event Elements

In this segment, we will present the different technical aspects of the virtual event. These aspects need to work out well in order to have a successful, virtual event.

1.1 Check Event Topic Suitability

First of all, determine whether the event topic or idea is suitable for the virtual event concept or not. This factor is an essential part while planning for a virtual event. You can't have a webinar or workshop on something that requires attendees to use stuff that they do not possess. So, make sure your event subject is suitable for the virtual event concept.

1.2 Decide Event Agenda

Once you are sure that the event topic is suitable for virtual events, decide on the event agenda and work it out on a virtual event planner. We all are familiar with the features of virtual events, and the correct use of these features will deliver virtual event success.

1.3 Choose the Correct Virtual Event Platform

Choose the right, familiar and common virtual event platform. Don't be a high-tech event organizer in a situation where attendees would find it difficult to connect to the event. Use some common, virtual event platforms such as Facebook Live or Zoom. These are easy-to-use, with many features, including integration with Facebook and YouTube. Interactive tools like chat features, are also prime components. Furthermore, Q&A polling, virtual hand raising and screen sharing are some of the best features we find on these popular, virtual event platforms.

1.4 Verify All Technical Aspects Before the Event

Always be ready from a technical perspective for your virtual event. It is vital to deliver an uninterrupted virtual experience. Test the video and audio functions. Use a good quality camera and microphone. Be sure to choose their placement strategically and with great care. The most important aspect of tech-readiness is connection; make sure you have a strong internet connection that will continue for the duration of the virtual event without any obstacles.

It is critical that the technical, virtual event elements, such as those mentioned above, be checked before the event. Every event organizer wants their audiences or attendees to connect, engage and resonate with the speaker(s) throughout the session. These technical elements make that possible.

2. Creative Virtual Event Elements

In this segment, we will see some best practices for virtual events with a creative touch. These strategies help the event organizer to connect with the attendees.

2.1 Understand Event Audience

Understanding the event audience is the primary task of any event organizer or speaker of the event. Once you understand why the attendees are there and have a perception of their expectations for the event, you will be able to deliver on these needs. Likewise, you will better understand the attendee psychology, their interests and their responses during the event. This strategy should help you carry out the event more fluidly and as per the tune of the attendee.

Following some of the latest event trends, say what the attendees want to hear, never lose your train of thought or abruptly change from one subject to another. Stick to the event topic; this is what lured the attendees to the event. Deliver to the attendees' expectations. Once you understand what to deliver, you have already won over half of the audience. Understand the audience's technological literacy, their typical activity on social media and their industry interest. All these elements will help you plan the event and engage the attendees.

Let's continue to explore some creative, virtual event best practices that will make an event memorable.

2.2 Define the Event Layout

Hire a professional, virtual event planner who can help you outline your event. Like in-person events, virtual events need a plan and a step-by-step approach. The virtual event plan may include the introduction, any during-event content or activities, and the conclusion or “wrapping up” of the virtual event. Everything must flow and should entertain the attendees.

The event must be a unique experience for the attendees; hence, always have excellent, virtual event planners who will prepare a plan to keep the attendees engaged throughout the event.

2.3 Hire a Professional Speaker

it is a virtual event, then the speaker becomes the center of attention. He/she is the one who is going to make all the ideas/plans for the occasion into realities. Hiring a professional speaker for a virtual event is a critical factor in virtual event success.

Always have a mock virtual event to test out any technical and creative elements before the final virtual event. This step will help you to explore the speaker's event hosting skills. Take this opportunity to train the speaker for any unexpected moments. The best safeguard is to hire two hosts to balance any surprising occurrences during the virtual event.

2.4 Propose Event Ticket Offers

Offering some free or discounted event tickets would be a good idea. You can also collaborate with the event sponsors and provide a free service or some freebies, in the form of promotional gifts, to the event attendees. This idea will encourage the target audience to attend the event, and they may brag your event up, leading to the recruitment of more audience members. For virtual events, you can provide vouchers or some bonus material to the early birds.

2.5 Use Latest Technology

Technology can transform a virtual event from ordinary to extraordinary, so take advantage of innovations like AR (Augmented Reality) or VR (Virtual Reality). These will give a boost to the experience, and the attendees can explore the products or services through the virtual event platforms.

In addition, you can plan some games or fun activities to break up the more serious parts of the event. This way, you can keep the attendees engaged and refreshed throughout the session.

2.6 Build Visual Memories

Recent studies have concluded that visual content creates more curiosity and helps the viewers to become engaged quickly. Use visual content such as presentation videos, use cases, and visual storytelling during the event along with speech and text. It is the best way to reach the minds of the attendees. It will also help the attendees to become connected with the topic.

2.7 Be Interactive with the Attendees

Don't be a speaker who is just delivering the session content--always host an interactive session. This attendee involvement in the virtual event will increase the session energy. It is even more critical for virtual events where chances of getting distracted from the event are abundant. Give the attendees opportunities to share their thoughts before, during and after the event.

2.8 Provide Effortless Accessibility

Easy accessibility is the another important aspect of virtual events. Always have a link available and accessible before the event time for all interested attendees. You can send the link in their email ids, where it will be available to everyone. A final reminder email for the event is the best tool for a virtual event access link. You can also provide tips on attending the virtual event with a step-by-step guide in the final reminder mail itself.

2.9 Practice Event Engagement Tools

The attendee count measures the success of any event. To pull more attendees to the event, you must have a good, event-attendee engagement plan. This plan must work for the three phases of the event, i.e., pre-event, event, and post-event.

Use some of the latest audience engagement tools such as chat tools, group discussions, surveys, online polls, etc. These tools will keep the audience connected throughout your event.

All the above elements are necessary to make the virtual event enjoyable, uninterrupted and memorable. In addition, keep an eye out for good sponsors looking to promote their products/services and those who are in search of opportunities with virtual events.

Conclusion

Making the virtual event enjoyable will move the event one step forward toward success. You must try various elements to engage the attendees for virtual events. Innovative ideas for events always reach the heart of event attendees and sponsors. So, try to make your virtual conference unique by using state-of-the-art features.

FAQs

1. How do you make a good virtual event?

Trying out the best virtual event strategies and checking out all the technical aspects before the event will help to make it a mic-dropper. By choosing the right, professional speaker to make the event enjoyable and by hiring a professional virtual event planner to give your event a professional touch, you will be sure to have planned a successful event.

2. What is the best virtual event platform?

The best platform is one that allows the attendees to join it from anywhere as well as allowing dynamic content interaction with the attendees. It must have group networking, live chats, private messaging and ticket registration integration features.

3. What are the strengths of the virtual event?

Virtual events are the best option for businesses with a limited budget. They are considered the best, less-expensive option for organizing events from the organizer and the attendee points-of-view. They allow the attendee to experience the event from any corner of the world without much hassle. They are a flexible, suitable and popular event organizing option for 2021 and beyond.

4. What are the types of virtual events?

There are different types of virtual events. The event may be an official conference, a meeting, a summit or an industry gathering. It can be a trade show, live performance, workshop, webinar, seminar or private group event. We categorize virtual events as per the size, type and context of the event. It can be personal, corporate, or charitable.

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