This year has taught us a number of things about the digital world and hosting events. While virtual events have been around for some time, they have become widely popular since the pandemic.
One of the exciting aspects about face-to-face gatherings pre-Covid were the spontaneous travel itineraries, conversations in hallways and drinks with like-minded people. Now, that has been exchanged for a cosy spot in our homes.
The digital environment has meant brands are now tasked with creating engaging, visually interesting content while delivering an authentic message. It has also presented a whole new opportunity for engaging audiences around the world by cutting budgets and dealing with the social distancing element head on.
Virtual events will likely be a regular occurrence post-pandemic.Here are a few tips to help you kickstart your first virtual event with a remote audience.
1. Create an effective plan
Whether big or small, offline or online, every event needs a strategy. Always begin with a key goal and concept, then take it from there. The earlier you can get planning, the better.
Before hosting a virtual event, ask yourself a few questions that include: What kind of experience do you hope to deliver?Will the event be live, on-demand, or both? When is the best time for the event? Will you require event registration?How will you promote the event?Does it need press coverage? Will people still have access to the event once it’s over?
2. Running a successful virtual event goes beyond just coordinating it
Managing virtual events goes beyond just planning it. It requires a different set of skills such as ensuring all content is visually appealing and dealing with any tech challenges you will face on the day.
An event planner needs to change their mindset when it comes to producing an online event. Like a TV programme, the planner has to become a producer, making a programme – not running an event.
Watching a news programme or an online talk show will help you see the techniques used to keep viewers. You can adopt some of their tricks and tips and replicate them for your virtual event.
3. Visualising skills
Visualising what an event will look like is important.Spend some time understanding the critical aspects of your event. Once you have your goals and a clear understanding of the event, then start creating the experience virtually.
Being able to visualise how activities could work virtually is key. If they are not going to work, then alternatives need to be found. Remember, you can never do too much testing. The user experience has to be checked on different devices and different web browsers to ensure your guests get the desired experience.
4. Determine the key selling points your event has to offer attendees
Getting people involved and talking about your event during all stages leading up to it can be a challenge but generating buzz is a good thing. It creates interest, awareness and sparks discussions. So where do you begin?
Social media can help drive publicity for your event – and it doesn’t stop there. Host an informal Ask Me Anything (AMA) on social media. Invite speakers or artists to give a ‘sneak peek’ talk or performance before the event.
Share details about your event on different platforms. It will give you the opportunity to reach out and connect with your potential attendees. Create value for them through your marketing and give them an experience worth talking about.
5. Encourage engagement on the day
In a virtual setting, your content is your event. Powerful keynotes and engaging sessions tailored for your attendees is critical.
Consider creating opportunities for engagement, this could include asking your audience to submit questions in the comments section or through a chat tool. Chances are, the people who ask questions are going to stick around to see if they get answered. Make sure you have a moderator assigned to the task.
Ask people to participate in polls or quizzes. Encourage live tweeting or simply shoutout names as people tune in. Have a survey ready for the end of the event.
Finally...
Virtual events are held for the same reasons as in-person events: to deliver your company’s message, drive leads and build loyalty and value.Virtual events give your audience the flexibility to experience your brand and products from anywhere.
Adding virtual events as a key digital strategy is a good idea. While we know that they do not hold the same power as face-to-face interactions, they are the future. The real key to the success of any event is being able to innovate.
Virtual events allow you to try something different, spontaneous and creative. It is also an opportunity to take advantage of the possibilities that technology is continually coming up with.