Although there will always be a place for in-person interaction, there are times when your event programme requires going virtual. However, how do you transform a multi-day conference that offers plenty of chances for networking, educational opportunities, and the attendee insights they produce into virtual events? The same care and consideration must be given to hosting a virtual event as an actual one. In both situations, you need to develop an event strategy to market the event successfully, engage your audience, produce memorable experiences for attendees, and demonstrate event success.
Continue reading to learn more about what a Soundings Connect virtual event planner does and how to organise your virtual event successfully.
What is a virtual event?
You've participated in an online webinar, watched a workout video on demand, or joined a meeting via video conferencing software. You might have even sat at your desk and listened to a conference. All of these are instances of virtual events. Virtual events occur online, with attendees participating virtually rather than in person.
Types of virtual events
- Conferences
Conferences typically occur in real-time and may or may not provide access to recorded sessions online later.
- Webinars
These are conducted either individually or in a series that revolves around a single subject. They are instructional and how-to-focused.
- Hybrid internal events
Internal hybrid events stream a live, in-person gathering of your brand's partners and staff.
- Hybrid external events
Live-streaming physical gatherings with clients, attendees, and other participants from outside your company are known as external hybrid events.
Why should you host a virtual event?
A virtual event will enable you to invite people who would not typically be able to attend due to physical limitations, hectic schedules, or financial constraints. They save money because a physical event space is unnecessary, providing hosts with many wonderful chances to gather useful information about their audience.
Virtual live elements to be considered
The foundation of a virtual event is content, attendee engagement, and data. It will be crucial to consider the website that hosts the agenda and content, as well as the connectivity and quality of the video production. Live and pre-recorded content should be mixed in a virtual event. A virtual event is made up of the following components:
- Event registration on the event website
- Actual presentation material
- One-way, live audio and video
- Discussion and response
- A Live poll
- Taking notes and favourite slides
- Interactive video conferencing with pre-recorded content
- Feedback forms
How to host virtual events?
You've decided whether you need or want to organise a virtual event. What is your process, then? The event planning process is very similar to other event planning processes. When organising a virtual event, you should put yourself in the attendees' position just as you would when organising a physical event.
For virtual events, you shouldn't keep participants seated for longer than two hours at a time. To create and execute a fantastic event, use your standard planning strategies. Even though virtual events may not feel the same, the more you treat them like real events, the better.
Summing up