Things to remember while you setup a virtual event

Virtual events have emerged into a viable option of networking in recent years. In the current scenario, social distancing has opened newer doors for virtual event planning. Many event planners are switching to virtual events but this transition is not smooth for everyone. There are many crucial aspects to be kept in mind while you setup a virtual event.

In this article, we have covered all the DOs and DON’Ts of virtual event planning to make the transition easier for you.

DOs of Virtual event planning 

Here are some must-do things for you as you plan your next virtual event–

Repurpose your event content

• If you’re organizing a virtual conference with knowledge sessions and fruitful discussions, you can always repurpose your content.
• Repurposing the virtual event content is a great way to make more connections.
• It is helpful for those who missed attending the event because of some reason.
• If your content is valuable and it gets a boost on the right streaming platforms, it helps you market the event with no investment.

Make things simpler for your attendees

• It’s important for your virtual event to be easily accessible.
• A section of your attendees might not be digital-friendly. Thus, you can explain the process involved in virtual events during your marketing campaigns.
• You can also use data to analyze various steps that a user goes through while attending the virtual event. It’s always a good idea to eliminate the unnecessary ones.

Get sponsors involved 

• You can turn your virtual event as a strong medium to provide a space for your sponsors.
• Try to provide a space to them within the content of your event so that it appears natural and not as a hindrance. You can smartly sandwich sponsors’ presence within the event duration without compromising with the engagement.
• Virtual events also provide you with metrics that you can use to reach out to the new sponsors.

Personalize event experience 

• Virtual events provide you with an opportunity to personalize the experience for the attendees (that too, without much investment)
• Starting from the pre-event marketing campaign to the recommendations during the events, there are so many things that you can personalize for your attendees.

Do take the feedback 

• You must add some additional points in the feedback sessions which are specific to the virtual event.
• It’s important to take into account technical glitches faced by the attendees. It will give you an idea of the issues with your virtual event interface and you can rectify them next time.
• Also, take note of some basic but important aspects. E.g. – The browsers or the devices where your virtual event interface works the best.

Don’ts of Virtual event planning

DON’Ts are as important as DOs. Check if you are doing these mistakes in your virtual event planning-

Don’t assume engagement

• Events are not about passive engagement anymore. Without exceptions, this fact is applicable to virtual events as well.
• Just because attendees are tuned in doesn’t mean they are getting engaged. Prepare your event format in a way that you can have a track of how engaging the event is.
• Don’t apply the thumb rules of physical events directly to the virtual event. Choose your time slot and the duration wisely to ensure event engagement.

Don’t ignore the data

• It’s a lot easier to track data when your event is virtual. You can easily collect your data without doing additional infrastructure investment on digital kiosks and RFID wristbands (as needed in physical events)
• You can utilize data to enrich the event experience. This can be done by tracking the journey of the attendees through the virtual event.
• The data that you collect by hosting a virtual event can also serve your marketing pipeline when you’re back to physical events.

Don’t forget to test in advance 

• Like physical events, virtual events also need contingency plans.
• To make a proper contingency plan, test all your resources in advance.
• The only interface which is there between you, your attendees and the exhibitors is that of technology. Make sure that you have all the tech-accessories needed for hosting the event.

Don’t ignore your marketing channels

• Virtual events make sense because of the significant digital presence of the event-goers.
• All your marketing campaigns should try to leverage the digital presence of the event-goers.
• You may utilize trusted event listing platforms for hosting the virtual event. It will provide you an edge as the visibility of your event gets boosted.
• Social media is still one of the most powerful methods to create buzz. It becomes easier to do so as your event is digitally present. Be it event marketing or event engagement, you can always count on social media to make your event more ‘social’.
• For more targeted and event-dedicated community building, you may also utilize the potential of event apps.

Whether you are solely into virtual events or you deal in hybrid events, you can always look forward to improvisations in your event planning strategy. If you’re still not familiar with the idea of hosting a virtual event but looking forward to host one, we are here to bring your virtual event into reality.