Published On: May 12, 2022 Categories:
Digital Marketing , 
Events

How to Organize a Successful Virtual Event

Virtual events are here to stay and there’s more than one way to organize them.

Virtual events became a necessity during the pandemic and as we emerge…slowly…from it and return to a new normal, virtual events will be here to stay. And I am all for it. Virtual events, or hybrid events which have both virtual and physical attendees, present a number of advantages over traditional live events. They allow marketers to reach an audience they may not otherwise be able to access and virtual events are easy on the budget, too! Virtual event attendees can participate in the event at their own convenience – they don’t need to take time off work or find childcare if traveling for the event or conference; you won’t have any issues with transportation; and it is easy for people who speak different languages (or dialects) to communicate with each other via live translation services like Google Translate

These benefits are attractive to marketers, but virtual events lack the “buzz” of traditional events. So how do you organize a successful event? Here are five tips for success:

1. Create Pre-Event Content that is Useful and Shareable

As with traditional events, you need to have some kind of pre-event marketing in order to get people excited about your event. There needs to be a reason for them to buy tickets – why would they want to participate? What are the benefits of attending? And what do they stand to learn if they attend? A good way of getting them excited is by creating pre-event content that is useful, like informative blog posts and videos. If your content is useful, people will share it with others which will lead to more attendees.

2. Make Post Event Content Available

This does not mean you should create a bunch of webinars or other virtual events after your event is complete – they’ll only end up competing with each other for attention. Instead, you should offer post event content that is related such as a packet of the presentations or a whitepaper focused on key takeaways. You can use it as an opportunity to help attendees continue learning after the event and provide useful content to those who don’t attend – which will lead to more attendees for other events in the future.

3. Plan Ahead and Get the Technical Stuff Right

There are dozens, if not more, tools to execute your virtual event, so do research as to the best platform for your style of event. Is Zoom the right interface or would a Facebook Live be more appropriate? Also plan for different time zones – make sure your event runs at a convenient time for everyone!

4. Take Advantage of Engagement Tools to Keep Your Audience Active

It’s easy for attendees to tune out during a virtual event. Use tools like polls, questions and GIFs / emojis to keep viewers engaged. And for Q&A sessions, have moderators constantly scanning questions so the most relevant questions get answered.

5. Delight Attendees with Lunch or a Snack – at Home!

Companies like DoorDash have platforms ideal for virtual events, where you can send a code for any amount (to cover lunch or a snack) to attendees to use to have something delivered during the virtual event. We use DoorDash’s platform for the virtual events we produce often and the attendees LOVE it.

6. Thank Your Attendees

Many marketers ignore this important step, however failing to thanks all attendees – from speakers to participants – will keep them engaged and result in more referrals in the long run. Write a blog post which lists all of the valuable lessons learned from the event, thanking them for their engagement.

When planning a hybrid event, where there is both a physical and virtual component, it’s important to consider all aspects of the planning process. As with a traditional live event, you’ll need to market the hybrid event to get people interested in attending. However, with a hybrid event there are additional things to consider.

For starters, you’ll need to decide on the format of the event. For the physical component, you’ll need to decide on a location and make arrangements for travel and accommodations. You’ll also need to plan for the technology needed for both the virtual and physical components of the event and how they will work together so all attendees can participant and be engaged.

Once you’ve decided on the format, you’ll need to make sure your budget reflects the additional costs of hosting a hybrid event. You’ll also want to consider including post-event content that is tailored for both physical and virtual attendees. It’s important to remember that both types of attendees are potential customers so you should treat them with equal importance!

Planning a hybrid event, where there is both a physical and virtual component, it’s important to consider all aspects of the planning process. As with a traditional live event, you’ll need to market the hybrid event to get people interested in attending. However, with a hybrid event there are additional things to consider.

For starters, you’ll need to decide on the format of the event. For the physical component, you’ll need to decide on a location and make arrangements for travel and accommodations. You’ll also need to plan for the technology needed for both the virtual and physical components of the event and how they will work together so all attendees can participant and be engaged.

Once you’ve decided on the format, you’ll need to make sure your budget reflects the additional costs of hosting a hybrid event. You’ll also want to consider including post-event content that is tailored for both physical and virtual attendees. It’s important to remember that both types of attendees are potential customers so you should treat them with equal importance!

Take the tips above about managing a virtual event and apply them to your hybrid event. Have staff dedicated to managing each audience – the live audience and the virtual one – so each group gets a unique experience that achieves the goals you set for the event!

If you’re planning a virtual event,
contact us to ensure it’s executed successfully.


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