20 Tips for Hosting Virtual Events

20 Tips for Hosting Virtual Events

A virtual event, as it is discussed over at runrex.com, is an event that is hosted online. They are similar to physical events, only that they take place entirely in a virtual space, hosted over the internet. There can be different types of virtual events, such as virtual trade shows, virtual conferences, virtual job fairs, and many others. While many people assume that virtual events are easier to execute as compared to physical, in-person ones, this is not true, as virtual events require a great deal of preparation and planning to be successful. This article will look to help you host a successful one by listing 20 tips for hosting virtual events.

Have a strong vision from the start

If you are to host a successful virtual event, you must have a strong vision about how you want your event to look like, according to the gurus over at guttulus.com. Once you have a vision for your virtual event, then you can start planning and actualizing your plans.

Choose the right format

It is also important that you not only know what format you want to use for your virtual event, but you also choose the right one. Some of the formats to choose, as discussed over at runrex.com, a single presenter event, a panel with a moderator event, a Q&A event, and so forth. Do some research when unsure so that you can find out the most commonly adopted formats for virtual events in your industry.

Choose the right time and date

Even though you aren’t bound by the geographical location when attracting attendees for your virtual event given that it is, well, virtual, you still need to consider the time for your event. Given the complexities of time zones, you want to pick a time for your event when you know that most of your prospective attendees will be available, particularly if you are aiming to attract an international audience as explained over at guttulus.com.

Be succinct

Remember, as it is a virtual event, your attendees have a lot of distractions, which means that since you will be fighting for their attention, try and make sure you keep things short and sweet as far as your event is concerned. 45 minutes is usually the most preferred length, and if your event has to go above the 1hour mark, it better be good.

Choose the right technology

The format you choose for your virtual event should help you decide the technology you choose as well. The number of attendees you are expecting as well as your budget will also govern the technology you choose. Once you consider all these factors, make sure you choose the right technology, which can range from Zoom to Instagram Live, Google Hangouts, and so forth.

Integrate interactive moments into your event

A virtual event that takes a one-way-traffic approach is not going to engage your audience for too long. This is why the gurus over at runrex.com recommend that you add interactive moments int your virtual event if it is to be successful. This means integrating audience interaction through Q&A sessions, polls, chat functions, live giveaways, and so forth.

Begin on time

The last thing you want to do is be late for your virtual event and have your audience wondering where the speakers are. Given that, as already mentioned above and covered in detail over at guttulus.com, you are competing for their attention with a lot of things going on in their lives and around them, being late will lead to most of your attendees logging out so that they can do other things rather than wait around for you.

Monetize your virtual event

According to discussions on the same over at runrex.com, attendees will be willing to pay if you are providing them with value as far as your virtual event is concerned. If you decide that you want to charge for your event, use a ticketing platform if you want to appear professional and build trust among your audience.

Optimize for mobile

You should also always assume that majority of your attendees will join your virtual event through their mobile devices. With this in mind, make sure that, when selecting your technology, you select one which is optimized for mobile to avoid losing a huge chunk of your audience.

Test your technology

Once you have selected your technology, don’t wait for the day of the event for you to break it out for the first time. make sure to do a dry run with speakers and any other person who will feature in your event, testing your technology ahead of time. You can also get some of your friends to feature as “guests” and ask them for their opinion on things like video quality, sound, and so forth.

Use a backdrop that matches

According to the subject matter experts over at guttulus.com, another tip for hosting virtual events is using a backdrop that matches the tone of the event. You can either go for a virtual backdrop if your technology has got capabilities for such a feature, or an actual physical backdrop set behind the speaker.

Collect date from your attendees

It is also recommended that you collect data from your attendees as this will enable you to engage them beyond the event. You can use a ticketing platform to collect some basic form of registration for your event, allowing you to collect useful information on your attendees as explained over at runrex.com, and you can then reach out to them after the event and ask them for feedback about it, and so forth.

Choose between Live and pre-recorded

According to discussions on the same over at guttulus.com, not all virtual events have to be live, as you can choose to go down the pre-recorded route. Before deciding to host a live virtual event, make sure that you have the resources to do so seamlessly, without any interruptions, and if not, you might be better served to host a pre-recorded virtual event.

Pick and focus on the right niche

Another tip worth mentioning when it comes to hosting virtual events is how important it is to pick the right niche, and focusing on it rather than covering a wide base. This will allow you to target the right and relevant audience, while also allowing you to give them a much better experience.

Come up with a unique hook for your event

The hook of your event is what will draw attendees to your event, and if you come up with a unique one, it will help your event to stand out and capture people’s interest. Look for an original hook, is in line with your virtual event’s vision, is interesting, and is unique.

Build strong relationships before the event

According to the gurus over at runrex.com, a pro tip for hosting virtual events is to start building strong relationships with the people you want to participate in your event way before you need them. building authentic relationships with speakers and influencers taking part in your event beforehand will bring a level of understanding and chemistry to your event that will benefit you.

Pick the right speakers

It is also crucial that you pick the right speakers for your event as they will be the ones who will make or break your virtual event. As is outlined over at guttulus.com, to do this you should make sure that you conduct thorough research of your speakers, going through their social media, website, past work, and so forth, to ensure that there is nothing problematic there. Also, instead of going for the biggest speakers, get the ones who are perfect for the vision of your event and your niche.

Don’t forget about the design

While the content is key when it comes to a virtual event, you should not ignore the design. As is discussed over at runrex.com, this goes beyond the backdrop which has already been mentioned. Here, you must go for a stunning and professional design to entice attendees, and if you have the budget, you should not be afraid to go big on your design.

Communication

For your virtual event to be successful, you should work to ensure that all your partners, from your speakers to the influencers, are on the same page. This means constant communication all through the planning of your virtual event, making sure that you are always in contact regarding any decision that is made.

Promote your event

If your virtual event is to be successful, you will have to effectively promote it. You should do so well in advance to allow prospective attendees to plan their schedules so that they can attend. You can use social media and email marketing to promote your event, making sure that you promote your speakers so that people know who is going to speak at your event.

The above are some of the tips for hosting virtual events, with more tips, as well as help, being available over at the highly regarded runrex.com and guttulus.com.