7 Easy Steps to Successful Virtual Event Planning

In today's digital age, virtual event planning has become more accessible than ever before. With the advent of video streaming services, companies can now engage with a remote audience without geographical constraints. Whether it's a...

In today's digital age, virtual event planning has become more accessible than ever before. With the advent of video streaming services, companies can now engage with a remote audience without geographical constraints. Whether it's a standalone venture or an accompaniment to a live event, virtual events can greatly expand your company's reach beyond just the local demographic.

Understand Your Audience

To kickstart your first virtual event, it's crucial to have a solid grasp of your audience's general psyche. Are they tech-savvy? Are they inclined to partake in virtual event planning? By understanding your audience, you can tailor your event to their preferences and create a more engaging experience. Conduct surveys or initiate discussions to gather insights and build a strong demographic profile.

Define Your Format

Virtual event planning comes in various formats, just like live conferences. Whether it's a seminar, tradeshow, or workshop, the key is to create a unique and memorable experience that sets you apart from your competitors. Consider hiring a design firm to create a personalized theme or storyboard, complete with visually attractive backgrounds and an easy-to-use navigation system.

Plan Events Seamlessly

Choosing a Platform

With numerous livestreaming services available, such as Periscope, Facebook Livestream, and YouTube Live, choosing the right platform may seem overwhelming. However, most of these services offer similar basic features, making it a matter of personal preference. Take advantage of free trials to familiarize yourself with the functionalities and test the timeliness and helpfulness of live technical support.

Choosing a Host/MC

Selecting the right host or master of ceremonies is crucial to the success of your virtual event. Whether it's a professional speaker or an in-house staff member, ensure they are comfortable presenting live before a remote audience. The host should possess clear communication skills, the ability to respond to questions through social media, and the confidence to engage with the camera. Consider having two hosts if they have a strong rapport, as this can add an extra layer of dynamic interaction.

Market Your Event

Just like a traditional live event, virtual events require effective marketing. Social media platforms are excellent tools for promoting your event beyond basic Facebook posts and tweets. Utilize Instagram or Snapchat to provide viewers with a sneak peek of the venue. Incorporate links to speaker bios, vlogs, or tutorial videos to enhance engagement. Don't forget to create event hashtags and encourage followers to use them. Leverage your email newsletters to reach your subscribers and provide them with event signup links and promotional materials.

Choosing the Venue

Even though it's a virtual event, the choice of venue still matters. While hosting the event at your office may save costs, consider the accommodations you need for live speakers, workshops, or tradeshows. Opt for a venue with the basics, such as a stage with a podium and reliable audio/visual equipment. Keep in mind that the camera will capture the background, so ensure it looks professional and visually appealing.

Choosing a Time and Date

Geographical constraints are no longer an issue with virtual events. However, the timing is still essential. Consider potential conflicts with other events or high-profile sports games when selecting the date and time. Seek input from your audience to find the most convenient time for them to attend. Additionally, take into account time zone differences for overseas followers. Remember, even if the live show isn't at the perfect time, you can always upload the video on platforms like YouTube for later viewing.

Make The Case for a Bigger Events Budget

Have More Questions about Virtual Event Planning?

If you have more questions or need further guidance regarding virtual event planning, feel free to reach out to us. We are here to help you create successful and engaging virtual events that leave a lasting impression on your audience. Embrace the technological breakthrough of livestreaming to grow your brand and build a global audience.

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