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8 Tips & Tricks for Hosting an Epic Virtual Event

Virtual events have become an integral part of event professionals' strategies, with 95.5% of them incorporating some form of virtual event into their plans, according to vFairs' "Outlook for 2022 Events & Beyond" report. However,...

Virtual events have become an integral part of event professionals' strategies, with 95.5% of them incorporating some form of virtual event into their plans, according to vFairs' "Outlook for 2022 Events & Beyond" report. However, hosting a successful virtual event requires staying up-to-date with the latest trends and implementing the right strategies. In this article, we'll guide you through eight tips and tricks for hosting an epic virtual event that will leave a lasting impression on your attendees.

1. Define Your Event Goals

Before diving into event planning, it's crucial to have a clear vision of the goals you aim to achieve. Whether you're organizing a virtual conference, career fair, trade show, or any other event, defining your objectives will help you organize and configure your event effectively. Consider goals such as creating brand awareness, connecting with clients, discussing a public cause, sharing information or research, launching a new product, hiring resources, selling products or services, or fostering internal company interactions. Each goal requires different features and solutions, and virtual event hosting companies like vFairs offer tailored solutions to match your specific objectives.

2. Choose the Right Virtual Event Platform

Selecting the right virtual event platform is crucial for delivering your brand's goals and vision. When evaluating potential providers, ask important questions such as the type of sessions offered, the learning curve for adapting to the event tech, available reporting metrics, design options for the virtual environment, engagement tools, third-party integrations, customer support availability, and accessibility features. Additionally, explore third-party review sites like G2 and Capterra for insights from other customers' experiences.

3. Craft a Powerful Event Promotion Strategy

Creating an event tailored to your attendees' needs and goals is not enough; you need to promote it effectively. Leverage AI-powered marketing tools like ChaptGPT to reduce the effort required to create marketing collateral. Utilize social media platforms that your target audience actively engages with to spread awareness about your event. Take advantage of event listing platforms like vFairs Discover to reach more potential attendees. Effective event promotion is vital in driving registrations, attracting sponsors and exhibitors, and generating revenue.

4. Implement Innovative Networking Features

Ensure that your virtual event provides engaging networking opportunities for attendees and exhibitors. Incorporate features like one-to-one and group chat tools, spatial networking to create natural interactions, roundtable sessions for like-minded attendees to connect, and smart matchmaking to connect audiences based on shared interests. These features enhance engagement and create valuable networking experiences for your participants.

5. Host Live Webinars & Keynotes

Live webinars are powerful tools for addressing a large audience and inviting keynote speakers from anywhere in the world without the constraints of travel costs. Schedule webinars in advance, provide a detailed agenda, and send reminders to maximize attendance. Incorporate Q&A sessions to encourage two-way communication and gather feedback from your audience.

6. Provide Evergreen Content

One advantage of virtual events is the ability to make content available even after the event ends. Offer attendees the option to save documents and presentations for later through virtual briefcases or bookmarking functionalities. Consider extending your event's domain hosting annually to keep content accessible and facilitate continued engagement with your brand.

7. Gamify Your Event

Avoid monotony by adding gamification elements to your virtual event. Engage your audience with fun games and activities such as scavenger hunts, leaderboards, trivia, and photobooths. Gamification boosts audience participation, leaves a lasting impression, and improves lead quality. Incentivize desired actions by rewarding attendees with leaderboard points for attending webinars or completing specific tasks.

8. Analyze and Survey Post-Event

Leverage the reporting capabilities of virtual events to capture registrations, measure engagement, and gather content insights. Use post-event analytics to assess your event's ROI and optimize key performance indicators. Incorporate feedback questions and polls in your event platform to gather attendee preferences and improve future event experiences.

Hosting a successful virtual event requires a strategic approach and a focus on user experience. By setting clear objectives, choosing the right platform, promoting effectively, facilitating networking, providing valuable content, gamifying the event, and analyzing post-event metrics, you can achieve exceptional results. vFairs offers tailored solutions to help you achieve your event goals. Hear from our satisfied customers and explore our ultimate guide to virtual events for more insights.

vFairs AI Assistant gif Caption: Utilize AI-powered tools for event promotion and marketing.

vFairs Discover Caption: Leverage event listing platforms like vFairs Discover to reach a wider audience.

Spatial Networking Caption: Foster natural interactions with innovative features like Spatial Networking.

Roundtable Caption: Facilitate smaller group networking with roundtable discussions.

Smart Matchmaking - Screen 1 Caption: Connect attendees through smart matchmaking based on shared interests.

Webinar Caption: Engage your audience with live webinars and invite keynote speakers.

Virtual Event Gamification Caption: Gamify your event to enhance audience engagement and leave a lasting impression.

Live Virtual Event Reporting Caption: Utilize post-event analytics and surveys to gather insights and improve future events.