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How to Host a Successful Virtual Event: Tips and Tricks

Last updated 27th November 2023 If there's one thing we've learned from the year 2020, it's that pandemics are terrible. However, amidst all the chaos, humans have shown their incredible ability to adapt and overcome....

Last updated 27th November 2023

If there's one thing we've learned from the year 2020, it's that pandemics are terrible. However, amidst all the chaos, humans have shown their incredible ability to adapt and overcome. The events industry, in particular, has had to innovate and evolve to stay relevant. Virtual events have become the new norm, and they have proven to be a success.

According to recent statistics, 84% of companies that hosted virtual events reported spending less money compared to in-person events. Moreover, virtual events have a significantly lower environmental impact, reducing climate pollution by up to 98%. These silver linings make virtual events an attractive option.

That being said, planning a virtual event can still be a daunting task. To help you out, we have outlined five easy steps to host a successful virtual event.

1. Decide what success looks like

Before diving into the planning process, it's essential to define your goals for the event. Do you want to attract a certain number of attendees, generate more sign-ups, or increase sales? Having a clear and measurable primary goal will guide your decision-making and ensure that every aspect of your event aligns with your objectives.

2. Plan out all of the practical elements

While planning a virtual event may seem less complex than an in-person one, there are still practical considerations to keep in mind. Allocate a budget for promotion, guest speakers, and any necessary equipment like cameras, microphones, and lighting. Choose a suitable date and time for your event, and select a reliable video conferencing tool like Google Meet, Zoom, or Microsoft Teams.

To keep everything organized, use a centralized platform like Project.co, which offers a free event planning template. This template provides ready-made tasks that can be customized according to your event's specific needs, ensuring that nothing falls through the cracks.

3. Create your event itinerary

Once you have established your goals and sorted out the practicalities, it's time to plan the event's itinerary. A well-structured itinerary ensures that everything runs smoothly and helps you achieve your desired outcomes. It's essential to account for buffer time to accommodate technical difficulties or breaks during the event. Remember, an itinerary is fluid and can be adjusted as needed.

Project.co allows seamless collaboration by sharing documents like your itinerary with your team. You can gather feedback and make real-time changes using the platform's embed feature, ensuring everyone stays on the same page.

4. Partner with people

Even though your event is virtual, inviting guest speakers can enhance attendees' experience and boost attendance. Research shows that events featuring guest speakers have significantly higher attendance rates. Managing guest speakers and tracking communications can be a challenge, but Project.co's kanban feature simplifies the process. You can customize columns to match your booking process and easily move speakers through the flow.

5. Market your event

To ensure a successful turnout, marketing your event is crucial. Utilize various channels such as social media, email, and direct outreach through websites. Promote your event on platforms where your target audience is most active. Social media, in particular, offers a vast reach and allows you to engage with potential attendees effectively. Email marketing is another valuable tool, as it allows you to connect with people who are already interested in your business.

Project.co offers additional tools like a social media calendar and a content calendar, pre-populated with customizable tasks, to simplify your event marketing efforts.

Bonus: Don't forget to follow up!

Once your event is over, don't let the connections you've made go to waste. Follow up with attendees promptly to express gratitude for their participation and further encourage them to take action. An automated email can be an effective way to achieve this.

In conclusion, hosting a successful virtual event can have a significant impact on your business. By utilizing free event planning templates and platforms like Project.co, you can streamline your preparations and keep all the essential information in one place. Embrace the virtual event trend and make the most out of the opportunities it presents. Happy hosting!