Keys to Organize a Successful Online Event

The COVID-19 pandemic has led to the cancellation of most face-to-face events. In response, many companies have turned to organizing online events as a viable alternative. This shift has been embraced by industry giants such...

The COVID-19 pandemic has led to the cancellation of most face-to-face events. In response, many companies have turned to organizing online events as a viable alternative. This shift has been embraced by industry giants such as Microsoft and Facebook, who have made the decision to transform their conferences, seminars, and congresses into virtual formats. So, how do you ensure the success of your online event? In this article, we will delve into the basic aspects that need to be considered to overcome the common challenges faced when organizing virtual events.

Deciding the Topic of the Session

While choosing general interest themes may seem appealing, it is important to remember that some attendees may already be familiar with the topic or work in the related field. To keep your audience engaged, aim to offer a deeper insight into the chosen topic. Identify what information will be of value to your attendees and select topics that they will find interesting and relevant.

Available Resources for the Event

Planning an online event requires considering various resources such as employees, volunteers, financial support, and sponsors. Engaging as many individuals and organizations as possible will help enhance the event and drive its success. While online events typically have reduced costs compared to face-to-face events, it is important to promote your event effectively to attract maximum attendance.

Choosing the Best Time for Your Online Event

Before finalizing the date for your online event, ensure that it does not clash with any other similar events. By avoiding scheduling conflicts, you can prevent attendees from having to choose between your event and another. Additionally, consider the convenience of your target audience and select a time slot that aligns with their availability. Put yourself in the attendees' shoes to make the registration process as seamless as possible.

Online Event Registration and Promotion Options

Effective promotion and registration are crucial to reaching your target audience. Leverage social media platforms, email marketing, and event marketing platforms like Eventbrite and Bright Talk to spread the word about your event. Share your event with online communities and relevant media channels to maximize exposure. If your event is free, you can expect even greater visibility.

Online Registration

Utilize platforms like Eventbrite to simplify user registration, though keep in mind that there may be associated costs for non-free events. If you choose to create a registration form on your website, ensure that the form is clear and concise, asking for only essential information. Upon registration, send a confirmation email along with a calendar link or .idc file to facilitate attendees' scheduling of the event.

Interaction With Your Audience

Engaging your attendees is paramount for a successful online event. Despite the distractions that may arise in an online setting, there are several strategies to ensure active participation:

  • Utilize chat functionalities and assign moderators to manage discussions.
  • Encourage attendees to ask questions and provide feedback through various interactive methods such as live polls and audience engagement tools.
  • Actively involve the moderator in collecting and asking questions on behalf of the audience.
  • Allocate time for live commenting and encourage participants to connect with your hashtags and social media channels.

Don't Forget About the Post-Event

Creating a positive post-event experience can have long-lasting benefits, including increased brand recall and attendee retention. Consider the following steps:

  • Send attendees a survey to gather feedback and identify areas for improvement.
  • Share materials from the event, such as presentations, notes, images, and links to recordings, as soon as possible.
  • Express gratitude to attendees for their participation and encourage them to follow your company on social media for updates on upcoming events.
  • Incorporate attendee suggestions and questions into future blog entries and posts to maintain continuity and address their concerns.

How to Organize Online Events with Virtual Stage

Plain Concepts, in collaboration with Microsoft, has developed Virtual Stage - a revolutionary virtual stage generation technology powered by Azure Kinect and Artificial Intelligence. Virtual Stage enables presenters, speakers, and event participants to seamlessly transition to a 'digital set' that rivals conventional television programs in terms of audiovisual experience. This technology not only eliminates the need for travel and physical scenery but also ensures the well-being of all attendees, speakers, and event staff.

Do you want to organize your online event with Virtual Stage? At Plain Concepts, we possess the expertise and capabilities to help you create a captivating online event that reaches a global audience.

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Organizing a successful online event requires careful planning, innovative ideas, and the right tools. With Plain Concepts and Virtual Stage, you can captivate your audience and deliver an unforgettable online event experience. Contact us today to explore the possibilities.