TIPS TO ORGANIZE SUCCESSFUL VIRTUAL EVENTS: PART 1

TIPS TO ORGANIZE SUCCESSFUL VIRTUAL EVENTS: PART 1

June 2020
9.5 minutes reading

People across the world have been shifting to virtual events, especially because of lockdowns imposed in different countries. While for some the shift from onsite events to virtual events might have been seamless, many others might be struggling a bit to get a hold of their footing and trying to figure out modern day technology.


Many people have been wondering about certain questions, how effective virtual events actually are? What will the future of these events look like? How to make virtual events enriching for all the attendees? How to ensure attendee engagement while using an online platform? and many more…


One thing is for sure, you don’t have to worry! Because we have listed some tips and tricks that you can keep in mind the next time you decide to organise a virtual event, that will definitely ensure success.


Virtual event

1.HAVE A GOOD GAME PLAN

Whenever you plan an event, be it an onsite one or virtual, ALWAYS have a good, secure plan in place.


  • Will it be a paid or unpaid event
  • Who is my target audience
  • What will my choice of online platform be
  • Will people still have access to the event content once the event is over
  • What are the KPIs to be checked at the end of the event

These are just a few of the many questions you need to answer before you send out feelers about your event. You need to be sure about your plan at every single step of the way. One way to do that is maintain a written document (hard or soft copy) where you have each and every detail of the event mentioned out clearly, and a comprehensive checklist of things that need to be done (preferable in order of work). This will help you stay on track, remain organized and reduce the probability of getting flustered.


2. BE CONSISTENT WITH YOUR BRAND VISUALS

It is imperative to remember that even though this is a virtual event, the kind of content you use, and the visuals, should work in unison with your brand and its identity. This is because your attendees take in the content and remember the visuals in connection with your brand. So stick the same company logo, colour palate, themes etc. this will make your brand more recognizable in the long run.


3. SELECT AN APPROPRIATE DATE, TIME AND PLATFORM

Different social media platforms get more user traffic at different times of the day and week. Depending on which platform you use, be sure to choose a date and time accordingly. If you aren’t using a social media platform like IGTV or YouTube live streaming etc, make sure that your participants are fine with the time you choose. One way to check this is to do a quick poll or Instagram or Facebook (if that’s what majority of your target audience uses), to get an idea of which date and time most people prefer.


Before you send out save the dates, ensure a few important things, like ensuring that there isn’t any competing event happening on the same day; if you are expecting attendees from different countries, take into consideration time differences and choose a time suitable for most potential attendees.


You could choose from a wide range of platforms, right from social media channels such as wide range of platforms

  • Facebook Live
  • Instagram Live
  • YouTube live streaming, etc

  • To other live platforms like

  • Zoom
  • Google hangouts
  • Team link and many more

The list could go on and on, but selecting the right platform is very important, as it makes a difference in the platform features you can potentially use during your event.


4. KNOW YOUR AUDIENCE

It is extremely important to get to know your audience well. When we say this, what we mean is,


  • Know their likes and dislikes
  • If they are comfortable with technology (this will tell you whether to keep it simple or play around with features of the online platform)
  • Know the kind of content they are expecting,whether they are beginners in their industry or experts, whether to use more qualitative or quantitative information etc.

Things like this will largely affect your guests' event experience and understanding them well will help you create a better experience for them.


5. FORMAT OF THE EVENT

You must decide well in advance the format of the event . There are different types of virtual events that you can organise, right from webinars, quizzes, online workshops, Q & A sessions etc. keep in mind the kind of audience you are expecting while deciding on the format of the event.


For more ideas for virtual events visit the blog “9 GREAT NEW IDEAS FOR VIRTUAL EVENTS YOU CAN HOST”


6. LENGTH OF SESSION AND BREAKS

Length of the sessions you organize has a huge impact on the amount of content the listeners will retain. Remember, make sure the sessions don't go beyond the one hour mark, and also provide at least 15-20 minute breaks after every session so that the guests can relax their mind and return for the next session feeling refreshed and ready.


7. PROVIDE ENGAGING CONTENT

There is nothing worse than attending an event where you just have to sit and listen to one person talk for the entire session. Get the speaker to engage with the audience at regular intervals, like organizing polls, asking open ended questions, getting the attendees to break out into smaller groups for more dynamic discussions and debates etc.


Encourage attendees to send in relevant questions (both before and during the event), you could create polls or quizzes, encourage live tweeting and most importantly, get feedback! After all, how else will you grow your business and improve, unless you know exactly what your guests think.


8. PREPARE FOR GLITCHES

While organizing an event online, there are a number of things that could go sideways. Right from internet connection acting out to your attendee having trouble accessing certain files, or even worse- the event platform. Good for you there are ways to avoid them right from the get-go!


  • Do a test run, check all features you want to use and make sure they work well on the device you plan on using
  • Prepare a guide or a set of FAQs for your guests, and pass it on to the attendees before the event, so that if and when they have any problems, they’ll know what to do
  • Back up all your documents and files that you plan on using, preferably send a copy to one or two other people. Do this just in case one person's internet crashes, some else has a backup of all the content.

Just remember, the sooner you find their problem, the sooner you can start working towards the solution.


It is extremely important to keep in mind the fact that with virtual events, there might be audio/ video lags etc, and not getting flustered by that is key.


If you are organizing a virtual event and need help, be sure to use an event management software. This makes your work efficient, easy and simple. Contact us at Mavent Tech to know more and see if we can help you organize your event with the help of our event management software

Share It on

about author

Author

SHAYANNE HILL

Shayanne Hill has majored in economics and commerce. She is a marketing enthusiast and dancer who loves organizing and being a part of various events. She is a go-getter with a positive outlook towards life. With her ability to think outside the box and a knack of problem-solving, her classy ideas are bound to give your events a striking edge above the rest.

Our Blogs

Latest Blogs

Successful Virtual Events

Tips To Organize Successful Virtual Events: Part 1

People across the world have been shifting to virtual events, especially because of lockdowns imposed in different countries...

Read More
Organizing Virtual Event

Tips To Organize Successful Virtual Events: Part 2

Organizing a successful virtual event is no small feat. There are many things to keep in mind and many questions that come up in one’s mind whilst organizing virtual events

Read More
Event management

8 Reasons Why You Should Use An Event Management Software

Hosting an event can be taxing and stressful. Right from dealing with different speakers, exhibitors etc and coordinating with them, scheduling sessions during the event,...

Read More
Digitization

7 Reasons Why Digitization Improves Attendee Experience

While most event managers and companies do use technology to enhance their event management skills, do they really make sure that they have utilized the available technology to the fullest?...

Read More
Virtual Events

9 Great New Ideas For Virtual Events You Can Host

With a deadly virus spreading around the world, people are restricted from leaving their houses. With social distancing becoming a norm, now, more and more companies are shifting to virtual events to ensure that business still goes on as usual.

Read More
Conference

Post-Pandemic Conference Trends

Across the globe, various conferences have been cancelled due to the coronavirus outbreak. Most of these conferences and exhibitions that take place host thousands of attendees, and managing such crowds is no small feat.

Read More
tavel experience

11 ways To improve Travel Experience Post Pandemic

Now-a-days people tend to spend more time planning for their trips than they spend on the trip. Right from booking flights and hotel rooms to hiring cars everything can be done online. But why stop there?...

Read More
Unhappy Attendees

7 Things To remember While Dealing With Unhappy Attendees

We all, at some or the other have dealt with unhappy guests or customers in our businesses. Whether we like it or not, customer satisfaction is extremely important, irrespective of whether you are an event manager or running your own business....

Read More
Travel Industry

Ideas For Travel Industry During And Post Pandemic

With the spread of the novel coronavirus across the globe, and social distancing becoming the new norm, people everywhere are wondering what the future of travel will look like....

Read More
Online Conference

6 ways to host a successful online conference during COVID 19

With an increase in the number of online conferences for students and professionals alike, online conferences are gaining momentum during this period of Covid 19....

Read More
Wedding Trends

6 Wedding Trends Post Pandemic

As coronavirus has plagued the entire world, the wedding fever for 2020 has taken a dip! The wedding planning industry has suffered huge losses in bookings and packages.....

Read More
Ticket Sales

7 Ways To Increase Ticket Sales For Concerts

Online concerts are the soon to be the new future, with a few of them already in the works!.....

Read More
Online Events

Ideas to Increase Audience Engagement in Online Events

During the current COVID 19 situation due to which lockdowns are being imposed everywhere, there is an absence of any physical events. However, do events need to be stopped totally? Not at all! Online events are the new trend!

Read More
Promote Events

Ways To Use Social Media To Promote Events

In this time of coronavirus, are you looking for ways to market your events? Are you wondering how to leverage social media platforms to your advantage?

Read More
Ring Ceremony

3 ways to digitize your wedding!

It is the 21st century where everything is gradually getting digitized. It’s time to go digital for your wedding too!

Read More
Exhibition

5 reasons why exhibits are essential for business

Showcasing your products at various expos and exhibitions can provide you many more clients and help you grow your business profoundly. Here are some ways in which events help businesses.

Read More
Event networking

4 Ways in which networking enhances an event experience

Here are some ways to improve this experience so that companies can effectively sell their products and maximize their profits.

Read More
Concert

4 Ways in which event apps enhance concert experiences

it can sometimes be difficult to work your way out at these places, whether you are a visitor or on the concert management crew. In this situation...

Read More
Ecofiendly events

5 ways to make your event eco-friendly

While green activists protest against the thriving industrialization, event managers and organizers can follow these ways to reduce the strain they put on Earth. These simple ways would help you make your events eco-friendly, while helping you save a great deal of money.

Read More
Like what you see? Let’s work