8 Easy Steps to Successful Virtual Event Planning

Virtual events

Consider an event where you don’t have to worry about transport, registrations, or onsite management. Consider giving lectures, having conversations, and interacting with people from all over the world. 

A virtual event is one of the most engaging and effective communication tools available to us. Despite this, we frequently doubt the power and functionality of a virtual event platform. Some individuals even consider virtual events to be an important component of their company’s marketing plan since they are a wonderful interactive communication tool for business gatherings.

Successful virtual event planning requires meticulous attention to detail. The virtual event platform and the agenda are the primary components of the event; nevertheless, minor details may elevate your event to new heights. Virtual meetings are the new way of life, and we must embrace this new way of life wholeheartedly. 

Planning a virtual event can be nerve-wracking. However, you’ll discover how to arrange appealing and engaging virtual events that leave people wanting more in this article. 

Make a game plan

Virtual event planning is not an easy task. Before you start planning your program or deciding on a virtual platform, take the time to understand why you’re organising a virtual event in the first place. Instead of organizing a virtual event just because you need to organise an event, make sure you have a clear aim in mind. 

After you’ve decided on a goal for your virtual event, the following step is to devise an effective plan. A virtual event requires just as much, if not more, planning as an offline event. Because a virtual event is typically livestreamed, technological difficulties might be inconvenient. The last thing you want is to lose an audience due to a technical issue. Creating a plan of action prior to your virtual event will aid in its success.

Make a budgetary strategy

Although an online virtual event is less expensive than an in-person event, you must always prepare a budget for your event. Always specify your budget. Any promotional costs should also be factored into your budget. 

Although it may appear time-consuming, developing a budget is the most important aspect of planning any event. The most important investment you’ll make when holding a virtual event is in the correct virtual event platform. Your budget will be entirely determined by the strategy and objectives, as well as the kind of your event. As a result, you’ll need to adjust your goals and expectations accordingly. 

Selecting the best platform

The most important aspect of virtual event planning is selecting the correct virtual event platform. Your virtual event platform is the main factor responsible for your virtual event. When it comes to selecting a virtual event platform, you have a wide range of possibilities. Each platform has its own set of capabilities, and choosing a virtual platform that offers a variety of interaction and networking opportunities while also meeting your overall requirements should be your top focus.

Keep a lookout for features like: 

·      Video/live chat.

·      Networking lounge.

·      Platform that can be customised.

·      User-friendly interface.

·      Engagement tools like Q&A and live polls.

·      Analytics.

Training

Many individuals aren’t technologically advanced, and they may have trouble working with the virtual event platform. Include a day of training for your speakers and guests before your event. Creating a guided tour is an excellent way to assist visitors become more comfortable with the platform.

Training your participants and presenters on the ins and outs of the virtual event platform will make it so much simpler for them to manage and prevent difficulties during the event.

Technical glitches

Technical difficulties are unavoidable when conducting a virtual event. Always have a backup plan. Ensure that your internet connection and technical equipment are both in good functioning order. A dry run before to your event is usually a good idea. Dry runs allow you to spot any last-minute issues and give you plenty of time to address them.

Promotion and engagement

It’s critical to promote your event. Attendees to your conference might be attracted through marketing and promotion. Determine the highlights of your event and create a marketing campaign around them. To promote your event, use social media networks like Instagram, Twitter, and LinkedIn. Calling relevant individuals, sending emails, and placing advertising on various platforms have all been proven to be effective methods of event promotion.

When hosting a virtual event, zoom fatigue is a critical challenge. Choose a platform that allows your participants to participate in a variety of activities. Various engagement features including as polls, Q&A, surveys, quizzes, and live chat options will keep your participants engaged.

Time/Time zones

One of the biggest benefits of organizing a virtual event is that guests may come from all over the world. When you expect foreign attendance at your event, you must take into account the various time zones. 

While handling time zones should be your top focus, make sure to also involve keeping the event’s duration under control. 

Make certain that your virtual event does not fall on a significant holiday or event.

Collect feedback

Your event is really not completed when it’s finished. The follow-up after the event is just as crucial as the event itself. Connect with your event’s organisers, presenters, and attendees and ask them to give their useful thoughts into the event’s positive and negative aspects. Send them an email with a survey form or meet with them in person to learn what they liked and didn’t like. 

Positive or negative feedback can assist you in better preparing for your next virtual event.

These are just a few tips on successful event planning. Be mindful of other features which you or your organisation may need to implement in order to plan and host a successful virtual event.