As we stepped into the current era of digitalization where going virtual has become the new normal, a lot of organizations have moved their events online in a virtual space. Today, a large number of meetings and conferences are taking place over the internet on the best virtual conferencing platform thus connecting attendees remotely irrespective of geographical location.
With the change in the current scenario where the world has been totally affected by a global pandemic, we are witnessing an incline towards virtual conferences and events. We are experiencing virtual events every other day.
Virtual events were in existence even before the sudden change in the dynamics caused due to the coronavirus outbreak, but recently virtual events have gained momentum. However, virtual event solutions overcome geographical constraints and are an effective way to reach millions of people residing in any corner of the world. Virtual events free you from making travel arrangements, booking plane tickets & accommodation, arranging foods & drink, and finalizing venues thus resulting in reduced cost exponentially.
Virtual events platforms that offer interactive virtual event services such as organizing polls, Q&A sessions, conducting surveys, enabling one on one chat sessions, audio/video/text chats, instant messaging, document & screen sharing and so on is the best bet to rely on as it amplifies audience engagements interactively.
More and more companies are moving their events online as it is the right alternative to safeguard the health of people thus keeping the business running in the current global crisis. Tech companies must be thinking of hosting a tech event virtually. In this article, we have listed a few ways for your tech business to carry out a virtual event on a virtual event platform seamlessly without any hassle and glitch. Let’s get started!
Determine the objective and plan out a strategy
The objective of hosting a virtual event should be clear in the mind of the presenter. Planning a strategy before organizing an event is a must be it in a virtual format. Planning or creating the strategy beforehand helps you to host your event successfully. Keeping the following consideration in mind while planning your virtual event is a must.
- What will be the format of your live virtual event? Will it be Live, on-demand, or a combination of both?
- Will you charge an entry fee to attend a virtual event or will it be free of charge?
- If you are planning to charge a fee, how much will you charge?
- Which virtual event platform will you use to host an online event?
- What promotion techniques will you use to promote the event?
- If you are planning to host a webinar or an online session which speakers would you select to present it?
Select the right date and time
Choosing the right date and time for Live streaming your virtual event is an essential part as it enables your event to reach a maximum audience. Make it a point to check there are no holidays and competing events on the similar date that create hindrance in achieving your goals. If you target global audiences, take the time zone of your potential target audience into consideration while finalizing the time and date of your virtual event to maximize event reach by allowing as many people as possible to join in. Make the virtual event accessible on-demand for people who missed it.
Prepare for any technical glitches beforehand
Running events online seamlessly is a complicated task as no event runs smoothly every time. Preparing for any technical issues beforehand prevents the event from falling out flat on the surface. Run an event test beforehand to check any technical issues and prepare backups if anything falls out of place during the live session. Publish an FAQ page that allows attendees to ask for any help.
Keep the duration of the sessions short
It becomes difficult to hold the audience’s attention with long keynote sessions. People tend to get tired easily as they are not able to move during live virtual events. Keeping the duration of the sessions between 30 to 45 minutes helps in increasing the effectiveness of an online event.
Create attractive titles and descriptions
Creating an attractive title and compelling description of a virtual event grabs the audience’s attention and informs the attendees about what the event holds. Many virtual events lack this and share information regarding sessions on social media channels. The unclear messages make it difficult for attendees to decide on which sessions to tune in and which to pass by.
The worth of face to face interactions can never be replicated online. But online conferencing platforms enable one to chat and interact with each other in real-time irrespective of geographical location. It allows the presenter to answer the questions asked during the live streaming of an event thus resulting in better engagements. Virtual event platforms compile interactive engagement tools that allow you to organize polls, surveys, quizzes, and so on.