While the world is moving towards remote interaction, most businesses have moved their conferences and events to a virtual space. Virtual meeting spaces have an ample amount of potential advantages. It has proven to be a rewarding game-changer for many event organizers but only if the event is well-organized. Hosting a virtual hybrid event or conference is a completely different scenario from hosting in-person events and conferences. While resources such as renting a venue aren’t much of a concern, other issues may arise that organizations may not be prepared for.
At such time, an in-depth execution and planning strategy is required to make sure that virtual events are a success. To help, we have enlisted top strategies that would work wonders in terms of setting up a successful virtual conference.
What are virtual conferences?
Virtual Conference is an online event that takes place over a web-based solution wherein many attendees come together in a similar frame to discuss and offer opinions on a particular topic or agenda. The virtual platform enables sponsors, speakers, attendees, and organizers to build connections and network seamlessly no matter where they are located to have life-like interactions via video/audio conferencing.
Top 14 strategies for hosting a successful virtual conference
IDENTIFY YOUR BUSINESS OBJECTIVES
While aiming at deriving greater reach, bringing more qualified leads, or simply planning to multiply profits always have clear business objectives. This will align you towards success and promote better ROI which will further result in better event progress.
BE DIRECT & CLEAR ABOUT THE TOPIC OF YOUR EVENT
Before you plan your event, always keep in mind to add powerful context which delivers clear and direct messages about your event. This will help you draw more attendance and furthermore inform individuals about the value your event will be provided to them.
CHOOSE THE RIGHT EVENT PROVIDER
A virtual event is nothing more than building interaction and engagement amidst attendees. Choosing the right service provider can help you host an immersive event. Go for a platform that provides you with every possible tool as per your requirements such as audio/video/text tools to motivate attendees, exhibitors, and speakers and enable them to collaborate and network seamlessly.
TAKE YOUR VIRTUAL CONFERENCE TO PLACES YOU ONCE COULDN’T
Though the pandemic was devastating for us, it did enable organizations to connect with keynote speakers who they once wished to invite. But just couldn’t due to geographical constraints. But now speakers are just one call away! The virtual event platform has finally given a chance to organizations to fulfill their desires.
EDUCATE YOUR STAKEHOLDERS
No doubt, Virtual conferences are gaining a lot of popularity but their features are still alien to many of us. You need to educate your target audiences about what a virtual conference is and its advantages. Create an insightful video for your audiences, exhibitors, staff, sponsors and navigate them towards the virtual conference platform.
MAP OUT AN AGENDA
Do a projection mapping of your sessions to make it easier for your attendees to attend the sessions they like. This will ensure attendees’ engagement and allow them to stay longer at the conference. You can place your agenda on the landing page this will allow more value to the event while providing knowledge to your attendees.
ASSIGN A MODERATOR
Keep your attendees engaged and excited by assigning a moderator. Now you must be thinking why do you need a moderator if you already have a keynote speaker delivering an important message to its audience. Well, this is because even if your speakers may have all the knowledge in the world they might not be successful to keep the attendees away from distractions. Hence, a moderator is a must. Assigning a moderator can help guide conversations, allow polls, and ensure that the audience remains hooked throughout different sessions.
ALLOW FOR TWO-WAY INTERACTIONS
Before COVID-19 when we used to meet in-person communication was a lot easier but then pandemics came our way, and meeting in public got restricted. Virtual events became the talk of the town during this time which enabled people to connect and interact with other individuals but in a virtual format. Keep in mind that your audiences attend your event from their remote locations so distraction and losing interest is very common. You can hook your prospect’s attention by incorporating interesting facts or quizzes, contests, games like crossword puzzles, photo booths, spin the wheel, and many more. You can add your preferred games to your event.
EXTRACT ATTENDEES’ FEEDBACK & DATA
Feedback plays a major role in virtual conferences as it helps you in making room for improvement in the future. On the other hand, it is equally important to build a database with your new leads. You can use this feedback and data to gather all the key information to use it later into your CRM.
RECORD YOUR SESSIONS
Conducting an event requires a lot of hardship and effort to promote success. By recording your conferencing sessions you will add value to your team’s hard work. You can post this recorded session into your content library as an asset for future marketing.
HAVE A DEDICATED SUPPORT TEAM
Imagine your event is live and all of a sudden there comes a slight bug in the technology, what will you do? Panic? To make sure this doesn’t happen to you, ask your service provider to provide you with a support team. This support team will serve as a backbone to your event as they will be looking, after all, troubleshooting to avoid all the hassle during the event.
ALWAYS HAVE AN ALTERNATIVE TO VIDEO CONFERENCING
As your event will be attended by people across the globe, there are chances that their internet connectivity gets poor. You cannot take chances! Ensure that you provide your attendees with audio options so that they don’t miss on anything and continue participating in the sessions and don’t lose interest.
SPREAD THE WORD
Utilize the power of your social media channel to promote your event to reach a wider audience and maximize your attendee’s strength at your event.
TEST YOUR TECHNOLOGY
Test your technology in advance. You can run a quick test before the D-day to eliminate all the glitches, make room for a smooth virtual conference and promote user-friendly technology for your visitors.
Over to you
It might seem intimidating as we move from traditional conferences to the new trend of virtual events! But beyond the shadow of a doubt, virtual event platforms did make our lives easier and convenient. It has provided us with an immense global audience, real-time interaction, powerful connection, seamless networking with global organizations and so much more! To make your event a great success don’t forget to follow the virtual conference-best 14 strategies mentioned above and host an immersive event throughout!