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Virtual event: 11 tips to make your first virtual event a success

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11 tips to make your first virtual event a success

Virtual Event

We live in a time where traveling is not easy, mass gatherings are risky and interaction is not as fast paced and natural like it used to be. Even as the world slowly recovers from the pandemic that shook us all, We haven’t recovered fully and it will probably take some time to get back to a life that is close to what we had so it is safe to assume that virtual events will still be relevant in the years to come. Even though it lacks a lot of things that in-person events have, it helps us interact, have virtual gatherings and stay on track. Many elements of virtual events have improved over the last couple of years, making it more versatile and effective. Here are 11 tips to help you organize your first virtual event with success.

  • Website for the virtual event:

Having a website dedicated to the event is the first necessary step in order to ensure the virtual event happens. It can be used to promote the event, and it is also where interested potential attendees can register for the event. All the details including the agendas, speakers and information regarding the event should be easily accessible here so that visitors don’t feel lost. Simplicity should be the key focus when making an event website.

  • Simple registration process:

Registration is one of the most important steps when it comes to events. Whether it is an in-person event or a virtual event, people need to register themselves in order to attend the event. Preferences, information and payments can be submitted here. The registration process should be made straightforward and easy to go through, It should be made in a way that payments made are secure. Not all the attendees are tech savvy and we don’t want people to be abandoning the idea of attending the event because of a frustrating registration experience.

  • Simple check-ins: The check-in process should be designed focused on simplicity and security as well. It should be fast, seamless and accurate for different categories via name, e-Ticket, QR-code or on-site registration. Face check ins or app check ins can be enabled to make the process easier.

 

  • Proper guidance:

Not everyone is familiar with virtual events. It gained prominence after the pandemic hit us and it involves technology, a lot of technology. This is why proper guidance, emails, instructions need to be sent out to people involved in the event. This will make sure the event runs smoothly.

  • Reduce chances of technical difficulties:

Virtual events depend on technology. A lot of technical issues can happen as a result of it. Proper care needs to be given and the right skill needs to be applied in order to ensure that technical difficulties are reduced to the minimum. Double check things before giving it the “go” signal.

  • Mobile app and web portal:

People need a platform to attend the event. A web portal dedicated to the event and a mobile app should be prepared and made available to the people involved without any hassle. It should be easy to use and simple.

  • Audience Engagement

Live polls can be conducted during the meeting either during a live streaming session, video conferences or a speaker session. This will help in understanding the audience better, the feedback can be collected and used to make better decisions in the future. Ratings, rankings and other opinions can be collected to better understand how the event is doing and how it can be improved. This also creates engagement and can make the event very interactive and fun for the audience. Q&A sessions can be conducted to make the event more interactive as well. People can ask questions to the speakers and get their answers. This gives virtual events a human touch which otherwise would be very mechanical and boring. The questions can be moderated, displayed on the big screen to make it much more impactful and interesting.

  • Gamification:

Participation can be gamified during the event. Fun contests or quizzes can be conducted during the event and points can be awarded for participation or doing well in the contests. A leader board can be arranged and that can be shown on the big screen to announce the winners. This will make the event stand out and be a lot of fun for the audience.

  • 1 on 1 video calls:

1 on 1 video call facility should be there in order to give the attendees a chance to interact with the speakers.

  • Live streaming:

During live streaming sessions, polls, quizzes or Q&As can be integrated to make it interactive, engaging and effective. Demonstrations can be easily given in the stream and questions can be answered.

  • Proper Conclusion: The conclusion should be proper and meaningful. A proper announcement can be given to the attendees announcing the end of the event. We don’t want an event to end all of a sudden because of technical issues. A thank you message can be displayed on the screen, farewells can be given properly in order to make it worthwhile.

 

Hybrid events and virtual events are growing in prevalence and we are adapting to the new “normal”. While it is not possible to offer the experience of in-person events by using virtual events, it is still better than nothing and we keep moving forward until things improve in this transient time. To know more about events, please visit our Facebook page.

 

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