by sachinanand | Sep 16, 2022 | Blog, Employee Engagement, Event Apps, event management, Technology, Virtual Events
Event planners should come up with different fun virtual event ideas to keep their attendees interested. This can be done by coming up with new and innovative ways to present the virtual corporate event, as well as by incorporating different virtual attendee engagement activities. By doing this, organizers can ensure that their events are both engaging and fun for participants.
In this article, we will be discussing ten unique virtual event ideas which provide a great opportunity for brand awareness and also, give the virtual attendees an immersive experience.
What are virtual events?
Virtual events are events that take place online, and can be attended by anyone who has access to the internet. They are often used to promote a product or service, or to attract new customers.
They can also be used to market a company or its products, or to raise money for charity. virtual events are usually organized by companies or organizations, and they can be either simple events, such as webinars, or more complex gatherings, such as conferences.
Benefits of hosting virtual events
Virtual corporate events are becoming more and more popular due to their many benefits. Here are four of the key benefits:
1. They’re Cost-Effective
Virtual events can be a much cheaper way to hold a conference than hosting it in person. There’s no need for expensive facilities or travel expenses, and you can use technology to create and run the event without any overhead costs.
2. They’re Flexible
You can run fun virtual events at any time of year, which makes them perfect for organizations that want to accommodate busy schedules. You also don’t have to worry about weather conditions affecting an event – virtual events can be held anywhere with internet access.
3. They’re Customizable
You can customize your virtual event platforms based on the needs of your participants. You can choose from a variety of different virtual event templates and customize them for your specific needs.
4. Wider audience
You can reach out to a wider audience than you could if you were conducting an actual event. Unique virtual events are perfect for reaching out to remote employees who may be too busy to attend an actual event.
Ten popular virtual event ideas
Here are the ten most popular virtual event ideas for event organizers:
1. eLearning workshop
One popular educational virtual event format is the eLearning workshop. eLearning workshops are simple to create and can be delivered through any type of digital platforms such as websites, apps, or even social media platforms.
They are perfect for delivering short, interactive learning modules that can be used as stand-alone courses or incorporated into larger curriculums. Moreover, eLearning workshops can be easily adapted to meet the needs of different age groups and subject areas.
2. Live Q&A sessions
Q&A with an industry influencer can be a great virtual event idea. Not only does it give your attendees the opportunity to ask questions of someone who knows the industry inside and out, but it also allows them to learn from a successful expert in a more personal way.
Plus, if you pair this type of event with some great giveaways or discounts, attendees will definitely feel like they’ve gotten their money’s worth.
3. Roundtables
Corporate event ideas such as roundtables are popular. Companies often have roundtables as part of their company culture. They allow employees to get to know each other better and to share ideas. Roundtables can also be a great way for the company president or CEO to get feedback from employees.
In addition, roundtables can also give employees an opportunity to network with one another. If you are looking for an event that your employees will enjoy, a virtual roundtable is a great choice.
4. Fundraising events
Fundraising events are a great way to connect with your donors and raise money in a fun and interactive way. Virtual fundraising events can be done online or through social media. There are many different types of virtual fundraising events, so there is something for everyone.
Some examples of virtual fundraising events include treasure hunts, online lotteries, and bake sales. They are also easy to create yourself, so you can tailor the event to fit your needs. When creating a virtual fundraising event, it is important to consider the target audience and the goals of the event.
You should also consider how you plan to collect donations, as well as how you will distribute the proceeds. Virtual fundraising events can be an effective way to connect with donors and raise money.
5. Product launch events
Virtual product launch events are popular virtual event ideas because they allow companies to engage with their customers in a fun, interactive way. They also offer an opportunity to showcase new products and services, and to connect with potential customers.
To create a successful virtual product launch event, businesses should consider the following factors:
– What type of product or service is being launched?
– What type of audience is targeted?
– What format will the event take?
– Will there be live or pre-recorded content?
– How will participants be notified about the event?
6. Virtual tradeshows
Virtual tradeshows are a great virtual event idea because they allow businesses to reach a large audience without having to travel. Additionally, tradeshows can be customized to fit the needs of each business.
For example, a business can create a virtual tradeshow about its latest products or services. Plus, they’re really easy to set up and manage. Here are some reasons you should consider hosting your own virtual tradeshow:
They’re low-cost and easy to set up
Creating and running a virtual tradeshow isn’t as expensive or time-consuming as you might think. All you need is a website (or an online shop) and a few simple tools like an email marketing service or a social media management platform.
They can be customized to fit your business
You can customize the content, graphics, and layout of your virtual tradeshow to match your brand’s style and target audience.
They help you get more exposure and grow your business
Because they’re so easy to set up and manage, hosting a virtual tradeshow is a great way to get more exposure for your business. You can reach out to people who might not have heard of you otherwise.
7. Digital craft classes
Digital craft classes can be fun, educational, and motivational for participants. There are many different types of digital craft classes available online. Some examples include photography, cake decorating, knitting, and crochet.
These classes usually have lots of videos, step-by-step instructions, and photos to help participants succeed. Participants can also ask questions online or in group discussions after completing the class.
8. Panel discussion
A virtual panel discussion with industry experts is a great virtual event idea. You can create a panel discussion by inviting industry experts and asking them to share their insights on a specific topic. You can also ask your guests to share their thoughts on how the topic affects their industry. This type of event is perfect for engaging your audience and getting valuable feedback.
By hosting a virtual panel discussion, you’ll be able to reach more people than you would if you hosted an in-person event. Plus, because it’s online, you can easily amend or add content as needed.
9. Contests and giveaways
By creating a fun and engaging experience for participants with contests and giveaways along with online team building games, you can encourage attendee engagement and loyalty among your customers or followers. Plus, such online team building games are a great way to promote your brand and attract new customers. Here are some tips on how to host a successful giveaway:
– Choose the right prize. The prizes you choose should be something that your target audience desires or needs. This will help you attract more virtual attendees as well as motivate them to enter the contest.
– Create an engaging social media campaign. Creating an engaging social media campaign will help promote your giveaway and attract more participants.
– Make sure to post Frequently Asked Questions (FAQs) and provide clear instructions on how to enter the contest.
10. Virtual concerts
Corporate event ideas like hosting a virtual concert are much more beneficial for businesses. Not only is it a fun way to connect with employees, but it can also be an effective way to promote company culture and morale.
Virtual concerts can be tailored to specific interests or themes, and they’re also a great way to connect with customers who may be geographically dispersed.
Fun virtual event ideas such as virtual concerts offer an opportunity to promote corporate values and products to a wider audience. In addition, virtual concerts can help companies build brand loyalty and improve employee engagement.
Best practices to conduct virtual events
Virtual event platforms present unique challenges that must be considered if they are to be successful. To help ensure a successful virtual event, here are five best practices to follow:
1. Host meaningful events
Event organizers must be mindful of the impact that their virtual events have on remote employees. The practice of hosting meaningful and fun virtual events is essential in order to create a positive experience for all participants. To create an immersive experience, event organizers should consider the following best practices:
– Host an online forum where participants can discuss the event. This allows them to form relationships and build trust before the actual event takes place. It also allows them to gather feedback and make necessary changes before the event begins.
– Encourage participation by providing ample opportunities for remote employees to connect with one another. This can be done through chat rooms, message boards, or social media platforms.
– Make sure all materials are easy to access and print out for those who would like to take part in the discussion but do not have access to a computer or printer at home.
2. Choose the right event app
Event planners know that having the right event app can enhance their event and make it more engaging for attendees. However, choosing the right app can be difficult. Here are some tips to help you choose the best app for your event:
Consider what your event goals are
Do you want to create a custom experience for your attendees or do you simply need a way to manage RSVPs? If you’re looking for a tool that lets you manage all aspects of your event from one place, an app like WebMOBI is perfect.
Consider how mobile-friendly your event app is
There are a lot of factors that go into this decision, but if you’re holding an event at a location where attendees can’t be physically separated from their phones, it’s important to consider whether or not your app will work well on mobile.
Decide whether or not you want to host your event on a website
If your event is large and the expected number of attendees is unknown, it might be best to host the entire thing online. This also means that you can use an app like WebMOBI for RSVP management purposes.
Consider whether you want to host on your own or through a third party
If you’re hosting the event on your own website, you have complete control over the look and feel of the app. This can go a long way toward providing a good experience for users.
Check: WebMOBI event app
2. Carefully consider the pricing
Event organizers must carefully consider the pricing of their virtual events in order to ensure that they are able to cover their costs and generate a profit. There are a few key considerations that organizers should take into account when setting prices for their events:
-The cost of running an event is generally higher than the cost of hosting an event in real life. This is due to the costs associated with hiring staff, renting space, and other necessary expenses.
-The average ticket price for a live event is three times higher than the average ticket price for a virtual event. This is because live events often have more benefits, such as VIP access and merchandise sales, which increase the overall cost of production.
-Virtual event organizers should also consider how much time participants will be spending in the virtual world and what type of activity will be available to them.
3. Promoting the event
Event organizers should promote their events through a variety of mediums in order to reach as many people as possible. Social media, email marketing, and print publications are all important tools for promoting an event.
In addition to traditional advertising, event organizers can also use social media platforms like LinkedIn to build relationships with industry professionals and potential clients. Email marketing is another effective way to reach out to attendees and promote the event.
Print publications like trade journals or online blogs can also be used to generate interest in an upcoming virtual event. The goal is for everyone involved with the event-from sponsors to attendees-to feel engaged and aware of the latest happenings.
4. Have a feedback plan
Organizers of virtual events know that feedback is an essential part of the success of their events. Feedback can be positive or negative, but either way, it’s important to receive it in order to make sure the event was a success. Here are some best practices for asking for feedback:
– Make sure you have a plan for soliciting feedback. It’s important to have a plan in place in order to ensure that all attendees feel comfortable giving feedback and that the information collected is valid.
– Make sure your feedback solicitation process is easy to follow. Having an easy-to-follow process will help organizers get the most accurate and useful feedback possible.
– Make sure you provide enough time for attendees to give feedback. Giving attendees time to think about their comments before providing them with feedback will help them provide more meaningful input.
– Make sure you provide ways to receive feedback that are useful and easy to follow. This will help organizers better understand the comments they’re receiving and make it easier for them to incorporate changes into their plans.
– Make sure your feedback process is designed with multiple channels in mind.
5. Be Diverse
Being diverse is a good practice for virtual event organizers. It is important to have a variety of people in attendance because it will make the event more fun and interesting.
This can be done by including people from different backgrounds, ages, and occupations. It can also be accomplished by having a wide range of speakers so that everyone can learn something new.
Finally, it is important to include a way for participants to socialize with each other. By doing this, they will feel more connected to the event and less likely to miss out on any important information.
Wrap Up!
In conclusion, virtual events offer a great way to connect with participants and keep them engaged. The possibilities are endless, so don’t be afraid to come up with new ideas. Use this article as a launching pad, and see what kind of fun you can have with virtual events!
Read: Trivia questions for office gatherings
by sachinanand | Sep 16, 2022 | Blog, Employee Engagement, Event Apps, event management, Technology, Virtual Events
Hybrid events are on the rise, and event planners should always be aware of hybrid event trends. Such events are held by combining onsite events and online events, and they have a lot of benefits for event organizers. They are cost-effective, flexible, and allow for a large number of participants.
What are hybrid events, and why are they so popular?
Hybrid events are events that combine both virtual events and offline events. They are becoming increasingly popular because they offer a variety of benefits for organizers.
For participants, a hybrid event strategy provides an opportunity to interact with others in a virtual setting while also experiencing the physical event. This can be helpful for people who are shy or have difficulty meeting new people in person. It can also be helpful for people who are disabled or unable to travel.
For event managers, a hybrid event strategy offers a way to extend the reach of their event. By combining online and offline components, they can attract more participants and generate more revenue. They can also improve the overall experience for attendees by providing better access to resources and services.
Ten popular hybrid event trends
Here are the ten most popular hybrid event trends for event organizers to watch out for.
1. Academic conferences are increasing
Academic conferences are trending types of hybrid event solution as it combines both offline and virtual events. The popularity of these events can be attributed to the benefits they offer participants, including networking opportunities, learning opportunities, and the opportunity to share knowledge with others in the field.
Some popular conference types include:
Industry conferences
These events provide an opportunity for companies to share information and collaborate with other businesses in the same industry.
Research conferences
These events allow academics to share their latest findings with fellow researchers and receive feedback on their work.
Student conferences
These events provide students with a platform to showcase their work and connect with potential employers or mentors.
Conference series
These events are held over a number of days or weeks and offer a variety of topics that might interest attendees.
2. Micro-events are on a growing trend
Micro-events are a growing trend in the event industry. They allow businesses to create engaging experiences for their customers without having to leave their desks. By using online tools, businesses can create mini-events that are specific to a particular product or service.
There are many benefits to using micro-events. They’re low-cost, easy to organize, and can be tailored to meet the needs of your business. They also provide a way for you to connect with your customers on an individual level. This is important because it builds trust and allows customers to feel like they’re part of your business community.
One of the biggest advantages of using micro-events is that they create awareness for your business. This is because people will know about your event and may choose to attend.
Micro-events are also a great way for your customers to receive updates about your business. This is especially important for small businesses that do not have a large web presence.
3. Internal meetings are going online
Since the dawn of the internet, employees have been able to collaborate remotely with colleagues. However, due to advances in technology and the ever-growing trend of working remotely, virtual internal meetings are now increasingly common for remote workers.
There are many benefits to conducting online internal meetings, including reducing distractions, improving communication, and boosting productivity.
The first benefit is that online internal meetings can be conducted from anywhere in the world. This means that companies can hire remote workers who don’t live close by, or who work flexible hours.
Additionally, since participants only need to access a computer or phone to participate in an online meeting, they can remain engaged in the conversation even if they are on their way to a meeting or traveling.
4. Event technology is evolving
Event technology is constantly evolving to keep up with the ever-changing hybrid event format. With more and more organizations moving away from traditional conference formats, event technology has had to adapt in order to meet the needs of attendees. Some of the most popular upgrades include:
Virtual reality (VR)
While VR can be a scary proposition for many, its potential as an event technology tool is huge. VR can be used to create immersive experiences that allow attendees to explore new products or learn about new services in a way that feels truly interactive.
Augmented reality (AR)
AR has already started to take off as a popular event technology tool. AR allows users to see information or objects overlayed in their real-world environment, making it a great way to provide supplemental information during presentations or help attendees navigate busy spaces.
Mixed reality (MR)
MR is another emerging technology that’s making it possible for the first time to have the best of both worlds – real physical space and virtual reality.
Check: WebMOBI event app
5. RIse of the hybrid recruitment process
The recruitment process is becoming more hybrid because businesses look for ways to save money and time. The combination of virtual and physical formats is growing in popularity, and businesses are finding that they can use both to save time and money.
One of the benefits of using hybrid event platforms is that it allows recruiters to reach a wider range of candidates. For example, they can post a job on a website, but also send out emails to potential candidates who have registered for an event. This way, they can target specific groups of people who might be interested in the job.
Another benefit of using a hybrid event solution is that it allows businesses to evaluate candidates quickly. They can view the resumes of candidates online, then reply to those who have applied with questions or an offer.
Overall, this hybrid recruitment trend is likely here to stay in the event industry as it allows businesses to find better candidates faster and assess their skills in a more realistic environment.
6. Hybrid tradeshows are earning more
Hybrid tradeshows are quickly becoming more popular than ever before. This is due to the combination of both online and offline participation.
By combining the two, attendees can get a better experience from both worlds at the event venue. For example, if someone wants to attend an event but doesn’t have time to travel, they can still participate by attending the online portion of the show.
Additionally, if someone prefers face-to-face interaction with other attendees, they can also attend the offline portion of the show. This way, everyone can get what they want out of a hybrid tradeshow.
7. Lower staffing required
While hybrid event sustainability requires a little more planning than traditional conferences, they typically don’t require the same number of staff members. This is thanks in part to the use of technology and automation, which can help manage event logistics and communications.
In addition, event planners can use the more flexible staffing model to recruit and schedule staff members according to their needs for a particular event.
Technology has allowed hybrid events to manage logistics and communications more efficiently than traditional conferences.
8. PR responsibilities have increased
Since the advent of hybrid events, PR agencies have had to become more skilled at working with multiple stakeholders. As a result, PR agencies are now more commonly hired for events that combine traditional and digital media. Here are some of the responsibilities of PR agencies in such a scenario:
Creating cross-platform content
This includes developing content for social media platforms (Facebook, Twitter, Instagram) as well as traditional media outlets. It’s important to make sure all content is high quality so that viewers can continue to trust you even after reading or watching different types of content.
Working closely with event planners
Oftentimes, planners will require input from PR firms before an event even begins in order to create a cohesive strategy. This coordination can be time-consuming but essential in ensuring the success of an event.
Working with social media influencers
Influencers are those people who have a large number of followers on social media platforms. These influencers can be other PR firms as well as individual content creators (bloggers, vloggers, etc. )
9. More focus on attendee engagement tools
Hybrid event platforms have caused event managers to focus more on attendee engagement tools such as live polls, word clouds, live quizzes, and Q&A sessions. These tools allow organizers to track the reactions of attendees and gauge the effectiveness of their programs.
Some organizations are using these tools to create interactive experiences that are tailored to their audience. For example, a company may release a poll about its upcoming product launch. By using this method, the company can ensure that all attendees have an equal opportunity to participate and provide feedback.
Word clouds and live polls are just two of the many audience engagement tools available. With so many options available, it’s important for organizers to choose one that will help them measure success. By understanding what’s working and what isn’t, they can make modifications accordingly.
Q&A sessions can be extremely effective, especially when they are a follow-up to the event. These sessions can be used to gather feedback from attendees and provide an opportunity for questions and answers that can be added to a website or other marketing material.
Live quizzes are another great way to engage attendees and measure success. These quizzes can be sent out via social media, or at the event, which will help attendees share their experiences with others. They can also be used to create a form that can be utilized by local businesses for marketing purposes.
10. Data collection practices have revolutionized
Virtual events have revolutionized the data collection practices by event organizers. The usage of virtual events has reduced the cost and time required to organize an event while also increasing the reach and engagement of participants.
By using online tools, such as social media platforms and event apps, event organizers can keep track of participant activity and collect data in real time.
Additionally, virtual events are more engaging for participants since they can participate from anywhere in the world. This accessibility allows event organizers to target a wider audience while still retaining control over the quality and accuracy of their data.
What will hybrid event planning look like in the next 5 years?
Hybrid event planning is set to take off in the next 5 years. With technology becoming more advanced and affordable, businesses of all sizes will be able to host virtual events with ease.
Hybrid event planners will use event technology such as WebMOBI to connect participants from around the world. This allows businesses to save on travel costs, and still provide a high-quality experience for their attendees. Additionally, virtual event planning can help businesses better connect with their target market.
By hosting a hybrid event, businesses can reach out to customers who may not be physically located near them. Additionally, hybrid event planning is an increasingly popular way for businesses of all sizes to generate quality leads.
Wrap Up!
In conclusion, event planners should consider these hybrid event trends along with other existing and upcoming trends in order to create successful events. By understanding the latest technology, planners can create engaging experiences that will keep attendees coming back.
Virtual tradeshow marketing tips
by sachinanand | Sep 16, 2022 | Blog, Employee Engagement, Event Apps, event management, Technology, Virtual Events
Hybrid conference events planning is an approach to planning events that incorporates aspects of both traditional and virtual event planning. The idea is to create the best possible conference experience for event participants. The hybrid event planning allows for more engaging event experiences for attendees, while also ensuring that the event is successful and meets organizational goals.
In this article, we will discuss ten effective strategies for planning hybrid conference events.
What are hybrid conference events?
Hybrid conference events are a new kind of event that combines traditional conference formats with nontraditional methods such as experiential learning and social networking. According to the organizers, hybrid conferences offer an “interactive and engaging” experience for participants.
Hybrid events combine aspects of both online and in-person conferences, which means that participants can engage with one another through discussion boards,
Webinars, workshops, and more. These types of events are perfect for those who want to learn new information but don’t want to miss any of the action.
The Benefits of a Hybrid Conference Event
Hybrid conference events offer a unique opportunity for attendees to experience multiple aspects of the conference experience. Here are six benefits of attending a hybrid conference:
– Hybrid conferences offer a variety of formats that can accommodate everyone’s needs. There is a format for every attendee, no matter what their interests are.
– Hybrid conferences offer an affordable way to attend multiple sessions in one day. This allows attendees to get the most out of their conference experience and avoid feeling overwhelmed or exhausted by the schedule.
– Hybrid conferences allow attendees to connect with other professionals in their field, no matter where they are located geographically. Attendees can meet new friends and colleagues while learning about new developments in their industry from experienced professionals.
– Hybrid conferences provide an excellent opportunity for networking and building relationships with like-minded professionals from all over the world.
– For businesses that have a need for highly targeted marketing and branding, hybrid conferences provide an affordable option for reaching key decision makers, industry influencers, and thought leaders.
– Hybrid conferences provide a high return on investment for attendees through the value of networking, new business contacts, and brand awareness.
Types of hybrid conference events
Hybrid conference events are becoming more and more popular as the industry evolves. They offer a unique opportunity to explore new concepts and meet new people while also maintaining the traditional aspects of a conference. Below are four types of hybrid conferences that are likely to be of interest to event planners:
1. Trade shows and exhibitions
Shows and exhibitions offer a great opportunity to reach out to potential customers face-to-face and see what they’re up to. The trade show setting allows for interactive displays and presentations, while the exhibition setting provides an opportunity for attendees to see products in action.
2. Seminars
Seminars provide attendees with the opportunity to participate in related workshops or sessions that complement the main conference content. This type of hybrid event offers participants access to valuable resources without having to travel long distances or spend extra money on accommodations.
3. Networking events
Networking events are important for retailers because they provide a chance to meet with other industry professionals and share ideas about their current business practices. Retailers should look for networking opportunities that connect them with the people who can best help them succeed.
4. Corporate events
Corporate events are great places to be if you want to make a connection with large companies, while also learning more about their products and services.
Tips to organize hybrid conference events
Here is a list of ten reliable strategies for event planners to organize hybrid conference events:
1. Establish your goals
Organizing a hybrid conference can be a daunting task for event planners. What are the goals of the live event? What is the event content? Who should attend? What format will it take place in? These are just some of the questions that need to be answered in order to ensure that the conference is successful.
It is important to define the goals of a hybrid conference from the start. This will help to determine who should attend, what format it should take place in, and what topics should be covered. The goal of a hybrid conference should be to provide attendees with valuable information and networking opportunities. By outlining these goals early on, organizers can better tailor the event to meet everyone’s needs.
When it comes to organizing a hybrid conference, it is essential to have a clear vision of what you want your audience to experience. The format of the conference should be flexible, but also flexible enough to accommodate all participants.
Also, you should set measurable goals for the conference, such as attendance numbers or shareable content produced. Keeping track of progress will help you determine whether or not you’re meeting your objectives.
2. Choose a mobile event app
Organizing a hybrid conference or meeting can be a daunting task, but with the right mobile event app, it can be much simpler. It can be difficult to decide which event technology is best for your needs. Here are some factors to consider when choosing a mobile event app for your live event:
Functionality
First and foremost, make sure the app functions well. It should allow you to manage events and attendees easily, as well as provide features necessary for hosting a successful meeting.
Cost
Additionally, consider the cost of the app. Some are free while others may have subscription costs associated with them.
Ease of use
Another key consideration is the ease of use. The app should be easy to navigate and use regardless of experience level.
Reviews
Reviews can help you determine if the app is suitable for your needs or not.
Customer service
Lastly, make sure that the customer service is reliable and responsive. The ability to contact a person who can answer questions and help resolve issues are necessary features when choosing a mobile event app.
Check: WebMOBI event app
3. Identify the target audience
Identifying the target audience can help organizers tailor the event to meet participants’ needs and expectations. Here are some tips for identifying the target audience:
Research the market
Understanding which industries and sectors your attendees represent is essential for designing an event that meets their needs.
Ask event participants what they want
Survey the onsite and digital audiences before, during, and after the event to get feedback on what worked and didn’t work. This will help you identify areas you need to enhance.
Listen to feedback from key stakeholders
Make sure you consult with those who have a stake in your event – such as sponsors or conference partners – to get their input on who should attend and what topics should be covered.
Consider demographic factors
Attendees may have different needs from one another. Consider the ages of your audience and take this into account when creating content for your event.
4. Consider the event budget
Hybrid conference events can be a great way to get the most out of your event budget. By taking into account the different components of an event, you can create a successful and affordable event. Here are four tips for budget-effective hybrid conference organizing:
Start with the basics
Rent an auditorium or venue, purchase necessary supplies, and determine ticket prices. The more you know upfront, the less you will have to spend in the final stages of planning.
Factor in guest speakers and receptions
These events can easily become expensive if not planned properly. Plan ahead by contracting speakers and arranging receptions to take place after each presentation.
Consider entertainers and food options
A successful conference relies on a good mix of interesting presentations and lively socializing opportunities. Plan for entertainment (e.g. music, dance), and food (e.g. mass catering) to keep everyone happy and productive.
Plan for the needs of delegates
Make sure you have enough meeting space, Wi-Fi, computers, telephone, and printer access.
Consider the cost of travel and accommodation
Traveling to different areas can be expensive and time-consuming.
5. Decide the date and timeline
The timeline and date are key considerations for organizing these events successfully. By following a structured approach, hybrid conference organizers can create a timeline that is both efficient and effective.
One important step in planning a hybrid conference is to identify the various components that will make up the event. This includes determining the duration of each online session, the length of each in-person workshop, and the number of sessions that will take place between the two formats. Once this information is known, planners can begin to develop an appropriate timeline.
In order to ensure that all participants have an opportunity to participate in all required sessions, it is important to create staggered start times for online sessions. This way, no participant feels rushed or left out during the event.
Once planners have determined the length and format of their hybrid conference, they must think about how to best structure the sessions for maximum effectiveness.
6. Prepare the agenda
Preparing the agenda is an important part of organizing these events, as it can help keep everyone on track and ensure that all the necessary information is covered. Here are some tips for preparing an agenda for hybrid conference events:
– Start by assessing what needs to be covered and make a list of key topics. This includes everything from panel discussions to breakout sessions.
– Once you have a list of topics, consider how best to organize them into manageable blocks. This will help ensure that everyone has enough time to participate in all the relevant discussions.
– Create sub-topics that can be included as “mini sessions” during the actual conference. These should be focused on specific topics and include a mix of presenters, panel discussions, and breakout sessions.
Once you have a rough itinerary of the agenda, start writing the slides. At this time it is important to make sure that you are covering all the relevant information. Also, make sure that the presentation style and flow match that of your audience since they will be reading and participating in the presentation.
7. Organize and execute an event marketing plan
Organizing and executing a successful event marketing plan is essential for the success of the hybrid event. Here are five tips for creating a successful marketing plan for hybrid conference events:
– Use social media marketing platforms to reach out to your target audience. Social media marketing platforms like Facebook and Twitter are excellent ways to connect with potential attendees and promote your hybrid meetings. Make sure to post relevant information about your hybrid meetings, including the date, time, and location.
– Create various types of promotional materials for your events, such as flyers, web banners, and other virtual elements. Flyers are extremely cost-effective, and they can be handed out at public places like libraries, cafes, and even post offices. Web banners are also very effective in promoting an event.
– Create a website for your organization. This allows potential attendees to register online, and it can also be used as an online portfolio of your business.
– Email marketing campaigns are very effective in promoting an event. Create a series of email marketing campaigns for your potential attendees. You can send out invitations via email, so they will get more information about the event.
– Create a press release and then distribute it to your local media outlets.
8. Encourage audience participation
Hybrid conference events offer attendees the opportunity to learn from both expert and novice speakers, as well as engage in an interactive dialogue with other attendees. In order to foster audience participation and engagement, event organizers must encourage participants to share their ideas and experiences.
One way to do this is by providing opportunities for audience members to ask questions during sessions. They can also conduct live polls, live quizzes, and word clouds to engage the attendees and improve the virtual experiences.
Additionally, event organizers can create social media platforms that allow attendees to connect with one another and discuss topics of interest, thereby, enhancing the virtual experiences.
By fostering a community-driven atmosphere, hybrid conference events create an engaging environment that encourages audience participation.
WebMOBI: Book a demo
9. Doing a test run
Trial runs allow organizers to test out their event idea and make sure everything is running smoothly before the actual hybrid conference events. This way, there are no surprises on day one and everyone can focus on having a great time.
There are a few things to keep in mind when running a trial run. First, make sure the virtual attendees know what to expect in the hybrid event platform. Have clear signage indicating where the event is taking place and what each area of the event entails.
Second, be prepared for any hiccups that may occur. Have backup plans in place in case something goes wrong, and be willing to adjust as needed.
Finally, don’t forget to have fun! Having a good time while hosting hybrid events is essential to making it successful.
10. Follow up with the event attendees
Organizers hosting hybrid conference events know that follow-up with attendees is important in order to ensure a successful event. This is especially true for events that combine onsite event and digital event platforms of participation, as participants may be sporadic in their attendance.
One way to manage follow-up is by using a contact list or email marketing campaign to keep participants updated on the event’s progress and upcoming opportunities. Additionally, organizers can distribute materials such as flyers, web pages, and other virtual elements to attendees during and after the event.
In addition, a social media marketing plan can be used to reach out to attendees who may have missed the event itself. Finally, organizers can provide contact information for other related events or resources.
Wrap Up!
In conclusion, hybrid conference events are growing rapidly in the event industry. Hybrid conference events can be a great way to attract more attendees and provide a unique experience for your attendees. By being creative with your event planning, you can create an event that is sure to please everyone.
Be sure to plan ahead and make sure you follow all the important strategies mentioned above and have all the necessary materials, such as event technology, and other resources for the onsite and digital audiences so that your event goes off without a hitch.
Read: Unique team building activities for hybrid meetings
by sachinanand | Sep 13, 2022 | Blog, Employee Engagement, Event Apps, Technology, Virtual Events
Event attendance rates for online events are often lower than those for in-person events, but there are a few things that organizers can do to boost attendance. Here are 11 easy and useful tips to help you achieve a higher attendance rate for your next online event!
The emergence of online events
Event planners have long known that the Internet is a powerful tool for promoting and organizing gatherings. But recent years have seen an uptick in online events, which are held through websites and other online platforms.
Online events offer a variety of advantages over traditional gatherings. For one, they can be conducted remotely, which allows participants from all corners of the globe to take part.
Furthermore, virtual events are often more affordable than traditional ones and don’t require as much infrastructure or preparation. And last but not least, they’re often more interactive and engaging because participants can interact directly with each other through forums or chat rooms.
Despite these advantages, virtual events still face some challenges. For one, it can be difficult to create a successful event if no one knows about it beforehand. And even if people do know about it, they may not show up if the event isn’t interesting enough.
What are the benefits of online event attendance?
Online event attendance has many benefits, including:
1. Increased Engagement and Recruitment
People can attend virtual events from anywhere in the world have a greater opportunity to engage with the organization and potentially become brand advocates. This increased engagement can result in more event attendees joining future events, as well as recruiting new members and employees.
2. Improved Customer Relationships
With customers able to attend virtual events from anywhere, companies can build stronger relationships with their customers by engaging them more regularly online and on social media channels. This creates trust and builds loyalty among customers, which can be extremely beneficial in today’s competitive marketplaces.
3. Increased Sales Opportunities
By increasing your visibility and reach among your target audience through online event attendance, you may be able to increase sales opportunities by reaching a wider audience than would be possible through traditional events alone.
4. Differentiated Products and Services
By making your brand more visible through online event attendance, you can build a stronger brand image that is sometimes more important than the products and services you provide to customers.
5. Improved Employee Relationships
Through personal interaction with the target audience, employees can promote events, build more meaningful relationships with customers and increase customer loyalty.
Strategies on how to increase attendance rate in online events
Online events can be a great opportunity to build connections and promote your brand, but if not managed correctly, they can also lead to low attendance rates. Here are some tips on how to increase attendance at your next online event:
1. Focus on engagement with speakers
Some online events may not feel as exclusive as they could be. Additionally, some speakers may only be available to attend certain events. By emphasizing exclusive opportunities to engage with speakers, organizers can increase attendance at their events.
– Offering the opportunities to engage with speakers can help make an event more exclusive and draw in a larger crowd of attendees. This can be done by limiting the number of engagements that are available each day or week, or by setting up a lottery for those who want to engage with the speaker in question.
– In order to maximize the potential for success, it is important to communicate these exclusivity policies clearly to participants. Doing so will ensure that everyone knows what’s required in order to participate and that no one feels left out.
For example, if you are running a business event, you might want to state that event attendees must have an active company email address in order to participate. It is also important for participants to know about the exclusivity policies upfront.
– In order to make sure that the exclusivity policies are properly enforced, it is important to have clear enforcement procedures. For example, you could have a list of participants who have been invited and send an email with the details of the event.
2. Promote on social media channels
When trying to boost event attendance, an important part of event marketing is to leverage social media platforms. By using a variety of social media channels, organizers can reach a wide audience and encourage more people to participate in the event.
You can leverage social media platforms for promoting events include Facebook, Twitter, LinkedIn, and Instagram. Each platform offers its own unique advantages and disadvantages. For example, LinkedIn is often used by business professionals as a means of networking; Twitter is known for its immediacy and ability to spark conversation, and Facebook has become the dominant platform for online marketing thanks to its extensive reach.
The key variables that affect success when promoting an event across social media platforms are content quality, timing, and strategy. Effective content can be created in any format (text, images, videos) and posted on any channel.
3. Emphasize email marketing
Email marketing is a great way to increase online event attendance. By increasing the number of people who are aware of and interested in your events, you can create a more engaged community around them. Here are a few tips for boosting email marketing engagement:
– Make sure your email campaigns are relevant to your audience. Send emails that focus on what your attendees will benefit from and why they should attend.
– Use images and videos to capture attention and make your emails more compelling.
– Be sure to send follow-up emails after your events to keep participants updated and engaged.
– Use automation tools like A/B testing and segmenting to optimize your email campaigns for maximum response rates.
– Keep track of how many people open, click through, and sign up for your emails, and make changes based on that data feedback.
4. Make use of your website
Many businesses and organizations focus on their website as a means of promoting and marketing their events. Websites can be tailored to be more interactive, user-friendly, and informative. There are many different ways to boost online event attendance by making your website more engaging for potential attendees.
Some tips for increasing website engagement with potential attendees include using interactive features, including polls, quizzes, and games; incorporating social media links; and creating blog posts or videos related to the event.
Additionally, providing detailed information about the event such as start time, location, and program content can help attract interested individuals. By focusing on these strategies, businesses can increase online event attendance while also ensuring an enjoyable experience for those who attend.
5. Provide great content
Providing high-quality content and information is essential to increasing attendance. Participants want to know what topics are being covered, what the event schedule looks like, and how to participate. Offering engaging content will help keep people interested in your event.
Additionally, providing helpful resources such as FAQs or social media links will make it easier for attendees to get involved. By focusing on these important details, you can ensure that your virtual event becomes a success!
6. Keep your sessions concise
There is no doubt that having an engaging and informative online event can help to increase attendance. However, many organizers find that their events tend to run a bit long, potentially losing participants along the way.
One way to combat this is to keep the sessions concise and focus on key points. This will help attendees stay engaged and informed, which can ultimately lead to higher attendance numbers.
Additionally, by breaking up the presentation into small chunks, organizers can make it easier for attendees to take action or ask questions afterward. Overall, these tips should help organizers create successful online events that are also well-received by participants.
7. Offer external incentives
Event planners can start offering external incentives for the virtual attendance such as cash prizes or free tickets can help increase the online event attendance rate.
Studies have consistently shown that monetary compensation can encourage virtual attendance to participate in activities they would not ordinarily do, such as attending a meeting or attend a webinar. Incentives can also be used to motivate people to complete tasks and achieve results.
There are a few considerations that should be taken into account when designing an incentive program: what types of rewards are available, how often should rewards be given out, and how large should the rewards be?
Rewards can take many different forms, including gift cards, discounts on future purchases, travel opportunities, and more. It is important to make sure that the program is accessible to everyone and that it is consistent across all channels.
8. Efficiently utilize your sales team
Utilizing the sales team by giving them what they need can help increase the online event attendance rate. Sales teams need access to data, tools, and resources so they can effectively sell products and services. These may include information about the product or service, how it works, and how it can benefit customers.
Providing sales teams with what they need also helps ensure that events are effective and successful. By providing this information in an organized manner, organizers can create a more engaging experience for attendees.
Additionally, by giving sales teams the tools they need to increase attendance, organizers can avoid low turnout rates and improve their bottom line.
9. Cross-list your events
The cross-listing of events can help in event marketing and it increases the virtual attendance rate. This is because attendees will be more likely to attend an event that is listed on multiple lists.
When a user sees an event that is cross-listed, they are more likely to attend because it gives them the opportunity to see several events in one place. Additionally, if the event is cross-listed with high-quality events, users are more likely to attend.
Cross-listing also allows organizations to reach a larger virtual audience by targeting users who are interested in multiple types of events. By creating a cross-list, an organization can create a better online presence and increase its chances of success.
10. Enhance the user experience with technology
The virtual attendance rate can be greatly improved by making attendees feel comfortable with technology.
There are a few things that event professionals can do in order to make virtual attendees feel comfortable using various technologies, such as providing tutorials or training sessions beforehand. Additionally, it is important to have responsive design in place so that users can access information and materials regardless of their device size or screen resolution.
And finally, always keep in mind the user’s experience when designing navigation and pages; try to make it easy for participants to find what they are looking for. All of these measures will help increase the attendance rate for online events, ensuring that everyone has a great time.
11. Schedule regular “just for fun” sessions
Many virtual attendees enjoy participating in online events, but simply scheduling them does not always result in a higher event attendance rate. To increase attendance and conduct a successful event, it is necessary for event professionals to create an engaging and exciting event that will draw in participants.
One way to do this is to schedule regular “just for fun” sessions that are different each time. This will keep participants engaged and excited about future events, resulting in a higher attendance rate overall.
Benefits of using an event app for event attendance
There are a number of reasons why you should consider using an event app for your online event attendance. Event apps are easy to use, efficient, and can help keep you organized.
They also make it easier to keep real-time data on the event attendance numbers, share event information with attendees, boost attendee engagement, and they can provide tracking tools to ensure that all attendees have received important information about the event.
Additionally, many apps offer built-in social media features for content marketing that give a good chance to you to connect with attendees and share updates about the event. Overall, using an event app is a great way to keep your online event running smoothly and ensure that everyone involved is well informed.
WebMobi: Book a demo
Wrap Up!
In conclusion, boosting online event attendance rates is essential to keeping the audience engaged on the virtual event platform and coming back for more. By increasing the amount of attendee engagement and interaction with attendees, organizers are getting a good chance that participants will want to come back again and again to their virtual event platform.
Read: Tips for professional event live streaming
by sachinanand | Sep 13, 2022 | Blog, Employee Engagement, Event Apps, event management, Technology, Virtual Events
Virtual meetings have become an essential part of many businesses’ communication strategies. They allow employees to work from anywhere in the world, and they can be a more cost-effective way to communicate than face-to-face meetings. However, they can also be difficult to manage. Here are 10 tips for making your virtual meetings more professional.
Introduction: The growth of virtual meetings!
Virtual meetings have been around for quite some time now and are still growing in popularity. They allow people to work from home, on their own schedule, and with minimal interruption. This can be especially useful for businesses that operate in multiple locations.
There are a few reasons why businesses are adopting virtual meetings more and more.
– They’re cost-effective.
– They allow teams to work together remotely, which can be beneficial for collaboration purposes.
– Virtual meetings provide a sense of privacy and confidentiality, which can be valuable in some cases.
It allows people to take breaks easily without having to leave the office or risk missing important deadlines.
Benefits of professional virtual meetings
Virtual meetings have many benefits for both the participants and the organizers. They can be more efficient and communicative, as well as provide a sense of collaboration that is difficult to achieve in face-to-face meetings. The following are some of the main benefits:
1. Increased efficiency
With virtual meeting technology, participants can be located anywhere in the world and can join in on the meeting without having to travel. This allows for more efficient use of time since participants can focus on the discussion instead of traveling or commuting.
Additionally, video conferencing makes it possible to include additional participants who would not be able to attend a face-to-face meeting. Virtual meetings also encourage collaborative problem solving come the team members.
2. Greater communication bandwidth
Virtual meeting technology allows participants to communicate with one another through voice, video, and text chat capabilities. This allows for more efficient use of bandwidth and storage space of network assets.
3. Reduced travel expenses
Virtual meeting technology allows participants to get together in one place without being physically present. This reduces the need for travel, which can be expensive and time-consuming.
Ten tips to conduct professional virtual meetings
Here are the ten virtual meeting etiquette to encourage professionalism.
1. Focus on the camera and speak with a clear voice
One of the most important things that a speaker can do in a video conference is to keep eye contact with the participants and speak clearly. This ensures that everyone is aware of what is being said and that there are no misunderstandings.
Additionally, such a virtual meeting etiquette can make the video conference feel more personal and helps to build trust. It’s also important to speak clearly in a virtual meeting so that all participants can understand what is being said.
If you find that your voice is getting shaky or you’re having trouble keeping your composure, take a break and come back later.
2. Avoid using a microphone when not taking part
Another important virtual meeting etiquette is that when conducting professional video conferencing, speakers avoid using the microphone for active noise cancellation. This is to ensure that all participants can understand the conversation and that no personal information is disclosed.
Additionally, it is polite to mute the microphone when not taking part in the discussion. This will help to maintain a professional atmosphere and ensure that everyone’s time is valuable.
3. Dress appropriately
When hosting a virtual meeting, it is essential that the host dress appropriately. It is an important virtual meeting etiquette. This not only creates an impression of professionalism but can also help to ensure that all participants have a positive experience. When choosing an attire, keep in mind the following tips:
• Dress professionally
It is important that the host looks professional and polished in any virtual meeting. This includes wearing clothes that make them look their best and reflect their role in the organization. For example, if they are representing a company’s sales team, they should wear clothing that reflects this.
4. Avoid food intake
When conducting a virtual meeting, ensure that you are not eating food. This is important to maintain a professional atmosphere. If you must eat, make sure that the meal is light and does not take up too much of your time. Avoiding eating foods is essential for project managers when hosting a virtual meeting
There are a few simple things that project managers can do to ensure that their virtual meetings run smoothly.
One of the most important is ensuring participants avoid eating foods that will make them drowsy or sleepy. This is especially important for longer meetings, as it can lead to more interruptions and less productive discussion. Additionally, project managers should avoid drinking caffeinated beverages before a meeting – this too can lead to drowsiness.
Finally, it’s always a good idea to set clear ground rules about when and how participants can take breaks during the meeting. All of these small steps will help ensure that your virtual meetings are as productive as possible.
5. Maintain punctuality
Punctuality is essential for project managers when hosting a virtual meeting. If a meeting is not held on time, it can cause disruptions in the flow of communication and potential delays in completing tasks. Punctuality also sets the tone for the rest of the meeting and can create a more positive environment for collaboration.
To ensure that virtual meetings run smoothly, project managers should adhere to these tips:
Plan ahead
Make sure to schedule virtual meetings well in advance so that participants have enough time to prepare. This allows everyone to be on their best behavior and avoid any last-minute conflicts or distractions.
Set clear expectations
Ensuring that everyone knows what is expected of them will help to minimize confusion and ensure that everyone is working towards the same goal.
Stick to scheduled timeslots
Time is a precious commodity for all participants. Schedule virtual meetings ahead of time to avoid being caught in an unexpected situation. This can include agreeing on a specific time and place for the meeting, as well as including a specific start and end time in the agenda/agenda template.
6. Check the tools and equipment
The tools and equipment necessary for a successful virtual meeting can vary depending on the project. However, all project managers should ensure that the tools and equipment are in working order to avoid any potential problems.
For example, if participants are unable to connect to the meeting, then the meeting will be disrupted. Likewise, if participants are using outdated software or hardware, then the meeting may not be as productive as it could be. In both cases, it is essential that participants are able to use the most up-to-date tools and equipment possible.
To avoid any potential difficulties, it is important to check beforehand that all required tools and equipment are available before starting a virtual meeting. This way, there will be no need to interrupt the meeting or look for replacement hardware or software after it has started.
7. Keep the documents ready
Project managers often use virtual meetings to stay in touch with their teams and get updates on projects. Ensure that you have all of the necessary documents ready when you are hosting such meetings.
This includes project goals, timelines, team members’ roles and responsibilities, as well as any relevant documentation. Having everything organized will help your team understand what’s expected of them and minimize potential misunderstandings.
8. Stay focused
Project managers must stay focused while conducting video conference calls in order to ensure the quality of the meeting. Here are a few suggestions to help you with avoiding distractions:
– Establish ground rules for the meeting beforehand. Make sure everyone is aware of how long the meeting will last and what types of questions are acceptable. This way, there will be no surprises when it comes time to wrap things up.
– Keep all communication minimal during the meeting. Allowing participants to talk shop only wastes time and resources. Instead, focus on sharing information and ideas as a group.
– Set up an agenda before the meeting begins so everyone knows what topics will be covered. This way, there won’t be any confusion or overlap during the discussion.
– Encourage participation by using visual aids and flip charts whenever possible.
9. Be aware of your surroundings
Project managers who conduct video meetings need to be aware of their surroundings in order to maintain a professional appearance. To help with this, project managers can use software that tracks the location of participants in remote meetings.
This software can also be used to create a map of the room where the video meeting is taking place. This will help project managers know where any potential distractions are and how close they are to other participants.
Additionally, project managers should always have a backup plan in case of any unforeseen circumstances that arise during an online meeting. By being aware of their surroundings and having a backup plan, project managers can ensure that their virtual meetings are successful and professional.
10. Keep people engaged until the meeting ends
Project managers must ensure that their remote meetings are engaging for their audiences in order to keep them on task and productive. There are a few techniques that project managers can use to keep people engaged, encourage collaborative problem-solving, and make online meetings more productive.
One way is to focus on using visual aids, such as Powerpoint slides, and professional images, during the meeting. Professional images with interactive slides will help attendees understand the information being presented, while also keeping the meeting interactive and entertaining.
Additionally, project managers should be sure to ask questions during the meeting that pertain specifically to the audience member’s interests.
By doing this, participants will feel like they are contributing positively to the discussion and increase their chance of retaining information. They will be actively engaged in the video conference calls. Lastly, project managers should make sure to wrap up the meeting on a high note by providing closure on key issues or goals that were discussed.
Generic tips for successful virtual meetings
Virtual meetings can be a great way of collaborative problem solving, but successful ones require careful planning and preparation. Here are some tips for success:
1. Plan ahead
Make sure you have enough information about the meeting topic and team members attending online beforehand so that there are no surprises. This will help to prevent conflicts and ensure that everyone is on the same page from the beginning.
2. Set expectations early on
Let everyone know what they need to do in order to participate fully and avoid confusion later on. This will help to minimize disruptions and make the meeting more productive overall. Prepare the agenda items in advance to boosts productivity.
3. Manage expectations tactfully
It can be difficult to manage expectations when interacting online, but it’s important to do so in order to maintain a positive working environment. Managers should be willing to help out with any problems that might arise.
4. Encourage employees to voice concerns
Encourage employees to voice their concerns, no matter how small. This will help the team work towards a resolution till the time the meeting ends and also, avoid any issues from arising in the future.
Team building tips for employee engagement
Wrap Up!
In conclusion, these ten strategies can help make your virtual meetings more professional and productive. So be sure to use them and see the benefits they offer!
How to host a virtual summit
