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How to Plan Virtual Events: 10 Elements of Event Planning That will Make your Virtual Events Successful

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Planning Virtual Events

When planning an event or a virtual event and for it to be successful, it needs proper execution, so the organizers need to thoroughly plan, prepare, and coordinate various elements. Due to the pandemic, organizers should plan both virtual and remote events, to broaden their potential attendees.

While hosting virtual elements, video production quality and connectivity are essential for the event to flow smoothly, If you are looking forward to turning your online event ideas into reality, paying some attention to these 10 elements will definitely help you. 

Virtual Events

10 of the most important elements of event planning that will make your virtual events successful are:

  •  Event Website

An event website is a crucial tool since it maintains a uniform purpose no matter what format the event is in, be it a hybrid, remote, or a virtual event, a website is a tool that can promote the event and it can lead them to register to the event. The website should contain details such as the value of the event, schedule, speakers, and FAQ. It should also allow the attendees to register easily. This is one of the most important elements when it comes to organizing successful virtual events or an event.

  • Event Registration

Registration is essential as this collects the data of the attendees, the attendees can also put up their preferences, submit their personal information, and also provide payment if needed. Making the registration process simple will garner more attendees and will also provide the organizers and sponsors, if any, with data to plan a successful event.

  • Feedback Surveys

This is a very important factor for all events, specifically virtual or hybrid events. Event Feedback tools can be used to collect feedback from the attendees after the event and post-event surveys can also be held to make your events or virtual events more engaging.

  • Live Polling

To increase audience engagement, live polling can be introduced with dynamic speaker content. The organizers of the event and sponsors can have access to the data even after the event as well.

  • Interactive Video Conferencing

We know that interaction makes an event more informative and fun. Along with online virtual events, there has been a rise in virtual networking and an uptick in video conferencing because of the pandemic. Virtual networking and video conferencing increase engagement and interaction as people tend to interact more when they see the other person. 

  • Live Presentation Content

Whether you are planning to organize your event online or remotely. The event will be more engaging if there are live speakers and audience members, not only are the speakers and presenters more motivated to present but the attendees are also more likely to be engaged and pay attention if the speakers are live, this can also prompt them to ask questions. This makes the event more interesting.

  • Live One Way Audio/Video

During virtual events, having audio and video one way is a good measure to prevent the speakers and presenters from being interrupted by the attendees. This prevents unmuted audio, unscheduled questions, disturbing sounds, and other interruptions. 

  • Question and Answer

One of the privileges of having an online virtual event is that all the attendees can ask questions to the speakers using the chat feature, this allows all the audience members to participate and makes the event more interactive. 

  • Recorded Content

This is an essential feature of online events as it will give organizers and attendees the chance to review the entire event, this can help in gaining or noting information they missed out on, it can also help people who were unable to attend the event. Organizers who’re looking to correct mistakes they made can also access the content later. 

  • Note-taking/favorite slides

Online events allow attendees to take frequent notes, screenshots, or favorite the slides they found helpful making it an effective learning tool. Archived footage, i.e., previously recorded content can also be accessed.

Ever since the world became different from how we knew it to be, “The new normal for events” is something we wouldn’t have thought about 5 years ago. Online and hybrid events have also been on the rise. Hybrid and virtual events will remain viable options until the social distancing measures are dismissed and the travel restrictions are eased. The results of these events can be overwhelmingly positive and can still provide several prospects for potential event planners. There were 10 of the most important event planning elements that deserve your attention. So, when you are planning an event. Following these elements will no doubt ensure your grand success in turning your event or virtual event ideas into a reality. If you want to learn more about virtual events, please visit our Facebook page.  

 

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