In the last couple of months, a lot of companies have canceled their meetups, conferences, and other key events due to the covid 19 pandemic. Some have postponed their concerts in hopes that the pandemic will end soon enough. However, forward-thinking organizations and individuals went digital and hosted their events online. This way, people were still able to attend their events online.
In case you are looking to host a virtual event anytime soon and you want it to be a successful one, then this article is for you.
Define Your Goals
The firstand most important thing you need to do when hosting a virtual event is to define your goals. Every event, be it online or offline requires a good strategy and planning, and that can only be achieved when you know what you want. You need to ask yourself some important questions to define your goals. Questions like; What type of event do you want to host - is it a webinar? an online tour around your company? An internal training or conference? Who are the people you expect to attend the event? What will the attendees achieve from it? Etc should be asked.
Once you can answer these questions and some other relevant ones perfectly, you can move to the next step.
Choose your platform wisely
When it comes to choosing a platform for your virtual event, there are numerous options for you. You'll have to choose based on the type of digital conference you plan on hosting. For instance, when hosting a webinar, apps like Zoom, Google Meet, are a good option. Also, when deciding on the best off-the-shelf platform for your event, you need to put into consideration your audience and the device or gadgets they are most likely using. It will help you determine which application is most accessible to them. Once you come up with a range of applications you feel are very okay, choose the one that is very easy to access, and meets your security, GDPR, and data requirements. You can talk to a virtual event consultant for help with this stage.
Choose The Most Convenient Time And Date
When picking the date and time for your event, "convenience" should be the watchword. This is because no matter how important the event is if the time and date are not convenient for the audience, you will most likely end up with just a few people attending and a lot of others tending their apologies for not being able to after the program. You do not want that to happen, so do not choose a time you know your audience will not be available.
One more thing, try as much as possible not to choose a date that another popular event or occasion is coming up.
Do An Early Advertisement
One big mistake most people make is to start advertising the event very late, sometimes a few weeks to the event.
Additionally, since there are lots of virtual events happening recently, it's very easy for people to forget about one they signed up for a long time ago. Therefore, try to keep up with people who signed up for your events. Let them know the event is still taking place. Remind them often.
Make it Engaging
You must strive to make your event as engaging and lively as possible, in order not to bore your audience out.
Here are some key things to do, to ensure the event is lively and engaging enough.
- Make sure your speakers are good at speaking at virtual events
- Start by asking them about things, it could be what they like about the company, or even what they had for breakfast.
- Let there be a designated time for question and Answer. Think of questions you feel could be asked by the audience, script them in advance and ensure your speakers are prepared to answer them.
Be Prepared For Technical Problems
There is always a probability of you having technical issues. Problems like network failure, electrical issues can show up and ruin your event. If you are not prepared for such problems, you may be left with no other option than to put an end to the program. So how do you prepare for such issues?
- Do multiple tests and run before the event and let there be a team member on standby to come in if the Wi-Fi fails.
- Make sure there is another speaker available to take over if anything happens with the actual speaker.
Following the steps provided above, you are a step away from hosting a wildly successful virtual event. Good luck!