Virtual events have become more popular/necessary due to the pandemic. But what is needed to run an online event? Setting one up can be quite simple, depending on the size and other factors. Here are some tips on how to run an event smoothly.
What is a virtual event and why is one needed?
Virtual events replicate a physical location event but online. The options are seemingly endless. Today virtual events are organised by large trade shows, businesses who use them for meetings and conferences and open days at universities.
Of course, virtual events are also a great way to market a new product or even celebrate a birthday or wedding, if guests aren’t physically able to attend. It is also possible to combine real-life and virtual events. Some online event planning platforms like EventMobi make it easy to design the right experience for your in-person and virtual attendees without building two separate events. Additionally, you can set up unlimited simultaneous and asynchronous live and virtual sessions while creating shared experiences for both audiences.
How to plan a virtual event
Here are a few tips on how to put together a virtual event:
• Understand your audience
Who would you like to invite to the event and is a virtual event suitable for their age group? Are there people with disabilities who may not be able to attend? How can you include and make it fun/informative for everyone?
• Understand your event goals
What would you like to communicate? Narrowing down your goals and planning your event so that those goals are met can help prevent people from loosing interest. In most cases, shorter events are preferred by those attending. Many people have busy schedules or simply find it hard to concentrate on longer speeches or take in a lot of information in one session. So, choose your format and plan your content carefully.
• Choose the right platform
Hiring an event manager for a virtual event is usually not necessary. Organising the event can be as simple as choosing the right online platform which will give you all the tools you need. A good event registration platform needs to enable participants to register for the event, offer email marketing and an online event guide. It could also offer ways to print tickets, quickly receive RSVPs and provide suitable payment options. Luckily, managing an event online can be far simpler and less expensive than renting a venue and hiring someone to manage the event.
• Pick a day and time and market the event
Picking a day and time is similar to organising a non-virtual event, but you may have to think about when people are available to tune in live from home or work. If you aren’t sure, ask for feedback.
• Will there be audience participation and how
Would you like your audience to participate in the event, beyond just listening? Think of fun ways to include your guests. You could conduct live surveys or get audience members to vote on certain subject matters. Quizzes and games can keep guests focused and active and group chats during events can be fun to follow and a great way to participate.
If you choose not to mute guests during the event, expect distractions such as kids crying or doorbells ringing. This can lighten the mood and make an event seem less formal.
• Test to see if it all works
Before the event begins, test all of your equipment and hold a mock-event, if possible, with friends or a few colleagues. This will make everything run much more smoothly on the day of the event. And if it doesn’t, remember to keep your sense of humor. Most people won’t expect perfection, while it is certainly possible to achieve this.
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