Virtual events don’t have to suck: simple ways to save them

Virtual reality is no longer a novelty, but VR events are an innovation in the event industry and marketing. A virtual event is a potent tool for promoting your brand or for organising conferences and concerts. This is an entirely new project that allows you to hold an event while staying at home, despite emergencies, such as the 2020 quarantine or other events.

VR events are a new tool in business. VR events are virtual halls with exclusive elaboration and detail and the effect of being fully present at the event! Today I will share some essential tips on how to organise successful virtual events.

1) Define goals and objectives clearly

You must have a compelling reason to host a virtual event with a meaningful purpose. Regardless of the event's size, you need a solid strategy developed and approved in advance. The easiest place to start is with the primary goal and concept. The rest will follow along the way.

If you plan everything carefully, it will be much easier to bring your idea to life. When planning an event, think over everything - from who you invite as speakers to the choice of the afterparty format. Everyone loves well-planned activities.

It is imperative to define the goals and objectives of your virtual event. How are you going to determine if you are successful? Break the main goal into several measurable goals into smaller ones and distribute them to your colleagues. Your entire team should have a clear idea of ​​what key results and indicators can be used to assess the event's effectiveness.

2) Plan your virtual event budget

Planning any budget is challenging and critical, but with virtual events, it's a bit different. If you switch to hosting events on the Internet, you will lose a lot of what you are used to, and you will also encounter something new, but you will surely quickly get used to it.

But the question is: how to plan and calculate everything in the case of a virtual event. So, if you are very vague about how to budget for your virtual event, follow the set guidelines to keep your planning realistic.

3) Decide on the format of the event, theme, and concept

So, you have decided to hold a virtual event, have prepared a plan, determined your goals and budget. Now you need to choose the event's format, i.e., The 'kind' of event you would like to host. There are several types of events:

  • Virtual events
  • Online conferences
  • Webinars

Also, decide on a theme and concept. The design of the event will depend on the topic you choose, and the schedule, the order of speakers, and so on, will depend on the concept.

4) Start to communicate with speakers

The next important step is to invite speakers to your online conference. Ideally, start with a brainstorming session and jot down a list of all potential speakers - have each member of your team come up with 3-5 options. Having decided who exactly you want to invite to your event, contact them.

If you're starting, speakers can be tricky to lure. You will have to face rejection, time constraints, and disregard. Do not give up! Try inviting speakers who have many LinkedIn followers, don't start with 'influencers' right away.

Try to target a global audience! Remember, virtual events break down geographic barriers. Distribute your event by time zone so that attendees can see the live stream wherever they stay. Video remote interpreting platforms make it possible to use remote interpreting of speakers' reports so that viewers can perceive information in their native language.

5) Use all possible tools and techniques to host a virtual event

Suppose you want to bring your virtual conference as close as possible to a traditional forum. In that case, it is crucial to choose the right platform. Many people remember this only at the very last moment. It is especially true for those who organise such an event for the first time.

Find out your target audience and set a date and time that works for them. It may seem both obvious and rather vague at the same time, but pay sufficient attention to determining your event's date and time. First, decide what your target audience will be?

Promote your virtual event or conference. Everything is pretty apparent here. If a virtual event is not advertised in any way, it is unlikely that many attendees will attend. Most organisers make the big mistake of hoping that speakers or influencers will bring their audience with them. Such people make up only a small percentage of all participants in such events.

Do a trial run before the event. Ideally, it would be best if you did a test run before holding your event. It will allow you to identify potential inconsistencies and inconsistencies. Check the camera position, light, sound quality, internet connection stability, and so on during a test run.

Final words

Planning and organising a virtual event is not easy. Traditional conferences are moving into virtual space, but their organisers already have good experience preparing large-scale events.

While the whole world is sitting at home in quarantine, the number of virtual conferences and podcasts is growing inexorably. Suppose your company needs to organise the organisation of virtual events. I hope this checklist came in handy. It lists everything that needs to be done to prepare such an event.