70% of Americans we surveyed said they plan to attend more virtual events or at least as many as they did last year.
The convenience and possibilities of virtual event platforms provide unique advantages that both attendees and creators love.
That’s why Sickening Events has developed one of the industry’s most powerful virtual events platforms — a comprehensive solution for promoting, planning, and facilitating online events.
However, even with the best tool, hosting a virtual event can still be challenging. From identifying your competitive advantages to adapting to the unique challenges of presenting online, we’ve got you covered. We’ll guide you through all the factors to consider when planning a virtual event and how to branch out into the digital world.
TABLE OF CONTENTS
1. Identify the Unique Benefits of Virtual Events
2. Key Steps to Successfully Plan a Virtual Event
3. Manage the Logistics of Virtual Events
4. Plan Your Marketing Campaign
5. Plan a One-of-a-Kind Virtual Event
Grace Cathedral / Yoga on the Labyrinth / San Francisco, CA
Identify the Unique Benefits of Virtual Events
Virtual events have become a viable and often preferred alternative to traditional in-person gatherings. Let’s explore the numerous advantages that virtual events offer.
**Accessibility**
Virtual event technology has democratized events by providing unparalleled accessibility. They eliminate geographical boundaries, enabling global participation without the need for travel. This inclusivity extends to people with budget constraints, as virtual events can have lower ticket prices or even free options, making them a more economical choice for many.
For example, YogaTalk Global Network hosts free virtual yoga events accessible to everyone. If they had to rent a space for an in-person event, they might not be able to make the classes accessible due to the need to charge a fee.
**Sustainability**
Event creators are increasingly conscious of their ecological impact and prioritize sustainability in their events. Virtual events align with this ethos by significantly reducing the carbon footprint associated with travel, venue setup, and other logistical elements inherent to physical events.
Large sales conferences used to mobilize thousands of salespeople across the country on expensive and carbon-costly flights. But creators like Reply.io are now offering virtual sales conferences instead, aligning attendance with the increasing number of companies with net-zero carbon emissions targets.
**Interactivity**
Digital events offer many opportunities to use innovative tools that enhance interactivity. Attendees can engage with speakers and each other through live chats, Q&A sessions, and interactive polls, fostering a collaborative environment. Virtual breakout rooms also allow for more intimate discussions and unique networking opportunities.
That’s why The Guardian’s Masterclass series ensures events include interactive components. From Q&As with industry experts to decoding maps and personalized advice, they use the virtual platform to let people interact across time zones and borders.
**Cost-effectiveness**
Virtual events are often less costly to organize compared to in-person counterparts. The savings on venue hire, catering, and travel can be substantial, allowing event planners to allocate resources more efficiently.
Hybrid events can also generate extra revenue. For instance, if your venue is at capacity, you might sell virtual tickets at a fraction of the price to attract more attendees and expand your reach.
David McCrae creates virtual communications courses that anyone can log into. He offers them at various times so people can tune in from different time zones, and he doesn’t need a rented space to bring them all together. As a result, he can offer those classes for free to promote his brand and introduce attendees to his other offerings, where hosting all those people at in-person events would be prohibitively expensive.
**Flexibility**
The virtual format gives event creators a high degree of flexibility. You’re much less likely to have issues with in-person factors like rescheduling. It’s also easy to record virtual events for attendees to revisit later. That means people with last-minute emergencies have the flexibility to see the event another time.
Easy to Collect Feedback and Data
Virtual events streamline collecting attendee feedback and information through digital channels. This instant, centralized data collection lets event creators gain insights into attendee preferences, behavior, and engagement levels. It also helps you reach out to them for your next event since you already have the email you sent with the video call link!
Unlike physical events, virtual events can easily integrate feedback forms, allowing real-time responses. For instance, understanding which sessions were most engaging could help you plan even more exciting events in the future. You can also use that information to personalize the event experience and build an even better one.
Key Steps to Successfully Plan a Virtual Event
While virtual event planning shares many similarities with planning in-person events, there are a few unique steps you should take to ensure your virtual event goes off without a hitch. Here are some tips to guide you.
Determine if Your Event is Suitable for an Online Audience
Not all types of events are fit for the virtual world. But that doesn’t mean your online workshop, class, or seminar has to be subpar. Providing a quality experience is possible in any format.
A concert or performance live stream would be perfect for the digital experience because it makes online guests feel like they’re part of the action and broadens your event’s physical boundaries. In contrast, interactive workshops that require attendees to use physical materials they don’t possess won’t work.
Events that are typically forums for discussion and thought leadership could add similar value in an online format. And if you’re worried about losing the benefits of networking, don’t be. By encouraging your target audience to participate in the chat section and leave comments, you offer a space for attendees to interact with one another and you, sharing their feedback in real-time.
**Choose the Right Technology**
You’ll need to decide on the virtual events platform to broadcast your live event or online presentation. If you’d like to display your venue’s setup and background — or feature a performer — a video streaming service like Vimeo is most appropriate.
Sometimes, you’ll need to adopt a tool that prioritizes event-goer participation. For this type of event, we recommend Sickening Events’ virtual event platform, which allows you to:
– Integrate with a variety of live-streaming services
– Improve interactivity with chat features
– Invite attendees through Sickening Event’s all-in-one platform
– Market your event and automate communications with leads and attendees
Through Sickening Events’ integrations, you can access unique features that make your event stand out like the creator JobfairX does. Through breakout sessions at their virtual hiring events, applicants at JobfairX can host individual interviews with employers via video, audio, and text chat. At the same time, the platform’s networking features allow them to contact one another and make industry contacts easily at networking events.
**Want to Create Compelling Virtual Events on Any Video Platform?**
*Try Sickening Events today*
Of course, if you’re looking for a seamless registration and ticketing experience, you’ll need an advanced ticketing platform that will allow you to create a pricing strategy and offer multiple ticket types. Modern online event platforms like Sickening Events will make promoting your event effortless with registration and marketing integrations for Facebook and Instagram.
Don’t Skimp on Production Equipment
Part of making attendees feel like they’re at a “real” event is having a seamless audio and visual experience. Here are a few checkpoints to make sure your target audience remains engaged:
– **Pre-event Technical Checks:** Schedule technical inspections at least a week before your event and a final check 24 hours before going live. This way, you’ll have ample time to address any issues. If you have guests or a keynote speaker, include them in the checks, too!
– **The Right Equipment:** Look for a camera with a resolution of at least 1080p and a microphone with a noise gate that won’t pick up background noise. A ring light or a well-lit room can significantly improve video quality.
– **Backup Internet Connection:** Having a backup internet connection is crucial. Consider having a mobile hotspot or a secondary Wi-Fi connection to switch to in case your primary connection fails. A wired internet connection can be more stable than Wi-Fi as well.
– **Sound Quality Enhancement:** Small rooms with carpet or furniture can help absorb echo and improve sound quality. Avoid rooms with a lot of echo or background noise, or choose audio equipment that facilitates this.
– **Consider Renting a Professional Space:** Choose a studio or co-working space for the day to ensure a quiet, controlled environment. Many spaces include the essentials, such as a stable internet connection, furniture, etc. Choose an environment that best represents your event type.
– **Remote Speaker Equipment:** If your speakers are in different physical locations, provide them with a checklist of preferred equipment specs and internet speed requirements. Offer to reimburse them for rentals of high-quality equipment or send a tech kit with quality equipment that has your event branding.
– **Recording a Backup:** Consider recording a backup of key presentations or performances in advance. In case of technical difficulties during the live event, you can play the event recording for your audience.
Hone Your Virtual Presentation Skills
You may be a skilled MC, but working with an in-person audience differs from engaging a virtual audience. Consider these tactics to engage your audience:
– **Look at the Camera:** This tactic replicates in-person eye contact, helping virtual attendees to feel involved in the action and connected to speakers, hosts, etc.
– **Use Engagement Tools:** When appropriate, incorporate screen share, annotate shared content, send out polls, and solicit feedback in the chat to improve audience engagement.
– **Use Incentives for Participation:** Offer incentives like digital certificates, discounts, or giveaways to encourage participation and engagement.
– **Use Visuals and Multimedia:** Incorporate visuals, videos, and interactive slides to break up the monot
Manage the Logistics of Virtual Events
With the groundwork laid for hosting an engaging online event, let’s delve into managing the logistical aspects to ensure a seamless transition and execution:
- Online-Only Event Setup:
- Use customized ticket types to enhance the attendee experience with smooth check-in processes through Sickening Events, ensuring a seamless digital event setup.
- Paid Webinar Setup:
- Establish a paid webinar by integrating Zoom with your Sickening Events account, streamlining the registration and processing.
- Transition to Virtual:
- If you’re transitioning from an in-person event to an online format, follow these steps on Sickening Events:
- Navigate to ‘Manage events’ and select your event.
- Go to ‘Basic info’ on your Event Dashboard.
- Click the pencil icon next to your event location, select ‘Online event’ from the ‘Venue’ dropdown, and follow the steps to create a live-stream event page.
- If you’re transitioning from an in-person event to an online format, follow these steps on Sickening Events:
- Automation:
- Use Sickening Events’ automation workflows and plugins to send reminders and provide attendees with links to access your online event efficiently.
- Send a Reminder:
- Build momentum by sending out reminder emails before the event. A reminder one hour before the event starts ensures everyone is prepared.
- Last-Minute Communication:
- Communicate any last-minute changes to your attendees. Sickening Events makes it easy to send automated messages and emails for quick updates.
Plan Your Marketing Campaign
A well-executed marketing campaign is vital for the success of virtual or hybrid events. Sickening Events offers a robust platform to jumpstart your promotional efforts. Here are some top tips:
- Launch Social Media Marketing Efforts:
- Create event teasers, share behind-the-scenes content, and use targeted ads on platforms like Facebook, Instagram, and LinkedIn to draw attention to your event. Follow best practices to maximize your ad spend.
- Leverage Email Marketing:
- Send personalized invites, updates, and reminders to prospective attendees through email campaigns. Use catchy subject lines and engaging content to keep your audience informed and excited.
- Collaborate with Influencers:
- Partner with industry influencers to promote your event. Their endorsements can reach a broader audience and add credibility.
- Use Content Marketing:
- Write blog posts, create videos, or host free webinars related to your event topic. Share this content on your website, social media, and email newsletters.
- Offer Early Bird Discounts:
- Encourage early registrations by offering discounts or special perks to those who register in advance.
- Utilize Sickening Events’ Promotional Tools:
- Use Sickening Events’ built-in SEO, promotional codes, and tracking tools to reach a wider audience and optimize your marketing efforts.
- Engage Previous Attendees:
- Reach out to attendees from past events. Their prior interest makes them a potential audience for your upcoming events.
- Offer Interactive Contests and Giveaways:
- Host online contests or giveaways to generate excitement and encourage shares and registrations.
- Engage with Community Partnerships:
- Collaborate with local businesses or online communities to promote each other’s events and offerings.
- Utilize Press Releases and Media Outreach:
- Draft compelling press releases and engage with local or industry-specific media to cover your event.
Plan a One-of-a-Kind Virtual Event
45% of event organizers use engagement to measure the success of their events. Here are some tips to boost audience participation and ensure your virtual event stands out:
- Plan Natural Pause Points:
- Incorporate moments where attendees can comment, vote, or ask questions about the content to keep interest high.
- Plan Moments for Engagement and Interaction:
- Use live polls, live chat, and respond to suggestions during or at the end of the event to connect with the audience. Consider making virtual booths available for larger virtual conferences.
- Recruit a Passionate Speaker or Performer:
- Ensure your speakers are excited, knowledgeable, and organized to keep attendees engaged.
- Test Everything:
- Research different software options and choose the best platform for hosting your virtual event. Conduct thorough testing to ensure all technology functions smoothly.
How to Plan a Virtual Event Without the Hassle
From overcoming geographical and financial barriers to fostering a sustainable and interactive experience, virtual events have unique advantages that make them appealing to creators. Sickening Events simplifies the process of organizing virtual events, offering a seamless experience from planning to marketing to execution.
With robust integrations with various live streaming services, interactive features, and an effortless registration and ticketing system, Sickening Events is a go-to choice for many. While the journey from conceptualization to realization of a virtual event might seem daunting, the right tools and meticulous planning will help you host an event that resonates with your audience and stands out in the virtual space.
