8 Steps to Successful Virtual Event Planning
Virtual and in-person events have similar objectives and only differ in terms of the way they operate, one in-person and the other online. The goals are the same: delivering a message, generating leads and revenue, building brand loyalty, and driving sales. There are many benefits of hosting a virtual event. Be strategic with your virtual event planning to get the most out of your event. This guide will provide the steps and insights required to plan a successful virtual event.
Knowing the benefits of hosting an online event is essential before planning one. Here are three key reasons why more people are going virtual:
A virtual event is an online event that people can attend from anywhere in the world, as long as they have internet connection. Virtual events are also referred to as online events. Small or large groups can utilize virtual events based on their niche. Many businesses and companies host virtual events for their employees to boost employee morale. There are numerous reasons to host a virtual event and multiple forms in which these events can occur.
Virtual events can take place in different forms, including:
In-person events are the old-school way to host events. Most in-person events try to give a virtual touch to keep up with this day and age. In-person events create environments for socializing and networking with other attendees, which virtual events have now been able to master as well.
Virtual events allow you to add as many attendees as you want and help take your event to the global platform. It eliminates the differences created by the need to travel and different time zones. You can grow your audience while keeping the costs low. Virtual event planning translates into both cost and time savings.
Before you learn about the different steps of virtual event planning, you must know the different types of events you can plan virtually.
The different types of virtual events include:
Now that you know the different virtual events offered, it’s time to plan the event.
Organizing and learning how to plan a successful virtual event requires a careful process. The following tips should help you address all the critical requirements for planning your event virtually.
The first step to planning a virtual event is to know your audience and what they need. Find the answers to the following questions:
Use surveys or create discussion forums to learn about your audience.
When planning a virtual event, there should be objectives and goals behind it. It is essential to be clear about your goals to ensure that you achieve them from the event. Here are some tips on how to track the success metrics and KPIs of your virtual event.
Some of the common goals include, but are not limited to:
When you have goals, it also becomes easier to select relevant KPIs to measure the event’s return on investment (ROI).
Previously, we mentioned different types of virtual events that can take place. When planning your virtual event, pick the event that resonates most with your goals. It may be a seminar with an individual taking the stage, a workshop, or a tradeshow. You may also hire professional services to design a custom storyboard or theme.
There are many virtual software platforms on the market. Once you have defined your goals and objectives, it will be easier to select the platform that fits your needs. Some of the factors that you should consider when making your decision include:
After the software is chosen and the goals are set, it is time to start planning the event. The next step is to create an event schedule. The agenda will help you determine the flow of the event, what topics will be covered, and how long each segment will be. You should also include when you’ll be sending out the event invites and what you’ll need complete prior to the virtual event starting.
Now that the event is planned, it is time to start promoting it to your target audience. This is where your marketing team will come in handy. There are many ways to promote your virtual event, including:
On the day of the event, there are a few things that you should do to ensure that everything goes smoothly.
After the event is over, it is important to do a post-event analysis. This will help you determine what went well and what can be improved for future events. You should also collect feedback from attendees to get their thoughts on the event.
By following these tips, you should be able to successfully plan and execute a virtual event.
When going about planning a virtual event, a wide range of questions may come to your mind. Some of the most important and common questions that people have are as follows:
There are many ways to plan a virtual event. Some tips include:
There are many ways to host a fun virtual event. Plan an activity or game that can be played online or over video chat. Make it interactive by incorporating polls, quizzes, or other forms of audience participation.
A virtual event planner is a professional who helps to plan and execute virtual events. This can include anything from online conferences and webinars to virtual trade shows and product launches. Virtual event planners work with clients to understand their needs and objectives, and then help to create a customized event plan that will make the most use of the virtual format. They also work with vendors to secure the necessary technology and services, and handle all of the logistics involved in putting on a successful virtual event.