The Internet has changed the dynamics of each and everything for us. Earlier, it was all about accessing the world through fingertips; now, it has grown broader. Though the essence and basic meaning are the same, things have become more advanced now. Ever since our lives have been altered due to the pandemic, we are using the internet to host events, known as virtual events. Now that almost all the organizations and hosts across the globe have entered the virtual sphere, virtual events have become exceedingly popular.
However, there is still a chunk of the companies that still have no idea what virtual events are all about. These kinds of organizations find it challenging to host a virtual event. Keeping their needs and requirements in mind, we have come up with a guide to help these organizations host virtual events. Have a read through the blog.
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Set Clear Goals:
The first and foremost thing that you need to do to host an unforgettable virtual event is set to clear goals and objectives for the virtual event. Having clear and well-defined goals will give you a direction to work towards. The objective and intent you have behind your virtual event will act as the foundation for the event. You can have different objectives, according to your requirements and needs. For example, you can host the event to engage with your audience, expand your ROI, introduce a new product or service to your audience, etc. Experts suggest having SMART goals. It means your goals should be Specific, Measurable, Attainable, Relevant, and Time-Based.
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Pick the Right Virtual Event Platform:
The next step you need to follow to host an engaging virtual event is to get your hands on the right virtual event platform for your event. There are several platforms available in the market that you can choose from. However, due to the fact that there are so many options available, the organizers find it quite difficult to pick the most suitable option. There are certain features that you should always consider in an event platform. For example, you should look for the audience engagement features it provides. Along with it, you can also consider the networking opportunities it provides to its users. In addition, take your event budget into consideration, look for the platform’s security, and keep the platform’s user-friendliness in mind. Also, you should refer to the customer’s reviews and compare a few options before making the final decision.
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Schedule the Event Carefully:
The next step you need to follow in order to create a memorable virtual event is scheduling the event carefully. Though many organizers tend to overlook this aspect, the day and time you pick for your virtual event play a significant role in the success of your virtual event. If you are targeting a global audience for your event, you should take the different time zones into consideration. Also, try to schedule the event according to your target audience. For example, if you are targeting college students, you should pick a time that won’t clash with regular college timings. Apart from that, if it is an in-house event, ensure you schedule it during office hours. You can go through some research and statistics to pick the most suitable and preferred times for your event.
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Promote the Event Efficiently:
Stating it in simple words, if you hosted an event, and nobody was there to see it, did you even host an event? Promoting your event is as important as planning and creating it. As an organizer, you need to ensure that the word about your event reaches the maximum audience. There are several techniques and methods you can use to promote your event. Use traditional advertising media, paid media specialists, social media marketing, and other tools to promote your event. Also, don’t underestimate the power of word-of-mouth marketing. Tell your friends and family about your event.
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Curate an Event Agenda:
To ensure a smooth and seamless event execution, you need to ensure that you have a well-structured event agenda. Create an event agenda that has everything clearly mentioned in it. Curate a checklist that has all the dos and don’ts mentioned very clearly. You should also add an authoritative person’s contact information to it. It will help the attendees quickly resolve their queries if they have any. Also, add the event platform’s link to it with the password required to join the event. In addition, you should also add the event itinerary so that the attendees plan their day accordingly. Creating an event agenda will make things a lot easier and your event a smooth sail.
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Have a Backup Plan:
It is always advisable to have a backup plan for your event. Having a Plan B will save the reputation of your event and brand from embarrassment, in case things go wrong. You should have backup devices, wires, chargers, and other equipment. Having a backup won’t only help you save your event but also leave a positive impression on your organizers and attendees. It will show how efficient you and your plannings are.
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Keep the Audience Hooked:
If you are planning a virtual event for the first time, let us tell you something helpful and important. Getting your audience to your event isn’t enough, you need to keep your attendees engaged. You need to ensure that your attendees are enjoying the event, and you have a consistent engagement rate throughout the event. For this, you can select a platform that has efficient audience engagement tools.
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Take a Follow-Up:
It is crucial to take follow-up from your attendees once the event is over. It won’t only help you get the attendee feedback but also help you create a bond with your audience. There are platforms that send automated feedback forms to your attendees as soon as the event gets over. You can select one of these platforms and make things a lot easier for you, and host a virtual interactive event.
Planning and creating a virtual event isn’t as easy as one might think. You need to plan each and every aspect of the event very carefully and give it an execution. We hope this guide will help you host the best of virtual events.
