How to Plan a Successful Virtual Event

The importance of in-person interaction is irreplaceable. However, there are occasions when incorporating virtual elements into your event strategy becomes essential. Transforming a multi-day conference, complete with networking opportunities, educational sessions, and valuable attendee insights, into a virtual event can pose several challenges. How can this be effectively achieved? As technology evolves, an increasing number of companies are leveraging it to organize virtual events. Hosting events online is often more economical and enables global participation. Understanding the nuances of planning a virtual event is crucial for success. Hosting a virtual event demands the same level of care and attention as a physical event. For both, you must develop an event strategy that not only promotes the event effectively but also engages attendees. In addition, you must ensure that your event creates memorable experiences and demonstrates the success of the event.

This article provides insight on how to plan a successful virtual event, showcasing various types of events you can host online. Let’s get into it!

What is a Virtual Event?

A virtual event is any event that occurs online via live streams, recorded videos, audio calls, or other digital communication methods. These events do not take place physically, and to assess them, you’ll need an internet connection. 

Some virtual events can be spontaneous and require minimal planning, such as impromptu live streams on platforms like Facebook or TikTok. However, others, like multi-day conferences featuring live speakers and business sessions, demand extensive preparation and execution.

Types of Virtual Events

Virtual events come in various formats, each serving different purposes and audiences. The following are some common types of virtual events:

Conferences 

Just like in-person conferences, virtual conferences include multiple sessions, keynote addresses, and networking opportunities. The only difference is that a virtual conference happens in real-time online. These events may or may not offer access to recorded sessions online after the event.

Webinars

A webinar is an online event that usually takes the form of an informative presentation, lecture, or workshop. It often features a host and presenters who are experts in a specific field, like financial advisors at a finance-themed event. Usually conducted live, webinars allow hosts and speakers to interact with attendees, maintaining engagement throughout the session.

Fundraising Events

Virtual fundraising events help to raise funds, usually for charitable purposes. Many nonprofit organizations host these events to boost awareness of their initiatives and generate financial support for their operations and causes. One example of such an event is a virtual run or walk. In this, participants may complete a 5K independently and solicit donations to back their efforts.

Social Events

Virtual events can also serve as social gatherings among family, friends, colleagues, or clients. These events offer a way for individuals to connect or stay in touch, through activities like online game nights. Also, many businesses organize such social events to help employees enhance or maintain a healthy work-life balance.

Internal Hybrid Meetings

Internal hybrid events are company-specific gatherings that combine both physical and virtual components. They are specifically designed to cater to employees who might be located in different offices or working remotely. Overall, these events aim to foster a sense of unity and engagement among all participants, regardless of their physical location.

External Hybrid Meetings

External hybrid meetings are events that blend both physical and virtual participation, usually with audiences or stakeholders outside an organization. This may include clients, customers, partners, or the general public. In essence, these meetings focus on maximizing reach and inclusivity by allowing individuals who cannot attend in person to participate remotely.

How to Plan a Virtual Event

To host a successful virtual event, consider the following steps:

Identify Your Target Audience

Before planning your virtual event, it’s essential to identify your target audience. Understanding who they are will guide the type of event you host and the objectives you aim to achieve. Additionally, defining your audience will determine the timing and virtual setting that would be most convenient for them.

You can define your target audience by considering factors such as their age, occupation, experience level, and education. This knowledge will help you tailor an event that offers value to them. 

Select Your Event Type

There are several types of virtual events available, including social events, fundraising events, and conferences. Choosing the right type of event becomes clear once you define your target audience and objectives. For instance, if your objective is to raise funds for a charity, you would organize a fundraising event. After determining the type of event, consider the format. Options include live streams, pre-recorded sessions, or a combination of both.

Plan the Event Content

Now that you have a clear understanding of your virtual event’s specifics, you can start planning the content. Develop a detailed agenda that outlines the topics you intend to cover and the sessions you wish to include. You will also need to prepare the presenters for each segment. Finally, assign a specific duration for each topic or session to help manage the overall timing and flow of your event.

Consider the Logistics

The next thing is to address the logistical aspects of your event. This involves deciding on the date and time of the event, determining the invitee list, and choosing how to host it. Since it’s a virtual event, a critical factor is the technology you’ll use. At this stage, you can consider these questions to help streamline your planning:

• How many people are expected to attend?
• Which platform will you use to host the event?
• Can the chosen platform support your entire audience?
• Does the platform accommodate your event’s format?
• Who will you invite to speak, and do they have the necessary equipment and technology to participate effectively?
• What contingency plans do you have in place for technical issues, like internet disruptions?

Addressing these questions will help you create an effective and well-prepared event. 

Send out Invites and Promote the Event

Once your planning is complete, you can begin inviting attendees, especially if your event is invite-only. Consider using event management software for sending out invitations and managing RSVPs efficiently. Collecting RSVPs helps gauge attendance, allowing you to make necessary adjustments. Keep a well-organized database of all attendees’ contact information for easy communication should there be any changes to the event.

If your event is open to the public, focus on marketing rather than direct invitations. Effective marketing strategies include using email lists, promoting through various social media platforms, or partnering with a sponsor who can help host and publicize your event. Regardless of the method, ensure there is a registration process in place to track the number of participants.

Takeaway 

Organizing a virtual event can seem daunting without a clear structure. Yet, with thorough planning, you can craft a successful event that impacts the lives of the attendees. 

Now that you’re equipped with the knowledge to plan a virtual meeting effectively, it’s time to get started! Fortunately, Changera’s got you covered. Changera is a fintech app that allows business owners to upload their upcoming events as well as sell tickets to those events. 

To streamline your event organization, download the Changera mobile app from the Google Play Store or App Store today.