Businesses, organizations, schools, churches, and many other industries and institutions have had to reimagine their in-person events as virtual ones. At first, it was strange to move in-person events into the digital world. Virtual meetings and events presented a new method of connecting and working. Now, virtual events are becoming the norm. Virtual events are far more accessible to people because they allow guests to participate from the safety of their homes. People do not need to worry about travel, transportation, or any other physical limitation that might prevent them from attending an in-person event. A virtual event is a perfect way to keep people connected and engaged while also remaining safe.
7 Tips to Host a Successful Virtual Event
Just like an in-person event, a virtual event requires planning. Whether the purpose of your event is business or entertainment, you want to plan everything carefully to ensure a successful event. Here is a list of seven items on which to focus when planning a virtual event:
Know Your Audience
Knowing your audience helps you understand how to plan your event. Your target audience could be college students or stockbrokers. The type of audience will determine the tone and activities of the event. You should make sure you know your event’s audience before planning activities or picking a time slot. This knowledge will help you construct the perfect event.
Select the Time and Date
Scheduling conflicts can be challenging to address. Researching before picking a time and date helps narrow down a window of time. If your event is reaching people located in more than one time zone, it is necessary to plan the event with enough time to accommodate everyone best. You should select the time slot that has the highest number of possible attendees. If possible, make an on-demand option available to those who miss the livestream.
Select a Virtual Event Platform
Picking the best virtual event platform for your event is vital to its success. The platform you choose needs to be able to execute your vision of the event. Each virtual platform has its unique way of operating. The following questions may help you determine which platform best suits you:
- Is the platform able to broadcast content on multiple platforms at once?
- Does real-time streaming allow for off-screen communication?
- Is two-way communication possible during a live stream?
- Is the platform customizable?
- What interactive features, if any, does the platform offer?
- Does the platform enable social media integration?
By answering these questions, you will have a better understanding of the different virtual platforms. Understanding the platforms will help you narrow down the selection to the one that offers the features necessary for your event.
Create a Microsite
Creating a microsite will help with promotion and relaying information to the audience before the event. You can include the agenda, speaker bios, sponsors, date and time, links, and any other key information on the site. You may use the microsite to grant access to the event on the day of the event. The microsite also can host event recordings, making them accessible to those who could not attend the live event.
Promote Your Event
People need to know that your event is happening so they can attend. The microsite you create is an excellent tool to promote your event. Utilizing email newsletters and social media is essential to your promoting efforts. Your audience will determine where and how you promote. For younger people, Instagram promotion makes more sense than Facebook promotion. To promote your event, understanding the target audience and the purpose of the event is vital.
A virtual event usually entails a looming sense of technical difficulties. Troubleshooting before the event will help you feel more confident that things will run smoothly. While you are troubleshooting, focus on making sure the wifi signal is strong, mics are working, and any interactive features are functioning correctly. It is nearly impossible to predict an unexpected technical issue, but you can prepare for the worst by having backup plans.
Make the Event Engaging and Interactive
The best events are those that encourage audience participation. It is easy for your audience to zone out during a virtual event because they are not physically present. A virtual event needs interactive features to keep the audience engaged. An easy way to do this is by hosting a Q&A session. Another fantastic option is to have a virtual photo booth that allows the attendees to interact with one another. Including a chat feature encourages the opinions of the attendees. Providing your guests with engaging and interactive sessions will boost audience participation and make your event that much more successful.
Contact A Cut Above to Rent a Photo Booth for Your Event
Photo booths are a popular way to engage guests. They are the perfect attraction for corporate events, weddings, birthday parties, and any other celebration. A Cut Above provides reliable service and customizable photo booths, complete with templates and props. Our event coordinators will assist you in planning, setting up, and operating the booth. At A Cut Above, we can adjust our booths to best match your specific needs, including placing brand logos on the images or uploading photos to your social media accounts.