7 things to prepare for launching your next virtual event

The pandemic has brought challenges to the event industry, which has made launching virtual events an essential part of everyday life.

As an event organizer, you know that stepping into the virtual space makes a huge difference, but you may be wondering how to tackle this new, and technical format.

Well, here are the 7 most important elements you have to think about when developing your next virtual event.

#1 Set concrete goals

Your first step above all should be clarifying your goals. Because goals determine your strategy, the dedicated content, and the final format, size of your event.

The launching of virtual events requires a more focused strategic structuring of these elements. Because there are still so many ways to attract your audience. What you need to decide about is on what purpose you want to do that.

You take different measures if you want to achieve educational purposes then you have sales targets or a networking focus. Based upon your goals there is a target group that you have to pay particular attention to…

#2 Understand your audience

As an event organizer, being aware of your online participants’ needs and expectations is key.

Find out which questions and problems they have and what they want to achieve. You ensure a successful session if your participants can come to their realizations. All this with the help of your virtual event.

You should know what you want to achieve by launching this virtual event first. Then use these goals to convey the main message to your audience.

Top tip: Communicating with people ahead of your event is a perfect opportunity for trust-building. This way, you can give them insights into your business and represent yourself. Participants will already have an existing connection to you from previous interactions.

#3 Plan your content before launching it

Content is the core of virtual events.

That’s why it’s crucial to keep it niche. Because diluting your event’s content may help you to reach participants in a wider range when organizing an in-person event.

But, virtual events need content that is narrowed down. So, make the event content dedicated to your target group. Since it’s the dedicated content that participants can draw meaningful experiences from.

Additionally, virtual speakers should have the ability and experience to add something to this content. An interesting theme that is engaging and helps to lead participants through.

#4 Coach the speakers

Smooth communication between the speaker and the audience is crucial! You need to prepare your speakers so that they have a presentation without a hitch.

To set them for success, you have to rehearse and work with them ahead of time. Because you are the one who knows the content, and they are who know how to deliver it.

The more times you manage to walk through the process with your speakers, the better prepared they will be. Call them and rehearse with them so that they can successfully deliver the content.

#5 Choose the proper platform

Regarding the event platform for hosting your event, there are dozens of great platforms. Try to avoid the ocean of information about the platforms that all seem to be offering the same services.

At best, you keep one criterion in your mind when choosing an event hosting platform. That’s reliability. Anything else depends on your needs, expectations, and budget.

Are you a beginner? Then you can’t fail with ZOOM.

Do you prefer flexibility and low-budget solutions? Then go to Hopin.

Are you looking for an easy-to-learn platform for free? Try YouTube Live.

In case you have some experience already and would like to try a new trend of event platforms, register on Swapcard. It’s an end-to-end event platform that allows you some post-event engagement.

Another trending option is the web-based studio format or tools for online events just like Streamyard.

Hot tip: Consider whether your event is going to be live or pre-recorded. This will have an impact on which platform works best for your event.

#6 Promote your event

Make sure that before launching it, your virtual event has been marketed to ensure optimal audience participation and enjoyment. There are many ways to enliven engagement in the virtual space by promoting your event.

Social media platforms are vital for event marketing. Like creating social media groups, or organizing online member competitions. You can also generate a branded hashtag for your event to encourage attendee participation more. Boosting email marketing can serve as an option for you too.

What’s important is that you enable attendees to start interacting with you before the event. At best, they also post on their own social media platforms during the actual event. Don’t forget to provide them with after-event content in a form of a short video and captions after the event. With that, you may also get feedback from them.

#7 Arrange for tests!

In order to feel confident about all the equipment being used for your virtual event, you need to test them all.

Beyond the important tech checks of sound, lighting, and positioning you to have to make sure to rehearse will all members of your event team. Especially with the speakers and the event production team before the event.

Even with all the above planning in place, technology can still throw curveballs at you. You can never know at a virtual event… If a technical hiccup pops up during a virtual event, be prepared and create a worst-case scenario with solutions easily at hand.

Final thoughts

When launching a virtual event you have to think a bit outside of the conventional box of in-person events. It requires more focused planning, dedicated and niche content, and plenty of “what if” scenarios.

Though, a virtual event means a powerful and innovative way of modern communication. It’s an effective tool for any kind of business to get messages on a global scale in an uncomplicated way. For that, you just need to follow our tips above.


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