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Computers and TechnologyFeatured

6 Easy Steps to Successful Virtual Event Planning

No one realised how valuable virtual events are until last year. When all the events were either cancelled. Or postponed for an indefinite period. And because of this situation, event organisers were facing losses. Not only this, they had a significant challenge of organising events without risking anyone’s life. Since many industries and organisations rely on events for multiple purposes. The most crucial ones are communication and a platform to conduct business.

During this stressful situation, virtual events came forward for the rescue of the event industry. And they helped in maintaining the necessary communication. Also, allowed people to host events without going anywhere. It means that many industries and organisations can continue their operation by migrating to the digital world. But what are virtual events? And how can you plan one successfully? Let’s look at it closely.

What are Virtual Events?

As the name suggests, virtual events are those events that are hosted virtually. These events take place in the online world instead of the live, physical world. It means anyone from any part of the world can host or attend the world. Also, it makes it easier to organise an event. And to access the event.

For hosting virtual events, you need the right technology. And that is a virtual event platform or virtual event software. These platforms provide an interactive interface, lots of audience engagement features and networking tools. All of these features and tools aim towards enhancing the audience experience.

There are multiple benefits of hosting a virtual event. So let’s look at some of these benefits.

Reasons for Hosting Virtual Events

Affordability

Virtual events are pocket friendly. You can save lots of expenses by switching to virtual events. It means you don’t need a huge budget to host an event. And expenses like travelling and accommodation become irrelevant.

Time flexible

Generally, to attend an event, you are required to travel to the event venue. And it means you also need to consider the time consumed in travelling to the event venue, apart from the time for the event itself. However, with the virtual event, you don’t need to travel. Hence you can save your time.

Broader Audience

You can make your event accessible to more people by opting for a virtual event. Often people have to miss an event because of time and money constraints. But with a virtual event, you can overcome these constraints. And can get a broader audience in your event.

No Geographical Barrier

Physical events come with physical world obstacles. And one of the most prominent obstacles is a geographical barrier. In a physical event, you can expect only a handful of people from different countries or continents. But in a virtual event, you can host people from worldwide. All you need is to provide the timing of your event according to corresponding time zones. Hence you can host a global event.

Environment Friendly

Another perk of virtual events is that you can reduce your carbon footprint. In a traditional event, lots of resources are wasted. Paper, wood and fuel, to begin with. This makes these events a prominent contributor to the wastage of Oil and energy. But with virtual events, you can avoid all of this. Hence, making them a greener choice over traditional events.

These are some of the reasons why you should consider virtual events. Now, if you are thinking of hosting a virtual event. But don’t if you can host your event virtually? Or which event can be hosted digitally? Let’s find out.

Types of Virtual Events

You can host any event virtually. And this is because of the flexibility of the virtual event technology. That is why so many events shifted to the digital world in such a short time. To give you some idea, here is a list of some commonly hosted virtual events.

  • Virtual Product Launches
  • Virtual Trade Shows
  • Virtual Conferences
  • Virtual Exhibitions
  • Virtual Award Show
  • Virtual Town Halls
  • Virtual AGMs
  • Virtual Career/Job Fairs
  • Virtual Fests
  • Virtual Graduation Ceremony

And many more. To be honest, this list is pretty long. And is growing daily. One that is clear that you may end up running out of ideas for a virtual event. But you would rarely stumble across any event that cannot be hosted virtually.

If you are thinking about how a virtual event is planned, then don’t look further. You are in the right place. We will help you in planning your first virtual event. What about if I tell you that you can plan a virtual event in six simple steps only? It might sound unrealistic. But it is true. Let’s look at it.

6 Steps to Plan a Successful Virtual Event

Understanding Your Audience

The first step to plan a successful event is to know your audience. But how can you find out what your audience likes or prefers? You can conduct research on your audience. For this, you can use Polls and Surveys. This will give you an idea about the preference and expectations of your audience. So you can focus on what you need to deliver to your audience. Hence, making your event effective.

Identify Your Goals

Before jumping to the strategy, first, you need to identify your goals. For this, you need to introspect. Ask yourself, why are you hosting this event? Or what do you want to achieve from this event? This will help you to determine your aim or goal. Now all you have to do is prepare a strategy to achieve these goals.

Preparing the Strategy

Now that you know what your audience wants and what are your goals. You need a strategy to connect these two. In other words, you need to decide how you are going to deliver what your audience is looking for. So in this part, you need to determine everything about your event. The theme, concept, date and timing of your event, to begin with. Also, which features and tools do you need for your event? And an estimated number of people that you are expected to host at your event.

Selecting the Right Platform

Getting the right platform for your event is crucial. Because the success of your event depends upon it. But the question that comes to mind, what is the right platform? And how to select the right platform?

The right platform is the one that suits the needs of your best. And it is easy to determine which platform is right for your event. All you have to do is to prepare a list of features that are needed for your event. And compare this list with the features offered by the different platforms. And the platform which ticks all the boxes is the one to go for. Apart from this, you need to look at other things like interface, navigation, security and tech support.

Promoting Your Event

Apart from making the arrangements, you need to promote your event. And promoting the event is as necessary as selecting the right platform. For this, you can use social media. However, to make your content viral, you need to understand the social media platform first. After that, you need a strategy to make your content visible to a broader audience on social media. Also, you can use YouTube and other marketing channels for wider reach.

Getting Sponsorship for Your Event

There are multiple advantages to getting sponsorships. Apart from the financial benefits, sponsorship can help in attracting more people to your event. You can ask your sponsors to promote your event on their social media accounts. This will help you to connect with their audience. Also, sponsorship will determine the reputation of your events. So the popularity and respect of your sponsors will decide how impressive your event is. And it will attract more people to your event.

These are six easy steps to plan a successful virtual event. Tell us about your thoughts on the same.

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Kaylee Johnson

I am Digital Marketer and technical writer. Help businesses to get quick growth with the latest technologies and aggressive organic marketing strategies.

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