Pandemic creating a permanent shift in the global psyche and audience’s expectations, virtual events and video streaming are on the rise. Thanks to impressive technology and online global access, companies can host a virtual event without geographical constraints. Whether you are planning to host a conference, product launch, training course, or TED Talk-type lecture event, there are many benefits to hosting virtual events. They allow people from all around the world to join in. Owing to interactive features offered by virtual event tools and features, attendees can participate and collaborate with one another and make a personal connection with the brand. Today more and more companies are trying to focus on providing high quality virtual events. If your company caters beyond a local demographic and you desire to bring people together in the same space, you must explore the world of virtual events to expand your audience and increase revenue. 

Here are a few tips to efficiently plan your virtual event and make it a successful one. 

1) Understand your audience and their needs 

As a business owner, you need to have a strong awareness of your audience’s needs and expectations. How tech-savvy are they? What are their concerns? What are their pain points? What is the most befitting remedy and solution to their needs? There are so many more questions you need to ask yourself and find answers to in order to make your virtual event a success with the attendees. As the pandemic has shut down the world and people have been confined to and isolated in their homes for a fairly long time now, it would be a great idea to secure a human connection with the audience and set up an interactive event and encourage attendees to participate throughout the course of the event. It will not just build experiences and create value for the customers but will help you gather more attention. Also, you must create a buyer persona and track key data about your audience before planning any virtual event. 

Based on all the knowledge gathered and answers of the questions above, you can plan a successful virtual event and add value to your business. 

2) Choose Your Format according to the event type

Although virtual events were not so popular until Covid 19, they are now on the rise since we are facing difficult times for physical gatherings and social meetings. Even the biggest of events have shifted online which highlights that virtual events are the need of the hour. If your company is ready to plan one, start researching different virtual event formats and carefully choose your format whether it should be a seminar where you can discuss the stated topic, or it should be more like a tradeshow or workshop or webinar where you can provide ideas, tips and information. Once you have decided the format, focus on gathering unique ideas and create unique experiences, something that is different from what the competitors and can help you stand out from other events. Whichever format to choose, make it an engaging event and remember to align it with your goals and event strategy. If you are new to the world of virtual events and feeling confused about how to choose the format that’s right for your brand, you may take the help of an experienced and professional event management company in India

3) Choose the right virtual event software according to the event type 

Choosing the right virtual event hosting softwares is stressful enough. Take a while to sort the most relevant one out of all of the options available. If you are planning a virtual event for the first time, you may not know which tools to use. Consider reading some of the latest articles to look for top virtual event technology tools to drive registrations and engagement and run the event seamlessly. While platforms such as Zoom or Microsoft Teams are ideal for hosting smaller events, platforms such as Eventcube, Airmeet, Accelevents, Intrado, Hopin, ON24, or Bizzabo are ideal for hosting large virtual events (500+ attendees). 

It is important to note that virtual event tools companies also offer different packages and services. For larger virtual events, it is always better to find a full-service platform so that everything will go smoothly and according to plan! The team will not just train you on the virtual event software, but will help you set up your event and guide you on how to interact with the attendees. With the help of their expertise and experience, you can create a successful plan and fully leverage networking opportunities offered by these events. But do closely check out the feature set and the whole host of tools offered by these virtual event tools and then choose the platform depending on the type of virtual event you’re hosting and your event logistics. 

4) Establish two way communication with your attendees

Owing to the current travel restrictions and limited in-person interactions during the pandemic, virtual events are growing in popularity. Considering the pandemic situation, today it is the only available method to reach out to your attendees. So try your optimum best to achieve engagement in virtual events to make the most out of it. Establishing two-way communication through Live chats, polls, Q&A, and virtual breakout sessions or roundtables can scale up your communication and help you have a good virtual event. Further, communicating with attendees can give them unique experiences and they would remember your brand. At the end of the virtual event, presenters can get feedback in real-time and attendees can ask questions which the brand can answer. Virtual events are turning out to be the new reality for business events; they require the same care and attention as a physical event requires. So engage and connect with your attendees on a personal level to establish a two way communications and respond to the live chats and their queries and concerns. 

5) Promote the event and encourage attendees to sign up 

You have planned your event right from idea to action plan and you are hoping to make the best out of it. Make sure you give adequate time to promoting and marketing your event to ensure your event gets noticed by your target attendees. If your potential attendees are not aware of your upcoming event, then all your efforts in planning and organizing the virtual event will go in vain and the event is doomed to fail. Identify the attention grabbing points of your virtual event and then develop a promotion strategy accordingly. Leverage social media channels to promote the event and use your event hashtag whenever you promote your event. Also use Instagram and Facebook stories to share details about the event and let it run on people’s minds. Also, run ads strategically to target the right set of attendees. If you have a global audience with hundreds of people in different places at different times, ads can be a powerful tool. Also have an event website designed to help people learn about your event and communicate the value of your virtual event. Include all of the essential details on your event page such as time and date of the event, agenda, speakers, sponsor information etc.