15 Tips For Hosting a Successful Virtual Event
Event organizers have been very resilient in adjusting to the current climate. An example of this resilience is seen in the re-emergence of virtual/online events. But first, what is a virtual event?
A virtual event is any event that you host online, a webinar, a concert, a yoga class, masterclasses, conferences etc.
It is easy to assume that online events are much easier to execute than in-person events but that couldn’t be further from the truth. In reality, both types of events require a great deal of preparation, planning and run-throughs to be successful.
Online events are great because you can host them from anywhere, they save you money, and unlike in a large event hall, the attendees usually feel a closer bond to the performers and speakers.
With learning anything new, there are a few tips and tricks for planning, marketing, technology and engagement that will help you execute an incredible online event.
Yes, we’ll teach you.
1. Choose a format
The first thing you want to do is know which format you want to use. The format means things is it a single presenter, or a panel with a moderator, Q&A, or the more social Ask Me Anything route. If you’re unsure, do a little research on other virtual events in your industry and the format they have adopted.
2. Pick a time and date
As your event is virtual you have the unique opportunity that you aren’t bound by geographical location to attract your attendees but it also means you have a few other factors to considers. If you’re appealing to the 9-to-5 crowd, Monday or midday is probably not going to work.
They may say the world is now one global village but timezones still exist! So, if you are based in Nigeria and would also like to get attendees in the US, starting your event at 9 am WAT wouldn’t be a good idea either.
3. Be concise
Your virtual event should be much shorter than your in-person event. This is because your audience has a lot of distractions where they currently are, e.g. family, pets, children, work, television. This means you’re fighting for their attention with more difficulty than if they were in a physical event venue with you. 45 minutes is a good length, and if it’s going to be more than 60 minutes, it better be good.
4. Pick the right technology
By and large, the format you have chosen would help guide the technology that is right for your online event. Beyond the format, your budget and number of attendees would also be a consideration here. The following platforms are a great place to start Zoom, Google Hangouts, Instagram Live, and Cisco Webex. Our platform with a free plan is Zoom.
5. Think mobile
It’s safe to assume that most of your attendees are going to join via their mobile devices so you should also consider that when selecting your tech as some platforms are not optimized for mobile.
6. Monetize
If you are creating value, attendees will be willing to pay. So, don’t fall into the trap of thinking that your virtual event always has to be free. If you decide to charge, you should use a ticketing platform (like tix.africa!) as that would make your event more professional instead of manually collecting payments into a bank account and confirming them. More so, it would free up more time for you to do the actual work of preparing for your event and not tracking each payment that comes in manually.
7. Test your tech
The event day shouldn’t be the first time you sign up for the technology platform you will be using. You must test your technology ahead of time and do a dry run with the speakers and everyone that will play a role on the event day. You should also get a few people who aren’t on the planning team to join as “guests” so they can give you actionable feedback on things like sound, video quality, and presentation materials.
8. Start on time
Being on time is important, and with a virtual event, it’s even more important! Once people sign up to your event, you don’t want them wondering where the speakers are or when things are going to start. Again, you’re competing for their attention with a lot of things going on in their home and personal lives and even they aren’t engaged immediately, they may log off and do something else.
9. Use a backdrop
Just because it’s virtual doesn’t mean you should ignore the decor. Each person that is speaking should use a backdrop that matches the tone of the event. This could be a virtual backdrop (if your technology permits it) or an actual backdrop set up behind the speaker.
10. Create interactive moments
Do not assume that the content you’re sharing is enough to keep your audience engaged for the duration of the session. As part of your online event, build in audience interaction through polls, a chat function, Q&A or even live giveaways.
11. Collect data
It is important to require some basic form of registration for your event so that you can engage your attendees beyond the event. If you decide to, you can use a ticketing platform to collect registrations like tix.africa. A good ticketing system would allow you to automate sharing joining details with the attendees once they have successfully registered.
12. Use social media to promote your event
As your event is online, the most effective way to advertise your event to your target audience is to reach them while they are online. Implement strategies like writing a blog post, social media ads, sharing on event aggregators to boost your event attendance.
13. Decide if you will be live or pre-recorded
Just because your event is online doesn’t mean that it has to be live. Some of the world’s biggest events are pre-recorded and broadcasted. Be honest with yourself and know your limitations and be sure you have the resources to host an excellent event with no interruptions. It’s okay to host a pre-recorded event.
14. Use an emcee
Use a host/emcee to link everything together and keep the audience engaged. Especially if you are having multiple presenters, you will need an engaging persona to tie every section of your event together and keep the flow going.
13. Test again
Arrange for as many tests as possible. Being ready doesn’t mean that everything will go well on the day.
To summarise, although in-person events have come to a halt, virtual events are a cost-effective way to reach people all over the world. We hope you have found these tips helpful.
