The novel coronavirus pandemic (COVID-19) has affected all aspects of life. Events are one of these aspects. Currently, both event organisers and brands try to find a solution for event organisations. At this point, virtual events can be a great solution. So, what is a virtual event? And how can you organise a virtual event? Let’s dive into this new event organisation.
What Is Virtual Event?
Actually, a virtual event is all about carrying a physical event online. These events can be conferences, seminars, workshops or even exhibitions. Virtual event ideas are not limited to these options. Anything you can think off in the physical world can be transformed into a digital event.
Moreover, these virtual events have a lot of advantages over physical events. In terms of event organisation, there are almost no differences between an in-person event and a digital event.
Virtual Event Planning
First and most important, you need to plan your event. Of course, in these types of events, you don’t need to worry about accommodation costs, transportation costs, catering and selecting a venue. Your venue will be online and your attendees will not need any accommodation and transportation.
However, you will need to take care of other things. These include internet connection, finding the most suitable online environment or working with an online event software platform.
Also, the number of attendees will play an important role to set-up your infrastructure. A connection error in the middle of the event can be an unpleasant experience for you, the speakers and attendees. When you know how many people will attend to your online event, you can plan the sessions, 1:1 meetings and other special activities in your event. So, how can you plan our virtual event?
1. Define Your Event Type
Every event has a set of unique characteristics. This means, a virtual conference will be completely different than a virtual product launch. While a conference or a seminar requires more participation from the attendees, a product launch will require more visuals and emphasise the product.
2. Define Your Scope
Actually, this is about the number of attendees and the number of parallel sessions that will take place in your event. You will need to set up a high-quality infrastructure to seamlessly complete your event. If you will organise multiple parallel sessions, you might need advanced technical support like more bandwidth or better internet connection.
3. Plan for The Worst Case Scenario
Just like physical events, everything can go wrong in virtual events. You need to be prepared for the worst-case scenario. The speakers might experience problems to get a stable connection. Or there might be visual or audio problems. To prevent these problems, you might want to get pre-recorded videos from the speakers. This way, if the speakers are unable to connect, you can use these pre-recorded videos. The show must go on!
4. Get Feedback
If this is not your first virtual event, it is better to use the feedback from the previous events to make your next event better. Short surveys after the event can provide great information. You can understand what was good and what was bad by asking a few questions to the attendees and speakers.
5. Get Professional Support
Virtual event platforms can help you to organise seamless events. Without these platforms, it is not possible to plan and execute a large-scope conference, seminar or summit. Depending on your virtual event strategy, you can choose the best virtual event platform and work to meet your needs.
6. Spread Your Event
Virtual event marketing will help you to gain more audience. By using social media and other marketing tools, you can attract the attention of individuals all around the world. Encourage your speakers to spread the news about your virtual event.
Plan and Execute Your Virtual Event
The barriers to plan and execute a virtual event are disappearing. As our world becomes more digital and more online, we will see more of these digital events in the future. While there are differences with physical events, virtual events can be life-saving when we need to keep our social distance.