84% of companies have declared that holding a virtual event has reduced their costs and increased their productivity.
Also, replacing virtual events with in-person events reduces the pollution caused by holding events by 60 to 98 percent.
With all these advantages, holding a virtual event is different from face-to-face events. In this article, we will tell you how to organize a wonderful virtual event in the simplest possible way.
Follow the steps below carefully!
1. Decide what achievement you consider to be a sign of success
Before you embark on your virtual event planning, you need to ask yourself what you’re trying to achieve.
Do you want a certain number of attendees?
A certain number of sign ups after the event?
Or maybe an increase in sales?
It’s important to select a primary goal that is quantifiable and can be used as an indicator of success.
Once you’ve done this, you can start planning your virtual event with your goal in mind – ensuring everything you do gets you a little bit closer to achieving that goal.
2. Plan out all of the practical elements
When planning a virtual event, you probably think there’s a lot less for you to do than if you were planning an in-person one. You don’t need to worry about hiring a venue, transportation, security, and so on.
However, there are still several practical elements to consider.
You’ll still need to allocate a budget and decide how much you’re willing to spend on things like promotion, and guest speakers.
You’ll need to decide on the best date and time, and perhaps start shopping for a good camera, a microphone, maybe even some fancy lighting.
And you’ll also need to decide what video conferencing tool you’re going to use.
3. Create your event itinerary
Once you’ve established your goals and decided on the practicalities of your virtual event, it’s time to consider what is going to happen on the actual day.
Planning out your itinerary, from start to finish, will help you to ensure that everything stays on track and you don’t miss anything. This will also help you to achieve the goal you created at the start.
Your event itinerary doesn’t have to match this exactly, but hopefully this will give you an idea of how to split up the day.
Include small intervals called “Buffer time” in the event schedule. This allows for any technical difficulties or breaks you might want to factor into your virtual event, and helps to ensure you don’t run over schedule if certain sessions last longer than intended.
4. Partner with people
Even though your event won’t be in-person, inviting guests can still be a great way to improve attendance.
According to a 2020 study by Wild Apricot, 70% of organizations had much more attendance at their virtual event when at least one guest speaker was featured.
But reaching out to different people and trying to keep track of all your communications can be messy.
5. Market your event
There’s only one way to get people to your event…you need to tell them about it!
When it comes to promoting your event and creating hype, you should use as many marketing channels as you have at your disposal to find attendees.
The three best-performing methods are social media, email, and directly through websites. Social media is a great way to promote your virtual event because it allows you to market to a huge audience of people that could be interested.
Finally, if you have problems in any of the above steps, please contact us. Romonox has the potential to take all necessary measures to hold a wonderful virtual event.