If you’re hosting a virtual conference or event for the first time, there are many essential things you need to consider. You have to choose the right platform and set up an agenda that will keep your attendees engaged and ensure they walk away with new knowledge they can put into practice.
This guide will help you avoid some common pitfalls that might make your event less successful than it could be.
What is a Virtual Conference or Event, and Why Should I Host One?
A virtual conference or event is a conference or event that is conducted online rather than in person. Virtual conferences and events have several advantages over in-person events.
- Virtual events are more convenient for hosts and attendees since traveling to a physical location is unnecessary.
- Virtual events can be more cost-effective since there are no venue rental or travel expenses.
- Virtual events can reach a larger audience since geographical boundaries do not limit them.
- Virtual events can be more flexible in terms of schedule and format. For example, a virtual conference can be scheduled for multiple days or weeks, and it can include a variety of interactive features such as chat rooms, Q&A sessions, and polls.
Ten Best Practices for Hosting a Virtual Conference or Event
Hosting a virtual conference or event can be a great way to connect with people worldwide without travel. However, there are some essential considerations to consider when planning a virtual event.
Choose the Right Platform
The first step in hosting a successful virtual conference or event is to choose the right virtual event hosting platform. There are many different platforms available, and it’s essential to select one that will meet your specific needs. Some things you should consider when choosing a platform include:
- Ease of use: The platform should be easy for you and your attendees.
- Cost: The platform should be affordable for both you and your attendees.
- Flexibility: The platform should be flexible enough to accommodate your specific needs.
- Features: The platform should offer features that will enhance your events, such as chat rooms, Q&A sessions, and polls.
Set Up a Professional Event Page
Once you’ve chosen a platform, you need to set up a professional event page. This is the first thing your attendees will see, so it’s essential to make a good impression. Your event page should include:
- A catchy headline: The headline should be attention-grabbing and give attendees an idea of what your event is about.
- A brief description: The description should be concise and provide more information about the event.
- An agenda: The agenda should be clear and easy to follow.
- A list of speakers: The list of speakers should be impressive and relevant to the topic of your event.
- A call to action: The call to action should encourage attendees to register for your event.
Create a Schedule that Works for Everyone
One of the advantages of virtual events is that they can be scheduled for multiple days or weeks. This allows you to create a schedule that works for everyone, regardless of time zone. When creating your schedule, be sure to consider:
- The time zone of your attendees: Make sure all sessions are scheduled at a convenient time for your attendees.
- The length of each session: Sessions should be long enough to be informative but not so long that they become boring.
- Break times: Include breaks between sessions so attendees can take a break and explore the platform.
Promote Your Event
Once you’ve created your event page and schedule, it’s time to promote your event. There are many ways to promote a virtual event, including:
- Email marketing: Send emails to your list of potential attendees and encourage them to register for your event.
- Social media: Use social media to reach a wider audience and generate interest in your event.
- Blogging: Write blog posts about your event and share them on social media and other websites.
Choose the Right Speakers
One of the most important aspects of any conference or event is the speakers. When choosing speakers for your virtual event, be sure to consider:
- Their expertise: The speaker should be an expert on the topic they will be presenting.
- Their ability to engage an audience: The speaker should be able to hold the attention of an audience and keep them engaged.
- Their style: The speaker’s style should be appropriate for the format of your event.
Encourage Interaction
Virtual events allow attendees to interact with each other and with the speakers. There are many ways to encourage interaction, including:
- Chat rooms: Set up chat rooms for attendees to interact with each other during the event.
- Q&A sessions: Include Q&A sessions after each presentation to allow attendees to ask questions and get more information.
- Polls: Use polls during the event to engage attendees and get feedback.
Provide Resources and Materials
Attendees will appreciate having access to resources and materials, such as:
- Presentation slides: Make sure to provide attendees with access to the presentation slides after the event.
- Recordings: Provide recordings of the event so attendees can watch or rewatch the sessions.
- Chat transcripts: Include transcripts of the chat rooms so attendees can review the conversations.
Offer Incentives
Offering incentives is a great way to encourage attendance and get people excited about your event. Some ideas for incentives include:
- Discounts: Offer discounts on registration fees or products and services related to your event.
- Freebies: Give away freebies, such as t-shirts, coffee mugs, or ebooks.
Follow Up with Attendees
After your event, be sure to follow up with attendees. You can do this by:
- Sending an email: Send an email to thank attendees for coming and provide access to the recordings and materials.
- Hosting a survey: Host a survey to get feedback from attendees about their experience.
Evaluate Your Event
Once your event is over, it’s essential to take some time to evaluate it. This will help you determine what worked well and what could be improved for future events. To evaluate your event, you can:
- Review the recordings: Watch or listen to the recordings of your event and take notes on what worked well and what could be improved.
- Survey attendees: Send out a survey to attendees to get their feedback on the event.
- Review the chat transcripts: Review the transcripts of the chat rooms to see what attendees were talking about.
By following these ten best practices, you can ensure that your next virtual conference or event is a success!
Conclusion
Hosting a virtual conference or event can be a great way to reach a wider audience and generate interest in your business. By following these ten best practices, you can ensure that your attendees have a great experience and that your event goes off without a hitch.
These tips will help you create a successful virtual conference or event, from choosing the right platform to setting up the perfect agenda!
Leave A Comment