Hybrid and virtual events will persist even after the COVID-19 epidemic has passed. Virtual events are still popular among organisations because they reach a wider audience, provide participants with more freedom, and are more inexpensive for those with little funds. Instead of spending money and time going, why not just participate from the convenience of your own home? Whatever the event a conference, webinar, workshop, hackathon, or trade show details, careful event management is essential for its success. Event company (The Chameleon Agency) created this guide to learn how to organise a virtual event like a pro.

Phase One: Strategy

It seems like you’ve settled on the idea of holding a virtual event. The moment has come to plunge fully into preparation! Gathering leads, increasing brand recognition, or establishing a community are all examples of measurable goals that your event should achieve. Picking on the kind of event you want to throw is the next step after outlining your objectives. You must know your audience inside and out so that the event’s structure and content cater to their interests if you want it to be a success.

Your event will be built upon the virtual software platform that you choose. That’s why you need to be quite careful while selecting the platform. Think at how the platforms handle users with different levels of technical expertise. Prioritise the features that will be most useful to your intended users, and then choose a platform that won’t break the bank.

Making an agenda is the next step after choosing the best virtual event platform. You may use this to plan out the event’s structure, including the length of each session and the subjects addressed. The last thing to do is figure out whether sponsorship is necessary for your event. This isn’t required, but it will provide you credibility, expand your audience, and provide financial backing.

Put first Promotion

Moving on to promotion is the next step now that preparation is complete. Making sure you’re reaching the correct individuals is just as important as getting the word out to as many people as possible about your event. Building a landing website, distributing promotional emails and social media postings, and writing blog entries are just a few of the many options for getting the word out about your event.

All advertising campaigns revolve on captivating marketing material. You want everyone who comes across your event, whether it on your website, in an Instagram ad, or in a blog post, to feel compelled to go.

Devote Yourself Fully to Event Engagement

You’ve smashed through the marketing phase and collected every necessary sign-up. You want those who participated virtually to feel appreciated when the big day arrives. Selecting a virtual event platform that allows for interactive elements like polls, question and answer sessions, chat rooms, and networking possibilities is essential for virtual attendees to engage with one another.

You need to make sure the sessions you’re offering are interesting and engaging for participants, in addition to providing opportunities for them to engage. In order to keep people engaged and get the most out of the virtual event, fill the schedule with motivational and expert speakers who are directly related to the event’s subject.

Including a gamification aspect into the event is another great approach to keep people interested. Have a drawing where some fortunate people will get services or products from your company or the sponsors of your event. Another option is to organise trivia nights so that participants may relax after a long day of online panels and presentations.

Things to Do After the Event

Once your virtual event concludes, the job is far from done. After the event, there will be even more vital things to do! Asking participants to fill out questionnaires and provide feedback is a great way to gauge how well your virtual event went. Encouraging people to provide feedback in exchange for a chance to win a reward can boost the response rate. In order to find out what worked and what may be improved, it is crucial to get feedback from the participants.

Expressing gratitude to those who have attended is also recommended. A heartfelt “thank you” note to the speakers and attendance is much appreciated. To make the most of it, make sure the sessions can be accessed on-demand so that people may view the ones that interested them again and again.

In conclusion:

Achieving Proficiency in Online Event Planning

Organising and managing a virtual event is a challenging task. Getting things correctly requires a great deal of preparation and work. Why not hire a professional event agency if you’re not sure what you’re doing or if you’ve never held a virtual event before?

Collaborating with a Machester event planning firm that specialises in online gatherings is something to think about. What was the outcome? A production that is as polished as a TV show! Get the most out of your virtual event and make sure everyone has a great time by partnering with a seasoned virtual events provider.