Category: Virtual Event

A business wants access to its target audience. Whether through email marketing, social media, or events, when a company is face-to-face with its customer, it can communicate and inform the customer of the reasons behind its service and products or explain the company values and culture that will impact the products and services.

Virtual event best practices allow businesses to connect to their customers and target audience. Companies must use online events to access customers from around the globe. The event will provide a platform where the team can share their knowledge and educate their customers to ensure that they build a strong, lasting relationship.

Customer relations are of utmost importance to any business. With customers returning to the company, the team can raise the finances to keep the company running. Thus investing in virtual events to educate, communicate and receive customer feedback is a tool that will assist the company in growing its audience and the business.

The global virtual events market size could reach $504.76 billion and grow at a combined annual growth rate (CAGR) of 23.7% between 2021 and 2028, according to a ResearchAndMarkets report.

What Are The Benefits of Virtual Event Plannings?

There are various benefits that companies can access through the use of virtual event planning. Virtual event planning allows any business to access a broader range of audiences. The online world is one click away, and the target audience can join any meeting or event by simply entering a link. This can be done anywhere in the world, thus allowing the company to broaden its reach.

Virtual events are environmentally friendly, and company can reduce their carbon footprint. As Gen Z and millennials fight for environmental protection, companies can join this action by hosting virtual events. There will be less waste, and customers will not have to drive to attend. All are reducing the carbon footprint of the company and the individuals.

Virtual events will cost less financial support from the company. With this reduction, the company can host more virtual events that will account for the same amount of finances as a physical event. The decrease in costs will allow the company to invest and grow in other areas within the company.

From an event planning perspective, companies can reduce the time it takes to plan and host an in-person event. In-person events can take up to a year to prepare, and companies can save this time by planning virtual events. An event planner can reduce the planning using their network, skills, and knowledge. Companies can address the topics consumers want to hear with a shorter planning time.

Virtual Meetings Best Practices

A few critical aspects must be present in a virtual event. These practices allow the company to share information with its potential customers.

Find Virtual Event Sponsors

Sponsors are a great addition to any virtual event. Sponsors can play a variety of roles within the event. The sponsors will add value to the attendees by sponsoring finances, products, gift cards, or other methods.

Sponsors add credibility to an event. Once a company closes a sponsorship deal with a trusted company, attendees add credibility to the event. Big companies with a large following will provide the company with a wider untapped audience that might benefit from joining the event.

Keep Registration Form Short & Sweet One

Registration is when potential attendees sign up for an event they want to attend. This allows companies with the detail of the exact attendees that are present at the event. Registration will enable the company to identify and compare the audience market with its target market.

The registration process should be short and easy. If attendees need help registering, they will abandon the process and skip the event. Long lines of registration, waiting for hours will not do the job. Creating an accessible, quick-to-fill-in form and online registration will ensure the registration is sweet and short. Companies will save money by automating this process. There will be no staff members needed to register the individuals manually.

Know The Best Time To Host A Virtual Event

Timing is everything. Many attendees have full-time jobs and will be occupied during the day, leading to them missing the entire event. Weekends might be the best option depending on the target audience.

Companies must identify the perfect time that will suit their target audience. If the target audience is the younger generation in their early 20ies, the event might need to occur during the week, one or two evenings.

Determine the time of day and the actual date by identifying when and where the target audience will find themselves when not attending an event. Hosting an event according to the company’s schedule will lead to many potential attendees missing out due to work or other obligations.

Facilitate Networking Sessions For Sponsors & Attendees

Networking is one of the main reasons behind attending an event. Attendees can meet and connect with industry leaders that inspired, motivated, or changed their opinion on specific aspects of the industry.

Virtual events are known for lacking networking opportunities, but this needs to be changed. Companies are providing breakout sessions and networking opportunities to the desired attendees. These sessions will allow attendees to meet the company leaders, sponsors, or guest speakers. The event will be able to facilitate Q&A’s, and a platform for networking will be provided.

Make Sure The Event is Interactive

An interactive event is crucial. There are many ways to ensure interaction. However, an event without engagement or interaction will be labeled a conference. Events provide attendees with information, knowledge, and education, thus allowing them to ask questions and interact with the information, and the keynote speakers are precious.

Engagement and interaction display interest. If the attendees interact with the event host or guest speakers, the company will know that the information is essential to their customers. If the attendees engage, the company is heading in the right direction, solving relatable and current problems for the attendees.

Hire a Professional Host

An event host is critical to the success of an event. The individual will communicate important information and details to the attendees. The individual must be likable, quick on their feet, and have the personality to talk throughout the event.

A professional host will know the exact procedures to follow. The professional will be able to keep the crowd entertained when there is a change in keynote speakers or a problem occurs. A host will share critical information throughout the event, which will ensure that the attendees are up to date and have knowledge of the procedures and flow of the event,

Decide On The Technology For the Virtual Event

Technology is critical for virtual conferences. The entire event depends on technology. All companies rely on the company’s technology, from the hosting platform to the communication structure.

Companies must spend time and energy determining the best platform to host their event. The platform must allow attendees to communicate with one another and the speakers. Providing the event with breakout rooms and sessions is crucial, and the platform must be easy for attendees and the team.

Some technology companies will send tech support to ensure the event runs as planned. This is only sometimes included. Thus, having external tech support at the event’s venue is essential.

Virtual Backgrounds Are Great In Lightening the Mood

The background of a virtual event will have more impact than a background of a physical event. Attendees do not have the option to chat or look around throughout the event; thus, ensuring that the scene is fun, soothing, and easy to look at will provide a light mood throughout the event.

The backdrop behind the speaker must not distract the attendees, and this does not mean that there should be no or a dull backdrop. The team must find a light, fun backdrop to keep the attendees’ attention even when no speakers share their knowledge.

Check Out Create your own Virtual Backgrounds:

Promote Your Virtual Event Before, During, and After

Promoting an event provides the company with a platform to share its event. The promotion can advertise the speakers, the goals, the solutions, or the content that the event will produce for the attendees. All promotional material must include Event branding, company brand information, and logos. 

Promoting an event can be a difficult task. The aim should be to advertise and promote the event on multiple social platforms to ensure every possible customer experiences the advertisement. Sending information to a set email address will allow the team to share the event with current customers and registrants. The networking event will allow the group to chat functions and attendee videos to ensure they receive the most value. 

The market team must identify critical social platforms that will be targeted to ensure that the advertisement has the broadest possible reach which targets the desired event audience. During the event, the marketing team can display and advertise multiple shots of attendees and speakers enjoying the event. This will leave potential customers feeling like they are missing out, leading them to register for the next event.

After the event, the team can use the footage to create a promotional ad to display the event. This will allow non-attending consumers to witness what they have missed. This promotional document must be used with a date or time for a future event. These individuals will see what they missed and be encouraged to join the company host’s next virtual event.

Record The Session and Make Sure It Is Accessible for Attendees After The Event

There are so much information, tips, and knowledge shared at events. This is even more so with virtual conferences. There is less time to interact and communicate with the attendees, which leads companies to share much information simultaneously. Attendees can feel overwhelmed or miss some of the information shared.

Attendees can obtain information, but the missed information is gone once the speaker is done. This can, however, be prevented. The company can use recording equipment to share with all attendees. This will allow the attendees the opportunity to have access to all the knowledge share after the event has passed. The attendees can revisit all the critical parts or areas they have missed.

The recorded session can be lifetime accessed or discarded after a week of the event. It is crucial that the attendees can be able to return to the information. This will ensure that the information shared has a massive impact, keeping the attendees clear and remembering what was shared.

Schedule Technical Rehearsals

The virtual conference format is still a new concept to many. It has some of the same components as in-person events but is entirely different. Companies can host rehearsal events to ensure every team member and speaker knows how it works and functions.

The rehearsals will allow the technical team to test and double-check all the equipment and online platforms. This will enable speakers and teammates to ask the necessary questions on possible problems or inquiries that might surface throughout the event.

Many say practice makes perfect; in this case, it is no different. Solving technical issues before the event will ensure that the event is professional and successful. Virtual event production has many benefits, but equipment must be tested to sharpen all glitches.

Keep Technical Team At Bay for Technical Issues

Setup and technology checks are critical tasks and objectives the technical team will do. The technology team must, however, be present and ready to fix any problems throughout the event.

These technology gurus will have the knowledge and skills to find and solve technical difficulties and problems in record time. Some attendees might need to realize there were technology issues if the team was efficient and ready throughout the event.

Virtual events are shorter than physical events; thus, calling a technician to solve a problem will save time, and the attendees will leave the event. Always have a strong tech team because it is the entire event foundation.

Use Data and Analytics to Measure Virtual Conference Success

Event data and analytics will assist every hosting company. The analytics provide the company with clear information about the audience, allowing the business to ask direct questions and give feedback to the attendees.

Feedback forms can be shared with every attendee, allowing the team to find the flaws and problems in their current system of running events. The team can improve and build better events in the future. Analytics is easily accessible through virtual conferences. Deciding on a platform that includes event analytics and data is essential and will ensure that the company receives the data they want.

Virtual Event Checklist

A checklist will allow the team to set out every event task that needs to be completed to ensure that the company reaches the goal they have set for the meeting. The list will allow the team leader to attach specific role players to the list to ensure that every individual knows what tasks to complete.

Here is an example of the list:

Pre-Event Checklist:

• Set goals and objectives for the event.
• Pick your internal team that will work on the event.
• Determine a platform and method of hosting the event.
• Determine the event’s duration and the topics that will be dealt with throughout the event.
• Decide whether the session will solely be live or if recorded video equipment will be needed.
• Decide on an attendee interaction virtual event software.
• Find speakers and hosts that will add value to the event.
• Pick a venue, determine the date, and decide on the formation and content of the agenda.
• Create an easy-to-follow registration setup. This must include a welcome digital package, including videos and the schedule for the event. Receiving the email address for future networking events.
• Create marketing material with all the sponsors to advertise the event.
• Now that details are laid out allow the marketing team to find relevant social platforms or websites to promote and advertise the event.

During the event checklist:

• Set a timer to ensure that the session starts on time. Remember to open and start the session early to ensure attendees have time to join the event.
• Create a Q&A throughout the sessions to increase engagement.
• Create breakout rooms where the attendees can share stories and network.
• Have articles, videos, and documents ready to share with the attendees if needed.

Post meeting checklist

• Send out thank you notes and feedback forms to ensure that all data is captured.
• Work through the data and find areas where the team can improve for future meetings.
• Asses the event and compare the results to the goals set before the event.
• Sit down with the sponsors, tech company, volunteers, and teammates to receive feedback and show appreciation to them.
• Lastly, share the attendee experience through the event’s videos, photos, and text. Use social media to ensure the world can see what they missed.

FAQs

Final Considerations

Virtual events provide companies to connect and inform their customers and their target audience about products, services, and knowledge. The platform will allow attendees to connect to the company brand, as the business shares core values, knowledge, and experiences with every event attendee.

Virtual-person events still have a long way to go before they are fully optimized, but many have adjusted and prefer these events over in-person events. Thus leaving companies with the option to continue these events will save time, money, and energy and, most importantly, will lead companies to host more online conferences.

Virtual events have come a long way. Companies used to run virtual events without audio and visual cues. As online events became more popular, the tech industry worked on critical aspects to ensure that the audience could enjoy an event in the same fashion as physical corporate events.

Virtual event production refers to the back end of an online event. Companies aim to create an experience through visual and audio output. An event planner can enrich and broaden the attendee’s experience through virtual production.

Virtual event production can be challenging, but as more experienced event planners incorporate these elements, the easier it will get. Events are all about the audience, and the aim is to ensure that they enjoy and receive the critical information they came for.

Definition of Virtual Event Production

Virtual event production uses technology to enhance the virtual experience through audiovisual elements. This will include cameras, green screens, audio, and improved digital platforms for attendees.

The aim of a high-quality virtual production is the increase the experience of the target market through a variety of tools. These tools will allow the team to provide better audiovisuals through information, education, and other components.

Virtual event production will allow the team to shoot various angles and information. The aim is to recreate a physical event where attendees can witness different sales boards, angles, and data anytime.

Is Virtual Event Production Important?

Virtual event production can play a crucial role in the success of an event. The production will add value to the attendees by using lights and camera angles. The production will prevent the attendee from only sitting and listening to a speaker continuously sharing information boringly. Many ask whether virtual events have a future in the event industry, and by adding event production to the table, virtual events will only become more popular.

Opportunities for Virtual Event Production

Every virtual event is an opportunity to experiment and incorporate virtual production. The planner must find creative ways to incorporate a virtual production team to enhance the experience.

The focus should, however, always be placed on the attendee. When virtual production is added, the planner must ensure that the attention and detail do not distract the attendee from the main reason they are attending.

The attendee must receive the information, and the virtual production should increase the value and the experience. Virtual production can hinder the event. Thus taking time to evaluate and create a set through the production is critical.

Potential Cost Savings

One of the main arguments for virtual events is that it reduces the costs of the entire production. The problem, however, is that the virtual events need to display or provide a holistic experience to the attendees.

Virtual event costs will be based on the venue, the camera, and the audiovisual team. Other expenses, such as a platform hire and using a sustainable network, will be the last funds spent on this event.

The planner will have the opportunity to save by cutting some costs from the physical event to the virtual event. The event planner will be able to cut costs by using a cheaper yet professional audiovisual team. Another area where the planner can reduce costs is by finding a platform that includes the elements needed for the event. This can include breakout rooms for the breakout sessions.

A few drawbacks exist, such as a bad internet connection and a lack of a device that can stand in the way of a company sharing video content. Buffering will lead to bad audience interactions or the speaker missing some questions throughout the presentation. The team can, however, find methods to work around the bad internet connection. 

Growth and Engagement Opportunities

Virtual event production will enhance the opportunity to engage and grow the audience. Virtual events provide a more comprehensive reach due to the accessibility thereof. Potential attendees can register and join the event by clicking a link anywhere worldwide. This alone provides a fantastic opportunity for potential growth for the event.

Many have identified engagement as a hurdle within the virtual event sphere. This can be overcome by identifying and using a virtual platform. Virtual platforms can provide response buttons that the attendees can use. Something as simple as a thumbs up or raising an arm can increase engagement.

Virtual event planners must use these factors to increase their event engagement. After every session, the team must have a Q&A, where the attendees can ask questions through the virtual platform. Another method is to create breakout rooms where attendees will have the opportunity to speak with a variety of speakers and informants.

Linkages & Networks

Event planners can use linkages and networks to broaden the reach and effectiveness of the event. Linkage refers to a partnership between two organizations bound by a contract. The contract can not be breached, and specific rules and obligations are bound to the agreement.

Network, conversely, refers to a partnership without its legal aspect. The two companies will communicate the desired outcome and needs which will then be agreed on verbally.

These two aspects can be of great benefit to a virtual event. The organizations that partner with the hosting company can share and spread the event through their networking channels—increasing the potential attendees that will join the event.

This addition will allow attendees to connect and network with big corporate companies and giant professionals within the industry. Adding more value and opportunity to the online event.

Trends In Live Event Production

As the popularity grows, technology companies invest time and money to grow the entirety of the event industry. This is also true with event production of a virtual event. New trends and ideas will surface, and many will follow the trend.

The trends come and go, but companies must stay true to the value and promise they have made to the attendees. The event planner will be able to find trends, such as breakout rooms, that will allow the attendees to interact.

Hybrid Event Production

Hybrid events are an event type that combines in-person events with online events. Taking advantage of both aspects and combining them for the attendees. As many have stated, online events prevent attendees from walking around and feeling the event’s environment.

Some online events do not provide a platform for engagement, and other platforms must deliver critical areas where attendees can talk to some industry leaders.

Hybrid events will incorporate in-person events and online events into one event. Attendees can join the meeting via a shared link or by experiencing the event in person. The attendee will be able to witness all the stalls and rooms that the in-person event presents.

The hybrid event will allow attendees to attend specific meetings and educational talks from anywhere worldwide. They allow the attendees to experience the event and take advantage of it by only running a physical event.

Differences between In-person and Virtual Event Production

An in-person event is one of the traditional methods of hosting an event. Event planners will have the responsibility to create an event that attendees will be able to attend physically. The individuals must register, allowing them to enter a specific venue where the keynote speakers will share their information.

A physical event requires individuals to drive or find suitable transport to a venue where they can walk around and experience different booths, speakers, and all types of products the planner has lined up for them. The person must be physically present to enjoy the entire event.

A virtual event is hosted on an online platform. Attendees must still register for the event, which the event website can do, contact person, or other methods. The attendee will receive a link that the planner or virtual platform shares with them, which will be seen as the ticket into the meeting.

The attendee can sit in a stationary position in their home or the office and join the meeting where keynote guest speakers will share their information. The big difference is that people can only experience what is on their screen. The audience can only walk around and network with other individuals if the platform allows it.

Sales meetings and panel discussions can be done in either virtual spaces or in-person meetings. The aim should be to create a smooth experience for both parties.

How To Create A Live or Virtual Event

Before the audience can see a live virtual event, the team and event planner must arrange and set objectives for the entire project. The best way to track the event is to create a set checklist for the entire event. As the tasks are completed, the team can mark them off and move forward until all the important tasks are completed.

Event Checklist

• The company must start with clear and concise goals.

This will allow the team to create a picture of the company’s desired results.

• A theme and title of the event
• Format and style of the event
• Create a budget for the event
• Set time and date
• Determine a venue
• Find a network or sponsor for the event
• Create a marketing strategy
• Share and grow the social platforms
• Find a production company
• Prepare by setting up the lights and cameras and customizing the venue
• Find keynote speakers
• Registration day
• The host of the event
• Send out feedback forms
• Write a post-meeting evaluation

How To Choose A Virtual Event Platform?

Before the planner can determine which platform will be best suited, the entire team must evaluate the goals and objectives of the meeting. If the team wants to increase engagement and communication from the attendees, the platform must allow for video and audio access for the attendees.

Other aspects, such as breakout rooms, various speakers at once, and networking rooms, can be added using specific platforms. The platform will either allow or disallow the team to create the desired features needed for the event.

The virtual event planner can ask the production team to adjust specific aspects of the platform to fit the company’s desire. The event must be enjoyable and easy to control from the attendee’s or host’s perspective.

Technical difficulties might be an additional problem that the team faces. A platform that minimizes these difficulties will be of great value to the planner and the event organization.

Budget Planning

The budget is a document that will provide the team and the organization with a clear allocation of finances to specific areas of the event. The allocations will be determined by the research done through the planner.

Planners know the expenses and areas companies spend on when hosting a virtual event. The experience will allow the planner to create a document with all the set areas that will cost the company money and allocate potential expenses. The outline will not end all the costs but will instead indicate and prevent the company from overspending its set finances for the event.

Budget is crucial for the success of a virtual production event. The budget will provide the team with guidance throughout the spending of the event finances. The team will know exactly how much money to spend on every area, preventing the planner from overspending or running out of financial support.

Working with Speakers

Guest speakers are a great addition to any event. The speakers will give the attendees a new perspective on what the company owners or managers have shared. Keynote speakers can share valuable knowledge with the attendees that they will use to grow or improve their work or personal life.

The team must find guest speakers that are suited for the event. A speaker that speaks about sales at a manufacturing meeting might be misleading or does not add any value to the attendees.

Guest speakers will add credibility to the event. By showcasing the industry leaders and speakers as keynote speakers, attendees will identify that these leaders approve of the event. This will attract a wider audience, as the speaker’s followers will join the event to hear them speak.

Market Your Event

Without marketing, the target audience will not see or experience the event. Marketing will advertise the virtual event to the potential attendees. This is crucial because the event can be set to be one of the best events; if there are no attendees, it will miss its mark.

Marketing can be a difficult task. Virtual event planners can not market and advertise the event on their favorite platforms. The marketing team must identify the social media platforms and websites the target audience uses regularly. Based on these sites, the company can create ads explicitly focusing on and targeting those platforms.

As the algorithms and formats change regularly, marketing must change its strategy and advertisement to ensure that these social platforms share their posters with potential attendees. The team can create digital apps that will work on any cell phone, which will assist the team in sharing the advertisement. 

The event app will solely cover the current event that the team wants to share. The digital event will be directly advertised to the attendees through the event app leader, which will encourage and inform the audience about the entire event.

Another marketing strategy the team can follow is to create an event website and social media page on various platforms and use posters in famous stores to share the event. This will allow the target audience to access a website that will provide them with all the information needed for the event. The date, time, and other information will be at the top of the page for the registered attendees to identify.

Drive Engagement

Engagement refers to communication between the keynote speakers and the audience. Audience engagement indicates that the attendees are interested in the topic and want to understand and learn more about the topic or product being shared.

Many events aim to encourage engagement. This plays a crucial part in the success of the event. The company wants engagement because it will provide the team with a clear understanding of what the attendees think and feel about information or a set product. The attendees will engage and share their opinion, which will dictate whether the team change the product or approach to a particular sector.

There are various methods to build and increase engagement for any virtual event. The main idea behind its engagement is to create pockets within the event where attendees can ask questions. This should not be left until a meeting or speaker talk ends.

Another method is to break the sessions into shorter, less dense, and straight to the point. This will prevent the attendees from becoming bored and irritated with the lack of breaks and oversharing unimportant information.

Differences Between Pre-recorded and Live Virtual Events

There is a big difference between pre-recorded and live virtual events. Pre-recorded events will run and display a video of the guest speaker that was recorded beforehand. The video will be played as if the individual is speaking at the amazing event.

The problem that many face with this type of event is that attendees cannot ask any questions or engage with the content that the keynote speaker shares with them.

The speakers share and speak directly to the audience in a live virtual event. The platform will allow the audience to ask questions, and the speaker will be able to answer them directly. There will be no pause and play of a video, just direct interaction between the audience and the keynote speakers.

What are Great Event Production Companies?

Event management companies come in all shapes and sizes. Each focuses on their trade, trying to provide an excellent service. Companies must first identify the type of event before finding a production company. After the type of event is clarified, the team will have time to create the ideal type of event that the production company will accompany.

Many know the MKG, Event Solutions, Evolve Activation, Conference Source, and AJ Williams virtual event production company. The company must use an interview faze to evaluate their suitability for the event. Some event companies specialize in a specific event, and this type of event must line up with the company’s direction and event goals.

When determining the best production company, the team must evaluate previous successful events and the number of virtual attendees that attended the event. The team must identify whether a post-meeting evaluation is included that will be completed by virtual attendees and the speakers.

What Can Conference Source Do For You?

Conference Source is a company that loves to assist and create events that fulfill a company’s virtual event desires. The team at Conference Source aims to bring any idea the company has to life, which will be shared through virtual online events.

The company can create any event and will use its network and connections to ensure that the client has the best equipment, virtual event platform, and venue according to the type of event. The team is well-educated and diverse, allowing the Conference Source to improve and advertise the event to the target audience. The team will ask for feedback from fellow attendees to ensure that they can improve the event and the graphic design of the entire event. 

FAQs

Conclusion

Virtual event production can play a key role in the success of an event. The company must identify what they want to achieve through the event. Businesses can use virtual production to enhance the experience that the attendees will have at the online event.

Audiovisuals will be of great benefit to the actual event. The attendees will be able to experience the entire event by enhancing visual and audio cues. This will ensure that the company can share its information and knowledge with the audience in a trendy and interesting method.

Not only will online events cut costs, but they will also widen the event’s reach and allow the team to grow its market. A simple event will make the world’s difference if used correctly.