Virtual events have managed to make a firm stand in the marketplace. Be it a workshop or any business conference, a simple cooking lesson, or an interactive performance, virtual event platforms are becoming the priority of all.
If you’re wondering how to host one, then this blog will guide you through it. Below is the list of 10 tips on how to host a virtual event.
Terrific 10 Tips To Host Virtual Event
1. Equitable Mix Of Live And Pre Recorded Videos
Totally depending upon the pre-recorded videos doesn’t work. The major reason is that they get bored. To give them life and bring a live component to your event, you can have a host or a moderator.
They help in making your virtual event interactive. It is important to assign roles and responsibilities before the commencement of the event itself.
Set a clear plan and brief your presenter about the same so that he knows how the questions have to be answered, whom, and how the questions will be directed. You also have to make sure that somebody keeps track of all the questions so that they can be answered later in the event too.
2. Set Up The Venue
The first and foremost thing to do is to prep your venue. You don’t want to run here and there in search of tools or related things and interrupt the flow of your event.
Make sure to check all the basic things like the working of the microphone, WiFi signals, camera setup, background, or any other technical thing beforehand. Preparing your virtual event platform before the commencement helps in a successful event.
3. Off-Screen Communication
Having a communication channel outside the virtual event platform established plays a prime role. What if there’s an issue interrupted while somebody is performing or you’re warming someone up?
If your hosting platform offers the green room facility, then that’s a life savior. Make sure to utilize these virtual green rooms so that speakers can easily wait for their chance to speak.
By any chance, if the hosting platform has no such space then don’t worry. You can choose from many other options like the WhatsApp group chat option, Telegram, or any other medium wherein you can quickly communicate with the team members and solve the issue.
4. Boost Up Interactions
Make sure your virtual event is engaging and interactive. If your event is not interactive enough, then the audience might lose interest easily because of the easy availability of distractions.
You can have Q/A sessions, polls, surveys in the middle of the event or at the end. Having a live chat option also works like a magic in getting a good hold of the attendees. This helps in ongoing communication between the attendees.
However, make sure you have someone who is monitoring the chats and such mediums so that there is no off-way commentary that might disrupt the event.
5. Break It Up
Hosting a virtual event for straight 3-4 hours doesn’t make sense. Give your attendees some break after 45-90 minutes.
They also need some time to stretch, grab their snack, get up. You need to give them time to make adjustments without missing out on the event.
Giving a break time would help them in getting more engaged. This would also let you maintain the interest of all throughout the event.
6. Offer Giveaways
Thinking of maximizing the attendance of the people in your vent, then this is the best thing to do. Offering giveaways and hampers to the participants in the virtual event helps in creating the hype of the event.
It also aids in getting more engagement and increases the attendee’s attraction. This ultimately ends with word-of-mouth marketing too.
Make sure to leave a little budget for such gifts that will help your event at the end.
7. Have Full Production Support System
Just like any offline event, you need a full support team that would work from the starting of the day till the end.
A wholesome team of about 6-8 people would work. This crew should look after your event’s graphics, transitions, virtual green rooms, etc.
8. Prepare Your Keynote Speakers
To have a successful virtual event, make sure you rehearse with your keynote speakers.
It is important to check their audio quality, video resolution beforehand. To stay connected, ask them to maintain eye contact with the attendees.
9. Create A Microsite
A microsite is a small website designed for your event. This helps in giving all the updates to the attendees.
It gives the opportunity to the attendees to get access to all the contents which they missed at the live event.
10. Avail The Analytics
Utilizing the analytics help in giving you a better understanding of the parts that came out beautifully in the event. Also, it gives you the stats of the things which did not come up as expected. Therefore, giving you time and knowledge to work upon them and keep them in mind in the coming events.
So these were some of the best tips to make your virtual event a big hit. Make sure to use them next time if you haven’t.