Virtual events have become the order of the day. It’s no longer news that you will or you have encountered one virtual event at least in the last three months or 100 days of the COVID-19 pandemic.
So, what is a virtual event?
A virtual event, is basically, an online event,or an interactive gathering that happens on the internet. Unlike the usual in-person events, virtual ones aren’t restricted to a single location. A remote attendee can join and participate from anywhere in the world, given he or she has access to the event ID.
There are also occassions when the event is both virtual and in-person. For instance, when the host wants to hold an event to reach awider audience from differennt cities and towns without having them physically attend.
In 2020 alone, although mostly due to the Coronavirus pandemic, global companies have moved their events to online only after cancelling their major events early this year.
Thirdly, most hosts prefer a virtual event because it saves on them logistics, accommodation. Virtual events are also easy to measure their impact.
How to effectively host a virtual event
Besides just having people on board, there are so steps that are required for a virtual event to be successful. They include:
Marketing the event
A great way to have your event have enough quorum is marketing it and on the right channels. For example, make use of all social media channels to reach them. At least 10 per cent of your attendees can be found online.
Also make calls, ask for connections until you reach the right audience and not just anyone.
Remind people its happening
Since the onset of the pandemic,virtual events are the order of the day. One can easily lose tract of what to attend at a given time. Creating constant reminders to the audience will have them turn up in good numbers.
Just like the physical events, virtual events also require pre- event and post-event communication to ensure they sign up and attend the events.
Have a good event moderator
Anyone else can be a moderator but not a good moderateor. Remember this is an online event, a slight msitale can see you lose all your audience.
Pick on a considerate host who will have everything in control. Te moderator should also be able to capture the attention of the attendees to have them concentrate and participate in the event full time.
Have a technician on standby
In any event, technical hitches are likely to occur. You may find ou that people are unable to sign up and the link is broken summed up with other technical glitches. Having someone on standby will help sort out such issues whenever they crop up instantly.
Choose a user friendly platform
At the moment, we are spoilt for choice in terms fo teleconferncing services from Zoom, Meet we name. Which in the long run you might relize not all are user friendly.
While choosing a platform, for an event, try site testing for any technicalities before finally picking what is most suitable.
Brief your speakers carefully
Remember, the speakers are the major determinants of the success of the event. If your event involves talks and presentations, make sure you brief your speakers well to stick to remain relevant and composed throughout the session.
Belinda Barker, Director of the World Media Group notes that ” just because people are good at speaking at physical events, don’t assume those skills are instantly translatable.”
To be on the safe side, always note all the speakers, if their is anyone new to speaking at a virtual event. Let them rehearse rpior to the event.
Lastly, remember to get the timing right and keep it at that. The shorter the event the better. While we oftentimes assume that events last depending on the context of the event. People tend to lose focus when the event is extended for longer periods than expected.