Virtual events are more popular now than ever before. Due to COVID-19, organisations, colleagues, families and friends are all using video conferencing tools to meet and socialise. Hosting virtual events can sometimes be tricky but we have developed a short list of tips that can help you get it right.
Here are our top 5 tips for hosting a successful virtual event:
Always have a strategy in place. Whether your event is big or small, offline or online, you should always have a plan. Make a list of your goals for the event, what you would like to discuss and what you would like to get out of it. Consider showing your attendees an agenda at the start of your virtual event – this will help them understand the running order of the meeting.
Timing is everything for a virtual event. If you have attendees coming from different countries and different time zones, it is important to pick a time and date that suits everyone. If this isn’t possible, consider running the event for different hemispheres or make the content accessible after live presentations for those who couldn’t make it.
Consider the motto “Build it and they will come”, but change it to: “Promote it and they will come”. For the successful promotion of your virtual event, you will need to offer an incentive. Whether a keynote speaker, an opportunity to learn or skill sharing, highlight your incentive when promoting your event. Share your event details via email, social media or other platforms that your community hang out on.
If you plan to run ads, target them strategically and choose the right platform. Consider LinkedIn’s InMail Ads for a more personal invitation.
Be prepared for tech troubles and virtual event glitches as unfortunately, they are inevitable. Before kicking off your event, test your internet connection (multiple times) and do a practice run-through. Prepare back up visuals, presentations and videos where possible. If you have keynote speakers, ensure they are prepped and ready also. The sooner you identify problems, the sooner you can identify solutions.
Remember that not all of your event attendees may be tech-savvy, so prepare for questions and anticipate problems they may encounter. Prepare a FAQ’s guide that can be emailed out with your video conference link.
5. Post Event Engagement
Keep your virtual event alive with post-event engagement. Share photos, videos, testimonials and more to all of your social media platforms. Consider live-tweeting.
Interactive quizzes and polls are great to keep your attendees engaged during the event and are a great talking point for after the event.
Discover what your attendees thought by sending out a post-event survey. This will help you understand what worked and what didn’t and is a great learning tool for hosting future events.
Orangeworks can help you host a fun, high energy virtual event that will be a talking point for weeks to come. We specialise in remote team building, virtual icebreakers and interactive experiences that focus on innovation, creativity and experiential learning.
Digital Global Innovation Game is an innovative game for virtual teams that invites them to generate brilliant new ideas in a creative remote environment – perfect as a closing activity for your next virtual event. Or why not try: Escape the Mob… an interactive treasure trail challenge that transports its players back to the 1920s.
Check out our video below from Oddie, one of our Remote Team Building Specialists.