5 Expert Tips on Virtual Events Hosting

Published On : 15 March 2021

Professionals offer their best advice on setting up a successful event online.

Over the last few months, we have seen a major shift in events right from concerts to conferences. Many on-ground events are being either cancelled or replaced by virtual ones. It offers all of the same benefits of an in-person event, such as face-to-face engagement, with the benefit of being able to attend the Town Hall from anywhere in the world. However, in the process, many realize that moving events online is not just about controlling damage but also about its benefits.
In addition to its standard benefits, virtual events allow us to conveniently share content, interact with the viewers in innovative ways, and record the discussion for recording later. And when done well, virtual meetings can help create a connotation of the community and build a sense of reliance and morale among the employees.

Effective virtual town hall meetings enable employees to hear directly from leaders about how their roles contribute to its success. These discussions also foster a sense of belonging, representing an excellent context for company priorities and focus areas. Below, we have assembled a few ways to Host More Effective LIVE Virtual Event;
1. LIVE Tweeting
2. Social Stories
3. Webinars
4. Social Livestreams
5. Video Conferences & Networking

Here's more on how to avoid the hiccups to overcome the logistical challenges;

1. Create A Game Plan

No matter how big or small-scaled your event is, whether offline or online, it should have a plan. Begin with a main objective and definition, and work your way up from there. It's best to start planning as soon as possible.

2. Choose The Right Time

Regardless of the size or platform of your case, choosing the right date and time is crucial. Do some homework before sending out "save the dates" to your network. Make absolutely sure that there aren't any competing activities or other festivities that would prevent you from attending. Run a thorough analytics search to check when your followers are most involved. Consider sending out or publishing a poll for favoured dates to achieve a more stable consensus.

Pro Tip:
Try to host it during lunch hours and tea breaks like 12 pm or 4 pm. By the way, these are also the best times to post on social media.

3. Prepare For Tech Troubles

Remember, to comprehend the hitches of the real world, the digital world has its glitches. Before you begin:

1. Confirm whether your Internet connection is working and have your speakers do the same.
2. Make copies of your graphics and presentations in case something goes wrong or goes missing.
3. Run a rehearsal if at all necessary.
The earlier problems are established, the sooner solutions can be sought.

Pro Tip:
Keep in mind that not all of your visitors are internet savvy. Prepare easy-to-follow guides in advance of potential problems. It's even better if you have the means to assist. Make it easier to locate where and how to obtain assistance.

4. Make It All-Inclusive

Digital activities should be as efficient and accessible as possible, much like real-world events. Ensure that all touchpoints, including presentations, use simple words, broad fonts, and high colour contrast. Provide captions and visuals for audio when possible and explanations for visuals where possible.
It's simple: Unless you create opportunities for interaction, your audience will not be engaged. How so? It's fun to see the results of your involvement.
Here is a quick example: Viewers love to interact over Q&As.
Ask viewers to either submit their questions before going LIVE or while your streaming; ask them to send in questions in the comments section below. The chances are that people who ask questions are going to stick around to see if they get answers.

5. Promote In Full Swing

Spread the word about the event via every communication mode that you have, be it email or social media. If you're going to run advertisements, make sure they're well-targeted and in the right format. Whatever option you choose, make sure your marketing communicates the value proposition clearly.
Determine what is your event's main selling points and publicize that to your attendees during promotions. It could be a prominent speaker, talent sharing, a networking opportunity, and more.

Pro Tip:
Registrations usually spike up two-to-three weeks before an event. So plan out your releases accordingly.

With these professional tricks, you can carry out a picture-perfect virtual event without any fret. And that's a wrap-up from our end. Keep checking this space for more such digitally enlightening content ahead.

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