How to Plan a Virtual Event

A robust virtual event platform allows organizers to plan and host successful virtual events. It provides a variety of features that contribute to unique event experiences.

A virtual event can be an online conference, virtual trade show, virtual career fair, customer/partner event, or any online interaction. Planning a virtual event is different from planning conventional physical events, and it requires a certain level of thought and execution to deliver positive results.

Proper preparation and planning are imperative to hosting a successful virtual event. It’s a common misconception that virtual events require minimal planning. In fact, virtual conferences require as much attention in planning as in-person conferences.. Sufficient planning for a virtual conference ensures conference success.

Tips on How to Plan a Virtual Event

Here are some of the tips and best practices to follow when planning a virtual event:

1) Define Your Audience

Identifying your audience is the first step towards a successful virtual event.

When planning a virtual event, determine the following factors:

  • The target population/persona are you trying to reach
  • How you want to reach them
  • Engagement methods

The best way to gain this information is through short surveys and discussion forums. With your ideal audience in mind, you can shape almost every other aspect of the event, including the schedule, agenda, content and speakers

2) Define Virtual Event Objectives

Why are you planning a virtual event? What goals do you wish  to achieve? Defining your event objectives allows you to stay on a path that will help you achieve positive results.

Stating your event objectives allows you to identify the relevant KPIs to measure your ROI. After the event, you can gauge whether you achieved your event objectives or not.

3) Map Out the Event Components

A virtual event can have numerous components such as a seminars, workshops, exhibit hall with booths, breakout rooms, resource center, help desk, games/prizes, networking, entertainment, etc. The key is to create a unique experience for each particular event.

Create a personalized theme with an easy-to-navigate environment for your attendees. Also, create an agenda with a list of all activities and start times.

4) Find the Best Virtual Event Platform

Researching for the right virtual event platform is a challenging task, and you need to ensure it can help drive engagements, track KPIs (key performance indicators), and deliver content. Ideally, you need a user-friendly, highly intuitive platform to deliver a seamless, visually impressive experience.

Having the correct event platform makes planning and delivering a successful virtual event easier.

5) Market the Event

You have to market a virtual event as you would have done with a typical in-person. Organizers typically use social media, email campaigns, LinkedIn, etc. to drive attendance.

To attract a wider audience, make sure to build excitement for your event. Create a social media buzz about the event, key speakers, entertainment, and other exciting details.

If the virtual event platform has the ability to create custom landing pages, you can utilize it for registration and access.

Final Thoughts

Planning a virtual event isn’t as hard as you might think. By following the tips above, you’ll be on your way to a successful virtual event.

Communique Conferencing provides you with the ultimate virtual event platform by helping you plan the event, handle engagements, and track key metrics.

Get in touch with us or schedule a demo to get started!