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Tips to Organize a Successful Virtual Event

By | Manav Bansal | nancy-rubin.com

Since the world has been hit by coronavirus, most of its population has become a part of the digital transformation. Coping up with the digital transformation has become a need of the hour. People have come up with various ideas to make certain things happen online. One of them is hosting an event.

Virtual events did not originate post coronavirus outbreak but are being widely opted because large gatherings are not an option anymore. People are using virtual events in different ways. The colleges are organizing virtual farewell parties to bid adieu to the students. The corporates are organizing virtual conferences to discuss the strategies post coronavirus outbreak. Even celebrities are using different social media tools like Instagram and Facebook Live to connect with their fans

Therefore, digital events are rapidly evolving as there is a need to switch to the online medium these days. If you are also considering switching to the online platform and want to know about hosting an event digitally, this article will help you. We will give you essential tips to host a virtual event successfully.

Know your audience first

First of all, you need to know the people who will attend your virtual event. You need to take note of the common platform your audience use. For example, if you want to organize an event on social media, you would have to choose between Facebook and Instagram (in case you want the event to reach a larger audience). Firstly, you will analyze what most of your audience use. Instagram or Facebook? Then you will decide between both.

Choosing the right platform is very important. One should opt for social media for live streaming when the number of participants is unclear. Facebook is undoubtedly one of the largest social media platforms in the world. Therefore, there is a great chance that your event reaches to the maximum number of people.

Also, one major benefit is that the recorded event can be posted on both Facebook and Instagram. The ones who have missed your event can later look into it if you post it on your profile. Another social media platform to organize an event is YouTube Live. You can opt for it as well. In this also, you can post the recorded event online for the people who have missed it.
Therefore, I suggest going in for these platforms if you want to reach out to the maximum number of people.

Other platforms to organize a virtual event can be Zoom, Google Meet. In these platforms, there is much scope of user interaction as the participants can see each other and can talk to each other which is not every time possible on YouTube, Facebook and Instagram. These should be used when the number of participants to the event is fixed and much personal interaction is required. One can use Zoom or Google Meet to organize a conference, a seminar, a lecture, etc.

Promote your event

Promoting your event is the most important aspect of making it a success. Nobody will join in for your event if you do not promote it. Make some creative and attractive infographics giving details of the event and share it with the maximum number of people. Not only on a single platform but every platform possible.

Share it on social media, your own website and make it reach the maximum number of people. Use similar logos, texts, and themes for every infographic you share.

You might or might not have a big budget for your event promotion. If you have one, use it to collaborate with others so that more people get to know about your event. If you do not have much money to spend on promotions, don’t worry. Use the maximum number of free sources to promote your event.

Use your own social media accounts to promote the event and tell your friends and family to do the same. Use your blog to promote it if you have one. Also, one important aspect to continue with the promotions of the event on all the platforms until the event happens. To create hype amongst the audience, stay consistent.

Not only this, but you should also be ready with the post-event plan for the promotion. Use the highlights of your virtual event as your tool of promotion. Use the pictures, videos from your event for promotion purposes. Also, have a follow-up e-mail ready for the participants of the event.

Date and time is very important

Choosing a perfect date and time for the event is very important. When you know your target audience, you know the time when they would be free and can join your event.

If your target audience includes the people who work in the offices from 9 to 5, then surely weekdays cannot be an option for your event. You should opt for a weekend in that case.

Also, if you want your event to be witnessed by people around the world, keep in mind the time zones as well. Your event might end up with a few people if the time zones are not considered.

Keep in mind the technical aspects

This is a very basic yet most important aspect of a successful virtual event. The organizers need to be very sure of the technical aspects. One does not want the participants of the virtual event to leave because of any technical glitch. Therefore, make sure to check proper internet connectivity, electricity supply, lighting and other minute details before and during the event.

The technical aspects not only include electricity and internet connectivity. It also includes using the platform you choose for the event appropriately. The organizers should know the platform to be used for the event in and out. In this way, the different features of the platform can be used properly.
Consider doing a test run a day or two before the event. This is important as you will understand the challenges you might face on the day of the event.

Prepare a perfect script and timeline of the event

You need to prepare a good script and timeline for the event to make it a success. You can add an interactive session in your event to break the monotony.

The audience may lose interest in the event as it cannot be as much appealing as a physical event. Therefore, making them participate in the event is very important. For this, you can go for a question and answer session or some interesting “guess the personality” type game in case you feel that the audience is losing interest.

Also, if you have to display a presentation at the event, do not make the mistake of reading the text from the slides. Your audience will start yawning. Make the slides of the presentation visually appealing and attractive. Add videos and graphics to it. You can use a recap e-mail to highlight the important aspects of the event.


Author Bio:

Manav Bansal is working as a Creative Content Writer at FourModules for last two years. He has been writing on various topics related to IELTS, PTE, CELPIP and CAEL exams. Other than this, he loves to write about health, lifestyle and technology.

Republished with permission and originally published at nancy-rubin.com

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