Virtual events have gained relevance and notoriety since the situation caused by the pandemic. Have allowed the scope of events to remain active, although it has had to adapt to the new needs and requirements of the situation and the audience. And not only the world of the events. Many organizations have had to reinvent themselves and include virtual events in their activity. In this article, we are going to give you some advice for planning a virtual event well.
How to plan a virtual event
A virtual event can be successful, poor, or disastrous depending on the previous dedication when programming it. If you follow our tips, it will be much easier for your virtual events to become a success.
Plan the event
If you want to know how to program well a virtual event, the first step is to plan it in detail, considering various variables. This will mean that, behind our event, there is a defined strategy that will guide us not to make false steps.
Inside the planning, we first include defining well the goals. This means, what we want to achieve with the event and how we are going to work or focus the energies to make it real.
Secondly and not less important than the previous one, we will define our audience. We need to think hard about who we are going to lead the event to, who our virtual audience is going to be. When we are clear on the target, we could design a marketing strategy and a promotion much more focused.
Another important variable is to structure the virtual event. Depending on the scope and the size of the event, we will decide which virtual format we are going to implement (a webinar, a conference, etc.). We will also decide whether it will be a free or paid event and whether it will be streaming or deferred.
Choose the virtual location well
In face-to-face events we choose an adequate place (auditorium, room, etc.), so virtual events cannot be less. It is important not to make the mistake of choosing platforms of basic social networks such as Facebook, Youtube, etc. These platforms can help us to reinforce the promotion of the event, but not the transmission. We must be careful because we cannot afford technical problems during the event, as they would damage our image.
In the market, we can find platforms specially designed for this use, as is the case of Watchity. It counts with solid technology and offers various features that facilitate the management of the live and the interaction with the audience. In addition, it is easy-to-use, conveys a professional image, and allows to share content simultaneously on social networks.
Offer incentives to your audience
As with presential events, the audience of virtual events also likes incentives and details. The fact that the event is virtual does not limit this point at all. We can offer discount coupons, gift cards, training subscriptions, giveaways of wellness kits, etc. It is a way of valuing our audience and making it feel recognized.
If your budget is limited to carry out this idea, you can find sponsors to fund it in exchange for promotion. It would be beneficial for both parties.
Catch your audience
To program well a virtual event, we must think of actions to retain the audience. Apart from showing them the content of their interest to keep them attentive, we should bring them added value. But how could we do it? For instance, inviting a leading person on the topic, a celebrity who is involved in the same cause like us, etc. Furthermore, it is important to promote interaction with the audience since it will depend on the success of the event. You can launch rapid games that are related to the theme, round of shared opinions, giveaways for the ones that participate, etc.
Listen to your audience
During the event, if you have an occasion, or after the event in most cases, you must get feedback from your audience. Their comments will help you to consider various themes or ways to manage the event that will be valuable for future events. These comments will be a potent indicator of their satisfaction level. Thus, they will be a fundamental source of information.
It will be also important to know the feedback of other people involved in the event. It is the case of sponsors, speakers, staff of the organization, etc. This way, we will be able to evaluate the success of the event in a more global way.