How to Plan a Virtual Event Step by Step

organising virtual events

Events taking place in a virtual platform are acquiring a major role in business activities. The benefits of these types of online meetings as opposed to face-to-face meetings are important. The following are just some of the benefits:

    1. – Save money: lower expenses both in the organization of the event and in travel.
    1. – Greater attendance of participants: as it is a virtual event, it can be accessed remotely from any computer or mobile device with an Internet connection.
    1. – Reduce carbon footprint: CO2 emissions are significantly lowered with participants attending events from their homes or offices.
    1. – Measurable results: real-time access to all participant data provides companies with effective information on the return on ROI.

    These clear advantages of events in the virtual world make them ideal alternatives for holding all kinds of activities. From small meetings to large fairs, or onboarding sessions to team building activities, the types of possible events that can be done virtually are infinite.

    As a general rule, when organising any type of event in an interactive virtual space, it is essential to determine what will favor the success of the event, and is therefore key to decide which format is the most appropriate in each case: videoconferences, webcasts, webinars, online meetings or virtual fairs.

    In addition, event organizers must take into account your audience: locations, languages and means of connection, the quality of the content you will make available and the tools to do so. They must also assess the personal and financial resources needed for its implementation.

    In short, it is a simple matter of planning all the details to make your virtual events a success and reach its objectives. In order to have a clearer scheme of actions to follow, we have drawn up a list of steps in order to facilitate the process and make the right decisions.

    4 Keys to Organizing a Successful Virtual Event

    There are still many companies that show their concern when it comes to organizing activities and events within an interactive virtual space, outside the mechanisms of more traditional events. Most of their concerns revolve around the difficulty of their organization and the skills needed to carry out this planning.

    No need to panic! Almost all the planning principles for an online event are basically the same as those of a face-to-face event, with the same needs of preparation and pre-production. But with a few differences: one is done in a physical environment and the other in a virtual platform, making it relatively easier and cheaper.

    There are a series of simple steps that need to be taken into account. These are the 4 essential steps to follow when planning a virtual event:

    1. Define the format and platform

    Like live encounters, virtual events can take place in a variety of ways: a meeting, an online conference, a virtual training workshop, etc. For this reason, the first thing to define is how to not only reach your audience, but also engange with them in the most appropriate virtual scenario.

    The main objective in order to achieve success is to offer attendees a unique experience, something different that allows them to stay connected from beginning to end. To do this, it is advisable to use the resources offered by the virtual world to recreate abstract situations that are uncanny that of reality.

    In this sense, the use of interactive 3D avatars is remarkable. They are virtual characters that simulate each of the participants and allow them to create a scenario in which they can interact and communicate.

    This innovative proposal comes from Virtway Events, a company that provides companies with unique 3D technology of virtual worlds for the organization of all kinds of events, from small online meetings to large virtual fairs.

    2. Adapt to the audience and their interests

    Since virtual event attendees are remote, it’s necessary to understand how they behave and what their priorities are. In order to do this, it’s very useful to draw up a list of questions that will allow us to get closer to their interests. Some of the most important are:

    Have they previously participated in a virtual event?
    How is their technological knowledge?
    What type of activity do they respond best to?

    Answering these questions is key to obtaining very useful information from the audience and choosing the perfect topic for them.

    3. Determine how to advertise the event

    Like traditional meetings, online events should also be promoted. The online tools we have at our disposal are infinite and have the ability to reach more people at a lower cost than traditional advertising campaigns.

    This is where social networks have a special protagonism. We can start with the usual methods of publication on Facebook and Twitter, but if we want to go one step further (which we do), we have to use other methods.

    For example, we can take advantage of the potential of Instagram or Snapchat to show viewers a preview of where the event will take place and who will be in charge of carrying it out. It is also interesting to take advantage of the contents of social networks to include information on the activity in video format, tutorials for the connection, details for the registration of participants or interactive guides to workshops or conferences in which participants can interact.

    4. Choose a Well-rounded Provider

    Selecting who will be in charge of the implementation of a virtual event is a crucial step in order to achieve success. There are two basic elements when carrying out a virtual meeting or event.

    First, the technical aspect should be taken into consideration. It’s fundamental to provide advanced technological support, using all the tools available to virtual platforms and ensuring that there are no problems that hinder the connection or limit user experience.

    Second, the creative environment is essential for transmitting the correct message that stands out. Presentations, graphics and videos that hold the attention of the participants at all times is essential.

    In order to carry out these two elements, it is essential to have the support of an experienced provider with a solid track record. In addition, if possible, it is recommended that you know how to provide a comprehensive response to these needs. That is, that you offer interesting technical and creative alternatives, so that all the details of the organization are concentrated in a single distributor of services.

    The success of a virtual event depends to a large extent on the effectiveness of planning all aspects surrounding your organization. But beyond that, the real key to success is innovation. Daring to do something different, being creative and taking advantage of the possibilities that technology gives us are the three basic pillars that will determine the result.

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