Virtual networking is all about connecting people.
Undeniably, therefore, virtual events must focus on communication, engagement, and interactivity. By delivering these elements well, you'll have opportunities to monetize, proceed with leads, and expand your success.
The ongoing pandemic has brought many changes for businesses, one of which has been the event landscape. Before the pandemic, conferences, expos, and other types of professional events were held in person.
In-person events foster connectivity and deliver a unique, interpersonal experience to attendees. Yet, it seems that the move to more virtual meeting platforms is here to stay.
More professionals and companies utilize the technology and online event platforms, like PandaMR, to deliver memorable events to worldwide audiences.
And, as more people take advantage of virtual connectivity to market their services and products, the competition is fiercer than ever. So, to deliver your event as professionally as possible, you need the right tools.
This article explores how you can host a virtual event or virtual conference like a pro and impress your audience.
Read on if you plan to host an event soon or just want to learn more about virtual event platform interactions.
The Benefits of Hosting Virtual Events
Organizing in-person events has several benefits for marketers. In fact, developing relationships with prospects is vital, especially in business-to-business (B2B) marketing.
That said, there are benefits to hosting virtual events that are often overlooked. Here are some that come with hosting a virtual event through an online platform:
A Great Alternative to in-Person Events
When in-person events aren’t possible, virtual events facilitate fast relationship building.
To understand this better: Networking is vital to people.
Virtual events were quickly embraced, with business people being very receptive to them. For this reason, more individuals turn to virtual meeting platforms. And, while doing so, they also try to find smart and innovative virtual event ideas to maximize event success.
Scalable to Set-up
Virtual events have several advantages over in-person ones, such as scalability. B2B companies host everything from small executive dinners to large user conferences. Preparation of the latter naturally takes longer. With virtual conferences, you have the opportunity to scale up quickly without extra expenses involved, which is great!
Host virtual events for this reason: Low entry barriers. Participation is possible from the comfort of one's own home.
Attending events in-person requires great time investment from your audience. The plan is usually more extended, and people have to travel to a specific location.
Try to target senior citizens with your virtual events. You'll be broadening your demographics and, as a result, could generate far more leads.
Whether you plan to host a virtual fundraising event or a networking event, it's time to move on to how to do it like a pro!
10 Tips to Hosting a Virtual Event like a Pro
There isn't a need for a virtual event to be a daunting task. Taking advantage of these tips will make your event a success and ensure everyone has a great time:
1. Be Clear Regarding Your Goals
Before choosing the ideal virtual event platform or planning the schedule for your virtual event, find out why you want to host one in the first place. Define goals, and ensure the entire team knows what you want to accomplish.
Clear goals will bring about a higher sense of professionalism, and as a result, you'll likely feel more confident too.
Ensure your goals are specific, attainable, measurable, relevant, and time-based. That will give you a good idea of what you've achieved once the event is over, and you can follow up.
2. Choose the Best Virtual Meeting Platforms to Host Your Event
There are more online event spaces than ever. Therefore, you must choose the best one for your virtual event.
At PandaMR, we dedicate ourselves to delivering an all-inclusive online event platform to our customers. That’s why so many people choose us as their number one conference platform! You will benefit from various tools, integrated monitoring, a dedicated customer service team, and an event website.
When assessing your online meeting platform options, be sure to compare the features, how user-friendly they are, and the costs. If in doubt, try a trial before going ahead and committing to the right virtual event platform.
3. Promote Your Event Properly
Don't expect audiences to show up at your event. Instead, advertise ahead of time, so attendees know the date and how to participate.
Think outside the box when it comes to advertising your event and marketing it. Be sure to make your event page stand out, embrace the power of social media, and don't forget to use email marketing as well.
Send out reminders to your mailing list, and where possible, even think about how you can incorporate an offer for your loyal audience.
4. Choose the Right Time for Your Event
Timing is critical, particularly in the virtual event scene. Just consider that people from all corners of the globe might want to attend your virtual event to understand how important it is to choose the right time to broadcast your conference.
Further, timing is crucial also when you want to offer a pay-to-view service or include a Q&A section.
5. Create a Clear Agenda
Attendees shouldn't have to wait for long periods. Provide participants with a clear plan that includes the timings and any relevant links.
By giving your attendees all the information they need upfront, they'll know what to expect, and it'll avoid event fatigue.
Online events can be pretty taxing, especially when looking at the screen for long periods. Because of this, you may want to factor in breaks for your attendees so they can grab a refreshment or take a few minutes away.
6. Make Sure You Have Moderators
It's essential to have enough moderators during your virtual event in case things go wrong.
Remember: Not everyone is as polite online as they are offline!
By having moderators present at your event, you'll also bring reassurance that your attendees are safe and in a professional environment.
Moderators help you look professional, and their skills are indispensable when it comes to the brutality of the online world.
If you plan to host an online conference with a panel of speakers or a virtual workshop with just one presenter, you should hold a mock event before the actual one. In this way, you can iron out any technical issues and build group dynamics.
It's imperative to rehearse if you're delivering a conference or virtual event to thousands of people. Rehearsals help you to feel more in control of the day, as you'll know what's coming next!
8. Engage Your Audience Properly
Nobody wants to feel like they're attending a three-hour-long lecture when participating in a virtual event. So, ensure not to make your event feel like a slog.
Just because you're hosting an event online and not in the real world shouldn't mean you can't make it exciting and engaging.
Think outside the box about the different activities, entertainment, and content you can include. There are many ways to keep your attendees happy and in touch with your brand, from DJs to showcasing and testing food samples.
9. Be Prepared to Troubleshoot
If you decide to use more than one virtual event platform, you might want to give it a second thought.
Because sometimes things don't go as planned (ever hear of Murphy's Law?).
So, if technical difficulties arise during your event, having the choice to shift to another service is fantastic.
In every case, however, try to iron out any technical challenges before going live. While a power cut might be unavoidable, it's helpful to put backup plans in place as technology is unpredictable.
Charge devices, have things set up before the event, and, most importantly, have faith that things will run smoothly.
10. Send Out a Post-Event Follow Up
Communication with your participants about accessing recordings after the event is essential, too.
In fact, doing so might also encourage them to come back for future events.
What's more, strive to leave a lasting impression on your audience and thank them for attending. You may also want to send an email to wrap up the event and offer extra information.
With the above tips, you should curate a virtual event or put together an event as professionally as possible.
As an advice, don't put too much pressure on appearing flawless, as everyone has flaws, even professionals.
Instead, follow the above information and prepare yourself to create the best virtual ever!
Besides, when you have a clear plan in place, things rarely go wrong. And, in the case of a professional blip, just remember to remain calm and carry on as the well-known quote goes!
Make Your Virtual Event Stand Out
In addition to brainstorming smart ideas to make your virtual event unique, you might also consider other ways to impress your audience. After all, your chances of monetizing are higher if you acknowledge your audience and their needs.
Moreover, your attendees will consider you both professional and creative in the way that you approach your virtual events. When planning your event, contemplate the following ideas for greater event success:
Offer Physical Event Gifts
No one can deny our love for free stuff. Providing your attendees with a pre-packaged kit could simulate the advantages of a live event while also providing a VIP-like experience.
You could, for instance, let everyone make their own cocktails during a breakout session. Have the ingredients ready, and let everyone get started!
No digital meeting nor live event is complete without entertainment.
Using technology, you can have a traditional event featuring a band, photo booth, or DJ, or get creative by planning a virtual wellness session, magic show, or custom trivia game for everyone to enjoy!
For a truly immersive experience, PandaMR gives you the tools to integrate VR into the experience.
How cool is that?
A speaker who does more than just presenting a PowerPoint presentation is essential. As an event host, ensure your speakers engage with your audience through virtual interaction, asking and answering questions, etc.
A breakout session helps to keep the event fresh and prevents attendee fatigue immensely. So, don’t overthink it. Engage your audience through a breakout session, whether structured or unstructured.
Why Choose PandaMR?
PandaMR (Panoramic District Alternative - Mixed Reality) is a 3D platform and virtual meeting software for organizing, hosting, and participating in virtual or hybrid events. As an online event and conference platform, we offer a full range of services.
With PandaMR, you can:
Customize and optimize your event website according to your brand's requirements;
Use the event builder to monitor sales through the ticketing system;
Choose one of the suggested designs or provide your own 3D design module for a booth;
Provide virtual advertising placements and generate more sponsors for your event;
Get the advanced back office with real-time behavior statistics;
Partner with our customer experience team to guarantee the event's 24-hour support;
Create your ad placements in the virtual environment and get sponsors for your event;
Use the expo builder's ticketing system to sell tickets and monitor sales;
Use an exhibition website to promote your exhibition, place ads, and reach a larger audience.
If you're ready to create an unforgettable virtual event, take advantage of PandaMR's free trial. Engage your audience by bringing your virtual conference ideas to life!
A Final Thought
Now that you have all the tips for hosting a virtual event like a pro, it's time to wrap everything together!
With the help of PandaMR and our virtual meeting software, you can host exciting conferences, successful fundraising events, and market products efficiently and effectively. On top of this, find helpful articles on our blog to get a foothold into the virtual world or reach out to our team of experts for whatever queries come to mind.
Before we go, remember:
Hosting an online event can be challenging. But, with the right online platform and tips, you can make it a thriving success.