Many event organizers have been forced to enter the world of virtual events for the first time. This sudden shift to online events has paved a new way for attendees to connect. And with the adaptive technology involved, it's easier than ever to plan a virtual event.
As with any new process, there are new challenges. But you’re no
t alone. Event organizers, sports organizations, charities, small businesses have all made the transition to virtual and hybrid. If you’re new to virtual events or even planning your first one, here are some of the most common mistakes to avoid to ensure success of your event.
Steve Miller Band said it best, "time keeps on slipping … into the future" - and your event will be here before you know it.
Most live events never reach their goals because they start too late in their timeline. Map out your game plan well in advance to allow time to develop content, secure the right presenters and promote the event. Creating an engaging virtual event takes time, so back everything into your timeline to make sure it’s done right. Here are a few additional tips:
Every event serves a purpose, including a virtual event. Defining your goals for your event will help you shape the content for your events to deliver the return on your investment. Here are some examples of event objectives and what success would look like for each:
Paid Attendance – deliver value for the price of the ticket.
Brand Awareness – allow attendees to live, breath and experience your brand. Solidify your brand message, create advocates.
Subscription Access – deliver valuable content weekly or monthly. Grow subscribers.
Educational Experience – share tips, best practices and strategies. Present your brand as a thought leader in your industry.
Internal Events – keep your internal team in the loop. Use internal event to inspire your corporate culture.
Fundraiser Events – reach potential donors for your cause. Make it easy for them to contribute.
There are many different platforms out there to choose from, including some free options. Just like anything, you get what you pay for. So make sure you select one with the features you need to be successful.
Each platform has its pros and cons. Make a list of your objectives and include the features and capabilities you will need to be effective. For instance, if you’re hosting a hybrid event you might have some specific requirements, like:
Every event is different, so be sure you are set up with technology that can match your needs.
Find the right balance in the content you’re presenting. Creating too much content will overwhelm your audience and duplicate content just adds confusion. Carefully consider the number of sessions and topics you plan to cover.
Understand your attendees and their expectations for the event. Are they tech-savvy? If they’re not, consider how can you make things easier for them. Your attendees are very busy in their personal lives so make sure to keep them engaged. Plan your sessions into a condensed timeframe and provide a recap at the end.
Viewing your event in a virtual setting can also present many distractions, so keep your event simple and plan around their needs.
Time is money - and having enough time to run an effective promotion is critical to event success. The more time you have to promote the event, the more likely you are to maximize attendance. Here’s some food for thought:
Even with hybrid events, many attendees are on the fence on whether they will attend in person or online. Add value to your event by increasing attendee interaction and create a memorable virtual attendee experience.
The goal is to connect your attendees in both environments to close the gap between in-person and virtual.
Event planners agree that most events moving forward will continue to have a virtual component. Planning virtual events just requires a shift in mindset and a few planning adjustments. Also, give yourself some time to focus on production of the virtual component.
We’re here to help organizers and businesses plan successful virtual events. We’ve also created a guide to virtual events that walks you through the basics of planning virtual and hybrid events.