How To Host A Virtual Event: Tips, Tools and Resources

Virtual events are taking the web by storm, quickly replacing the need for many physical events as attendees can gather from the comfort of their own homes. For businesses, the appeal of saving money on all of the traditional overheads and being able to reach a global audience is an appealing one, allowing them to focus their resources elsewhere to grow their business. For attendees, virtual events are a big hit as they can save on time and transportation whilst overcoming location barriers, reaching those who matter in a much more convenient manner.

From online training sessions run by industry professionals to fun team-building events with interactive features, the scope of virtual events is vast. Whatever the purpose of your online venture, make it count by carefully considering what your attendees will want to see from the day to make it a memorable one. Modern event planning companies can help you with virtual events too. We’ve pulled together an overarching list of tips and tricks which can help you prepare for your next virtual events:

  • Knowing your crowd
    Everybody is different, so consider your ideal target market and work around this. Narrow down their profile, interests and what they would be looking to gain from your event, meeting their expectations and more. By resonating with your attendees, your event is much more likely to be a memorable one that will help build up your brand.Create a purpose
    With so many brands competing for online space, what makes you so different? Hosting events for the sake of events can be damaging for your business, losing interest from your existing audience and not engaging with your new audience. Ensure your virtual event provides value and is worthwhile for your attendees, giving them something to talk about afterward.

    Keep them engaged
    One of the major differences from physical and virtual events is the timetable, requiring a much more concise setup. Unlike physical events where mingling, breaks and networking are a major part, too much time can lose the focus of your online attendees and cause them to click off. Ensure there is a clear plan for your event and keep things short and sweet where appropriate.

    Consider your timings
    When people sign up to a virtual event, it is unlikely to be the primary focus of their day as a physical event would be. As people attend from home, the amount of external distractions is increased, so finding a time that suits is important. For corporate events, find a slot within traditional business hours or for leisure events, the evening will be more suitable.

    Ongoing communication
    Once your event has finished, keep those relationships strong. A key benefit of virtual events is the ability to record and rewatch the session, returning back to any best bits or catching up on parts which may have been missed. As well as the session itself, cross channels and encourage attendees to connect with you elsewhere, building up an online community which can have a big presence on the web.


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