Virtual Event Tips

Virtual v Physical Events and some ideas for a virtual event

Success is dependent on good planning and the following blogs give you some tips on how to plan, ideas for content and which is the right event for you and your audience, whether they are customers, employees or for training programmes. Going virtual provides an easily used medium for all of these needs. The collection of genuine customer/audience data (emails,names and locality)properly managed in a CRM, allows you to continue marketing to them and target future events/product launch.

Ideas for a virtual event

  1. Trade Shows – To showcase and promote your product, individual products or services can be photographed or filmed, explaining how it works and comprehensive information added to the product.
  2. Sales Meetings and Support – Sales staff, wherever they are, can see your latest offering, learn all about it and be back out selling, armed with all the information they need. Use your virtual event to provide your staff with all relevant information throughout the sales cycle so that they have all the knowledge necessary to close deals.
  3. Virtual Marketplace – Let your virtual event be your marketplace where your products and those of fellow exhibitors can be showcased and sold.
  4. Customer training – Provide your customers with virtual event training sessions, so they know how to get the best from your service and to keep them informed about any changes.
  5. Community building – Build a virtual event to connect people in different locations with similar interests and build a community.
  6. Annual Conferences – Knowledge of you and your business exchanged and always available to review, this will expand your user base.
  7. Partner Events – Share knowledge and best practices with partners and provide a forum for team communication.
  8. Internal training – Easily accessible knowledge base, used to keep staff up-to-date as regards policies and procedures. To ensure everyone in your company receives clear and consistent messages bring them together with a virtual event and develop a good employee relationship.
  9. Committee Meeting – If the timing of general committee meetings is difficult for some could they attend via a virtual connection? The meeting could be recorded making minute taking easy.

Your Virtual Event – where to start!

Your plan needs to consist of everything you want to happen within your virtual event:

  • Who will deal with the technology required to present it?
  • What exactly do you want to say?
  • Cost and how will you pay for it?
  • Who will create content?
  • Who will sponsor the event?
  • How will you promote it?

Although they are not so time consuming as their physical counterparts, you will still need time to put together the tools and technology to produce a professional virtual event. Research providers and communicate your requirements, working closely with them to ensure correct amounts of resources are available, so that things run smoothly.

With larger productions, you may need to hire a consultant to examine and advise on the look and feel of your presentation to ensure your information is transmitted effectively.

Check out previous events, ones that have worked and maybe ones that haven’t so you can avoid their shortcomings and modify to your advantage.

The amount of resources that you need to produce your event will depend upon whether you are targeting a few team members or customers or promoting the next.

If you know your audience and understand the best way to reach them, use the facilities within the virtual event to specifically target individuals and groups, ensuring your message reaches the right people.

Another consideration is to hold a hybrid event, one that has one foot in the physical world and the other in the virtual. Make material available electronically for additional learning and to attract a larger audience of people who were unable to show up on the day.

The needs of your audience should dictate the direction you take and if you take notice of this, it will lead to success.

Timeline

  • Allow yourself plenty of time to plan, create content and promote.
  • ON24 recommends a 12-week plan to manage all the tasks and put together a professional event.
  • Content creation cycle – to contain a content review cycle, which allows time for everyone to see what the event will be about.
  • Teams can then offer comments, insights and advice ensuring all are on the same wavelength.
  • Always leave a little time in case of emergency, so aim to have the 演唱會策劃 project ready before the date that it’s scheduled for.

The event

  • Place your most compelling content at the beginning for maximum effect.
  • Don’t keep your audience waiting too long before drawing them into your virtual event and open with your big news and lead keynote.
  • Schedule your event to begin on common workdays thus avoiding the loss of people taking long weekends.
  • Allow for time zone differences so try run at a time that is convenient to all involved.
  • Stagger start times when repeating sessions to assist with time zone differential.
  • Try not to overlap interests if you have a lot of activities planned. This may minimise participation and attendance if the target audience is the same.

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