Virtual Event Platforms

What Are Virtual Events?

Virtual events are great ways to host large-scale events digitally. Virtual events can be hosted simply through streaming services using a smartphone, or with more complex setups. Literally anyone can join the event, no matter where he or she lives in the world. Whether you are organizing a virtual event for social distancing purposes or for convenience purposes, virtual events have great potential when done right.

Virtual events can be just as exciting as an in-person event when the same organization and planning is put into the event. Organizations and companies that are planning a virtual event should try to follow all necessary planning steps to make the event as engaging as possible. Below are some tips on organizing a great virtual event.

Gauge the Target Audience

A business must first have a target audience dedicated as who it wants attending the virtual event. When it has this audience defined, it is important for the business to consider what all this audience enjoys and everything about their backgrounds. This information will assist in holding a captivating and intriguing event.

Businesses should find out the technological proficiency these individuals have, and what the audience members' interests are. Businesses can look for ways to reel the audience members in by utilizing promotional material that they enjoy. They can use demographic information including physical and psychological characteristics to make the event highly personable. This information can be gathered by sending out surveys to the audience members prior to the event.

Determine What the Experience Should Be Like

Events have the ability to take many forms. Some of these forms include seminars, question and answer forums and workshops to name a few. Virtual events are no different and can offer many of the same features and experiences that an in-person event can offer.

Businesses can make the virtual event even more of a personalized experience through the technological features available. They can offer themes that are shown through the invitation, the event itself and even the design of the hosting software. Finally, businesses can ensure that the entire experience is user-friendly in order to best accommodate their audiences.

Choosing the Right Virtual Event Software Platform

There are many platforms available for use for a business to host a virtual event through. There are both mobile applications and online options. Some of the mobile applications available include Facebook's live-stream offerings and Periscope. Online offerings include YouTube's live streaming and even Facebook's live streaming which is compatible as both formats. If you're looking for more comprehensive and customizable virtual event platforms, check out the comparisons above.

Some popular virtual event platforms that specialize specifically in virtual events are:

• INXPO
• WorkCast
• vFairs
• 6Connex
• Engagez

These platforms offer more advanced features than regular online video streaming platforms in that they provide features like:

• Attendee Management
• Audience Analytics
• Customizable Branding
• Surveys and Polls
• Moderation
• Event Management
• Lead Capture
• Engagement Tools
• Pre-made Templates
• Monetization
• Q&A Functionality
• Virtual Lobby and Booths
• File Sharing

If you're just looking to speak and broadcast to a large group of people from your sofa or desk, you might consider a more simple webinar, web conferencing, or live streaming platform.

There are many other service providers available that can assist businesses in hosting virtual events. It is important for the business to consider the pros and cons of each in order to best determine the course of action it wants to take. Businesses should never neglect the goals of creating a personable, user-friendly experience no matter the service provider that is utilized, however.

Picking a Speaker (or Multiple Speakers)

There will be some form of speaker or performance at any virtual event, whether that speaker is a host, artist, MC, or the sole speaker of the event. It is important for a business to choose speakers that can engage and attendees and keep the attention of the audience throughout the entire event. Businesses should choose speakers that are extremely flexible as well, in case re-scheduling needs to occur or unforeseen events arise.

It is possible to have more than one speaker at a virtual event. There are many ways in which this can be done including a host and a speaker or two separate hosts. Various virtual event platforms even offer virtual lobbies and virtual booths, in effect digitally emulating a trade show or conference. No matter the method that is utilized with multiple speakers, a business should ensure that all speakers are compatible with one another and will not cause embarrassment.

Marketing the Virtual Event

Any type of event needs to be marketed in order to reach the audience that has been determined. Marketing can be done through traditional advertising methods. It can also be completed through more modern methods such as social media marketing.

When using social media marketing, a business should make the virtual event seem exciting. Exclusive information can be promoted, behind-the-scenes looks can be promoted and hashtags and descriptions can be used to grab excitement. Businesses should make sure sign-up and ticket information is clearly accessible when promoting the event in any form.

Choosing the Location

Virtual events have to have some form of venue for the speaker to be hosted in. The live feed will be broadcast from the location that is chosen as well. Businesses can try to find a simple venue that offers everything they need. With today's advanced virtual event software, one person with a smartphone can host an engaging virtual event from their living room or office.

It is true that virtual events do not need flashy venues. They might, however, need venues that allow for a stage and technological equipment. The audience will consistently see the background of any venue, so businesses should ensure that this is at least somewhat attractive. If you're broadcasting from your home or office, you can use green screen technology to simulate a backdrop.

Choosing the Timing

The final step for a business to take in organizing a virtual event is to select a specific date and time. It is best for businesses to pick a time that is suitable for as many people as possible despite time differences across the world. When audiences sign up or do the survey aforementioned, they can provide preferences as well to help a business in making a timing decision.

It is important to note that there will never be a time that is so perfect that it fits everyone's needs. For this reason, a business should ensure that there is a recorded version of the event, especially if it wants to reach as many people as possible. People who were unable to attend can later go back and watch the recorded event.

Final Thoughts

Planning a virtual event can be difficult. Businesses should try to keep the virtual events as engaging as possible in order to maintain audience's attention throughout. Individuals or businesses who are hosting a virtual event should make sure there is a theme, especially if there are multiple sessions to be broadcast. This will make audience members want to come back for more, and it will make the virtual events seem more personalized to them.