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Events, Team Building, Innovation
07 August 2024
The virtual event management process is similar to in person event, while both processes involve similar stages such as planning, promotion, execution, and evaluation, virtual event management requires specific considerations related to digital platforms, online engagement, and technical aspects to make sure your virtual social event runs smoothly.
So, think of a virtual event like a hangout with your friends, peers or colleagues but online. It's basically any get-together where people come together digitally at the same time.
These types of virtual events can be anything from a cosy chat among friends and peers to a full-blown panel discussion, virtual party, internal board meetings or even a live stream of a lecture or class. It's all about connecting in the digital realm and your virtual audience.
Accessibility: Virtual events eliminate geographical barriers, allowing attendees from around the world to participate without the need for travel.
Cost-effectiveness: Virtual events typically require lower overhead costs compared to in-person events, as there are no expenses for venue rental, travel, or accommodation.
Flexibility: Attendees have the flexibility to join virtual events from anywhere with an internet connection, making it easier to fit into busy schedules.
Safety: Virtual events provide a safe alternative to in-person gatherings, especially during times of health concerns such as pandemics or natural disasters.
Increased Attendance: With the convenience of attending from home, virtual events often see higher attendance rates compared to in-person events.
Enhanced Analytics: Virtual event platforms offer robust analytics and reporting tools, providing valuable insights into attendee engagement, content performance, and ROI.
Eco-friendly: By eliminating the need for travel and reducing carbon emissions associated with physical events, virtual events contribute to a more sustainable environment.
Greater Reach: Virtual events can reach a wider audience, including individuals who may not have been able to attend an in-person event due to mobility issues or other constraints.
Seamless Networking: Virtual event platforms often include features such as chat rooms, breakout sessions, and virtual networking lounges, facilitating meaningful connections among attendees.
Content Accessibility: Recorded sessions and on-demand content allow attendees to access event content at their convenience, even after the event has ended.
So, there you have it—virtual events are the ultimate game-changer! With no travel hassle, cost savings, and the freedom to join from anywhere, they're all about convenience. Plus, they keep us safe and sound at home, while still connecting us with friends, colleagues, and even new acquaintances from all over the world. And don't forget the perks of analysing data, being eco-friendly, and having the flexibility to catch up on sessions whenever it suits you.
Virtual events truly offer a world of possibilities, bringing people together in a way that's easy, accessible, and downright enjoyable.
Throughout our journey, we've collaborated with numerous virtual events, predominantly within the corporate sphere. Drawing from our extensive experience in person events, we've identified the following virtual events as not only popular but also incredibly effective in delivering impactful experiences.
Whether it's a casual catch-up with friends, a themed party with costumes and games, a virtual happy hours with coworkers, or a team event it's all about connecting and having a good time in the digital world.
So your attendees can bring thier favourite snacks, kick back in their comfiest spot, and get ready to socialise, laugh, and make memories—all from the comfort of thier own screen!
These are online event gatherings where attendees can participate in keynote speeches, panel discussions, and workshops remotely. They offer opportunities for networking, learning, and sharing insights, all from the comfort of one's own spaces
Similar to traditional lectures but conducted online, these events allow speakers to deliver presentations or talks to an audience through a video conferencing platform, or streaming platforms. Attendees can listen, ask questions, and engage with the speaker in real-time.
A virtual concert is like having front-row seats to your favourite band's performance, but instead of being packed into a crowded venue, you're enjoying the show from the cosy confines of your own virtual space yourself.
Whether it's a live stream of a big-name artist or an intimate set from a local band, virtual concerts bring the music straight to you, no lines or ticket fees required.
Short for web seminars, webinars are online presentations, workshops, or seminars that are transmitted over the web. These virtual events often focus on specific topics and are interactive, allowing participants to engage with the presenter through chat, polls, and Q&A sessions.
These events replicate the experience of physical trade shows and exhibitions in a digital format. Attendees can explore virtual booths, interact with exhibitors, attend product demos, and even network with other participants, all through a virtual platform.
Virtual career fairs bring together job seekers and employers in a digital environment. Job seekers can explore job opportunities, interact with recruiters through chat or video calls, attend informational sessions, and submit their resumes—all without leaving their home.
These events facilitate professional networking in a virtual setting. Attendees can connect with industry peers, potential collaborators, or mentors through online platforms, exchange contacts, and build meaningful relationships.
Virtual games and entertainment events offer interactive experiences such as multiplayer online games, virtual reality simulations, or live-streamed performances.
Participants can engage in activities, compete with others, or simply enjoy entertainment from the comfort of their own home.
Virtual parties enable social gatherings and celebrations to take place online. Whether it's a birthday, holiday, or special occasion, virtual attendees can connect with friends and family through video calls, share experiences, play games like a virtual escape room and even dance together virtually.
Here are some fun virtual event ideas: Virtual museum tour, virtual escape room, virtual collaborative games, virtual pub quiz, virtual cocktail making, virtual card games, virtual charades, virtual scavenger hunt.
These events provide educational or skill-building opportunities through online platforms. Participants can attend training sessions, workshops, or courses remotely, interact with instructors, collaborate with peers on demand sessions, and acquire new knowledge or skills without the need for physical presence.
These events are an online activity or programme designed to enhance collaboration, communication, and camaraderie among remote team members. They are a great virtual event ideas
These virtual world and events aim to recreate the bonding experiences and social interactions that typically occur in traditional office settings, despite team members being geographically dispersed.
Virtual team building events can include various activities such as online games, virtual scavenger hunts, team challenges, icebreaker sessions, or group exercises facilitated through video conferencing platforms.
A hybrid event is like having your cake and eating it too! It's a mix of in-person and virtual experiences. Some attendees show up in real life, while others join online.
This setup gives everyone the best of both worlds, letting people choose how they want to participate. Plus, it's super convenient and keeps things inclusive for everyone.
Choosing a virtual event is like unlocking a whole new level of convenience and flexibility for event organisers. Your atendees get to participate from the comfort of their own space, no need to fuss about dressing up or commuting.
Plus, there's a huge variety of events happening online, so your virtual attendees can easily find something that matches their interests without being limited by location.
Limited on budget but want to get people together? This is also a more cost-effective way to host an event without all the hospitality, staff and venue hire fees.
And let's not forget the perks of being able to interact with people from all over the globe without leaving your couch. So why choose a virtual event over physical events? It's all about embracing convenience, flexibility, and the endless possibilities of connecting in the digital world.
At Gustaf we are self-proclaimed event experts and have listed the most important steps in planning a virtual event below,
Event planning starts by clearly outlining the purpose and goals of your virtual event. Determine what you aim to achieve—whether it's education, entertainment, networking, sales, or a combination of these. From here you can brainstorm virtual event ideas.
Identify your target audience of who your potential attendees will be and their preferences to tailor the event content and format accordingly. You should also decide how you are going to measure success and put the correct reporting tools in place to measure the outcome.
Devise a realistic budget and take into consideration speaker fees, seasonal pricing, and supplier costs for unexpected expenses and any plans to get event sponsorship,
When you're reaching out to suppliers for those initial quotes, it's important to keep in mind the need for some wiggle room in your budget, especially with things being a bit unpredictable these days.
You never know when unexpected expenses might pop up, and supplier costs are often just estimates, not set in stone. So, it's smart to manage your overall budget with some flexibility and have a backup fund ready to go.
Once you've got those supplier estimates in hand, jot down all the budget items you'll need throughout the event, like venue rental, AV gear, grub and drinks, lodging, travel, speaker fees, staff wages, and any marketing or service charges. If you're dealing with a big or complex budget,
Event planners and organisers need to choose a suitable virtual event technology including tools based on your event objectives, audience size, technical requirements, lead generation requirements and event budget. Also make sure you have a strong internet connection at your chosen venue for hosting the virtual event.
For video conferencing tools, consider factors such as ease of use, compatibility with your content format (e.g., presentations, live streaming), interactive features (e.g., chat, polls, Q&A), and security measures.
Popular event app platforms include Zoom, Microsoft Teams, Webex, or specialised virtual event solutions platforms like Hopin, Remo or Crowdcoms. Make sure your social media marketing is scheduled to align with you virtual event including which social media channels will be used to promote the event.
Develop a detailed plan for the event content, schedule, logistics and marketing plan including a post event survey.
Outline the agenda, including keynote speakers, panel discussions, workshops, or entertainment segments and event website. Determine the duration and timing of each session, considering different time zones if your audience is global.
Coordinate with engaging speakers, moderators, and vendors to ensure seamless execution next corporate event. Don't forget to test the technology and rehearse the content in advance to iron out any technical glitches. Make sure the marketing team are aware of the plan so they can co ordinate marketing efforts in order to sell tickets and encourage attendees to your virtual event.
Promote your virtual event through various channels, such as email newsletters, social media, website announcements, and industry forums. Create engaging promotional materials, including graphics, videos, and teaser content to generate excitement and attract attendees. Encourage early registration and offer incentives, such as exclusive content or discounts.
During the event, foster attendee engagement through interactive features, live polls, Q&A and breakout sessions,, and networking opportunities. Collect feedback and analytics to evaluate the event's success and identify areas for improvement in future iterations.
In your planning stage you should have had a chat about how you would measure the success of your virtual event and built in tools to report on the appropriate metrics.
Measuring the success of your virtual event is like checking how well your favourite recipe turned out - you want to make sure it hit the spot!
Who Showed Up and How Much Fun They Had: Take note of how many folks tuned in and how engaged they were. Did they chat, ask questions, or stick around for the whole thing? That's a good sign people were into it! Analyse metrics such as registration numbers, live viewership, chat interactions, poll responses, and session attendance rates to gauge overall interest and participation.
What Peers Thought: Get the scoop from your all your attendees! Send out a quick survey or ask for feedback on what they liked, what could've been better, and if they'd come back for seconds.
Did It Pay Off?: ROI and Conversions: Evaluate the return on investment (ROI) by comparing the event's costs against its benefits. Measure tangible outcomes such as leads generated, sales conversions, partnerships formed, or new contacts made. Assess whether the event achieved its intended objectives and contributed to organisational or personal goals
How'd It Play Out Online?: Keep an eye on social media chatter to see if folks were buzzing about your event. Monitor social media engagement before, during, and after the event to assess its reach and impact. Track metrics such as mentions, shares, likes, comments, and hashtags to measure online visibility, audience sentiment, and brand exposure generated by the event.
Tech Check: Assess the technical performance of the event platform to ensure smooth operation and minimal disruptions. Monitor metrics such as uptime, latency, buffering, and user experience to identify any technical issues that may have affected attendee satisfaction or engagement.
What Hit Home: Analyse the performance of individual sessions or segments within the event. Measure metrics such as session duration, viewer retention, and audience interaction to determine which content resonated most with attendees and contributed to overall success.
Did Networking Happen?: Check out the networking opportunities facilitated by the event. Track metrics such as the number of connections made, business inquiries initiated, or collaborative discussions held among participants. Assess whether the event fostered meaningful connections and relationship-building.
By keeping these things in mind, you'll get a good taste of how your virtual event went down and what you can whip up for your future virtual event planners.
Define Objectives: Clearly outline the goals and objectives of your virtual event. Determine what you aim to achieve, whether it's educating employees, launching a product, or networking with clients. Also, include your budget requirements.
Choose the Right Platform: Select a reliable virtual event platform that meets your needs and budget. Consider factors such as ease of use, interactive features, and technical support, especially for high risk virtual meetings.
Plan Engaging Content: Develop a captivating agenda with diverse content to keep attendees engaged. Include presentations, panel discussions, interactive workshops, and networking opportunities.
Promote Your Event: Utilise various social media marketing channels to promote your virtual event and attract attendees. Use email campaigns, social media posts, and website announcements to generate interest and drive registration.
Enhance Attendee Experience: Provide a seamless and user-friendly experience for attendees. Offer technical support, clear instructions for accessing the event, and interactive features like live polls and Q&A sessions.
Facilitate Networking: Create opportunities for attendees to connect and interact with each other. Incorporate virtual networking sessions, breakout rooms, and chat functionalities to encourage engagement.
Measure Success: Gather feedback from attendees and analyse key performance metrics to evaluate the success of your virtual event. Use this data to identify strengths and areas for improvement for future events.
If you have a unique virtual event idea you want to get off the ground or want to plan an online event using our expertise, let us know! Funnily enough Gustaf Creative is full of creative minds, so let us work our magic and create some virtual event ideas for you!
Are you planning a virtual social event including hybrid or in person events? Enquire with our team at Gustaf, your friendly event professionals, who know how to host the best virtual events.
Here at Gustaf we're experts in organising and managing online events that leave a lasting impression. So go ahead, kick back and relax knowing your next event, is in good hands. We'll make sure your objectives are not just met, but exceeded.
Fancy a chat about a specific project? Just holla! We're here to help :)
OR Visit our virtual events service page here for more information.
email: hey@gustaf.co.uk
Telephone: +44 161 399 0579
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St John's Industrial Estate
Oldham
Lancashire
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