Virtual Events

These online events, also known as remote events, are super cool because they allow people to communicate and interact without ever having to leave their homes. How awesome is that?!

Virtual events can take many forms, such as trade shows, conferences, seminars, or summits. But wait, there's more! People can even host virtual parties or get-togethers. The possibilities are endless!

Now, let's talk about the benefits of hosting a virtual event. Obviously, there's the convenience factor, but there's so much more. By hosting an event online, you can target a much wider audience, give sponsors and exhibitors more exposure and value, easily get leads from attendees (using the information they registered with), and data is easier to quantify. It's a win-win situation for everyone!

So, if you're looking for a way to host an event that's accessible to everyone, virtual events are definitely the way to go.

The benefits of hosting a virtual event

Aside from the convenience, there are a number of other benefits to hosting a virtual event or making an event accessible online, including: 

• You can target a much wider audience

• Sponsors and exhibitors can gain more value and exposure

• It’s easier to get leads from attendees (using the information they registered with) 

• Data is easier to quantify 

The dos of virtual event hosting

We know that organising a virtual event can be stressful, which is why so many people turn to us for assistance - after all, it's what we do best! Now, we're not going to reveal all of our trade secrets, but there are five dos and don'ts that you absolutely need to know before hosting a virtual event.

Rehearse

Let's start with the dos of virtual event hosting. First up, rehearse! It may seem obvious, but it's easy to fall into the trap of thinking that your virtual event is 'just a video call'. However, there's actually a lot that can go wrong, so it's important to practice using the virtual event software, and make sure your microphone and camera are all set up properly too.

Have backups ready

Next, make sure to have back-ups ready. Even if you're confident that nothing will go wrong, it's always better to be safe than sorry. By having spare equipment like cameras, microphones, and laptops, you can avoid the embarrassment of having to stall for time, and keep your audience engaged.

Get help

It's also a good idea to get help if you need it. Organising a virtual event is a big task, and it can be overwhelming to host or speak at one all on your own. Consider calling on a member of your IT team to help manage your virtual event platform, or a moderator to oversee attendees and any live polls or Q&As. You could even bring on a co-host to help you manage presenting duties.

Use all the engagement tools at your disposal

Make sure to use all of the engagement tools at your disposal too. As we mentioned earlier, keeping your audience engaged during an online event can be tricky. But don't worry, there are plenty of tools you can use to keep things interesting, like polls, Q&As, and social media hashtags to encourage engagement and spread the word of your event online.

Schedule plenty of breaks

Last but not least, schedule plenty of breaks. It's easy to get distracted during a video call, especially if you're joining from home. There are so many potential distractions that can take your audience's attention away from your event, so be sure to give them ample opportunity to check their phones or grab a cuppa.

But wait - what are the don'ts of Virtual Event planning?

First and foremost, don't forget your goals. It's crucial to keep your objectives in mind while planning your virtual event, especially if you have a specific message you want to convey. One way to ensure your message is reinforced is by offering closing remarks at the end of the event, thanking the speakers and attendees, and reminding everyone of your key message.

Consistency is key

Another don't is to make your event a one-off. We already talked about the benefits of repurposing content for social media and email newsletters, but it's also important to announce another event to capitalise on the momentum you've built. Your virtual event shouldn't be a standalone effort, so be sure to review your marketing strategy and see how you can incorporate the library of content you've created into future events.

Analyse your metrics

Don't forget to analyse the metrics either. Regardless of the virtual event software you use, there will be a wealth of data to glean from your event, including audience engagement and which talks or sessions were the most successful. This information can be used to refine your offerings and promotional strategies for future events.

Speak to your audience

When speaking at an online event, don't forget about your audience. Unlike in-person events, you can't see your audience, which can make it easier to forget about them. However, it's important to keep them engaged, and one way to do this is by using engagement tactics like polls and Q&As. If you're feeling confident, you could also talk directly to your audience during intervals and breaks, stimulating some direct conversation with you.

Remember your sponsors

Finally, don't forget about your sponsors. Your virtual event won't have trade tables or space for banners and flyers, so it's crucial to make sure your sponsors remain visible. You can do this through newsletters and social media posts, or by incorporating short videos into the virtual event itself. Neglecting your sponsors could mean losing their support in the future, which could cost you a lot of money.

Why choose Gustaf?

We have a penchant for organising and hosting events to remember and, during the covid pandemic, we had to adapt to doing this online. Having not only survived but thrived during this time, we understand what makes a virtual event great. 

Our experience in planning online events means we’re well-versed in ensuring our clients can achieve their goals while hosting a virtual event that’s engaging and secure. 

To see how Gustaf can help you meet your objectives and host a virtual event that lives long in the memory, not one that’s forgotten in a few days, get in touch with our team of event organising experts. 

We don’t just organise virtual events, we’re connoisseurs of crafting conferences, christmas parties, team building events, and much more. 

Discover more about us, what we do and how we do it in the Gustaf blog.