With the advent of live streaming, easy access to high-speed internet, and modern technological affordances, there are endless possibilities on how you can run a virtual event. The fact of the matter is that there are new opportunities to connect online now.

Event possibilities are now endless. ranging from museum tours to speaking with astronauts. During the COVID-19 pandemic crisis, some of the biggest global conferences took place digitally, just with some modifications.

It shouldn’t come as a surprise that almost 50% of businesses conduct virtual sessions 20 to 30 times a year. Whether it’s live streaming or videos on-demand, it’s time for businesses to embrace virtual events as the next step of digital transformation.

Since many organizations are still new to the premise of virtual events – or have yet to try them out themselves – here are 7 proven tips to run a successful virtual event.

  • Plan as Early as Possible

It is true – planning and executing a successful virtual event takes a lot of time. So, it makes sense to plan at an early stage. Of course, you don’t need to get wrapped up in food and beverage needs. But you will have to plan for show rate, technology, internet use, marketing, and other similar elements.

Ideally, you should make one plan for your marketing and another for the show run and logistics (further discussed in #7!) This segmentation helps to keep the various departments separate, avoiding confusion, focusing on the specific needs of the separate teams.

  • Ensure Speaker Success

An experienced digital marketer would concur that content is king, but that’s not enough to execute a successful virtual event. In fact, you will need a strategic content delivery approach. For instance, you should offer speaker training to help speakers understand the technical information and ensure smooth virtual delivery.

You should also create a branded introduction slide with a branded background. Furthermore, prepare simple instructions for the speaker to figure out the setup and roll out the initial virtual run. Speaking of speaker best practices, make sure to appoint multiple volunteers to act as speaker shepherds, with the goal of being available at all times during an event to help a speaker with any issues, such as setting up webcams, that they may have.

  • Market to a Virtual Audience

Often, even organizers are surprised at how different it is to plan a virtual event compared to an in-person event. The trick is to establish a clear persona of the virtual audience. After that, offer a suitable value proposition to attend the virtual event.

Since virtual events are generally more accessible than in-person events, your audience may change. Some people prefer going to in-person events to socialize and engage in-person (read: unlimited coffee), but the ease of access to an online event may attract different people, such as those who can’t afford an in-person event, or who are unable to travel easily.

  • Increase Your Show Rate

Whether it’s a free or paid event, the last thing you want to do is assume a high show rate. So, add a calendar invite on reminder and registration emails. Make sure to send the emails a few days before the virtual event and outline the most attractive features of the virtual event. Also, don’t forget to send a reminder to the attendees on the morning of the event.  Day-of emails can focus on the highlights of the day, such as keynotes, extra events, networking, etc.

  • Provide Networking Opportunities

If a major selling point of your event and your business involves networking with your audience, then make sure that your online platform has an area for virtual networking. This can include networking lounges, chat platforms, meet-and-greets, and so on.

In turn, make it clear in your marketing efforts that you can network online. A popular selling point of virtual networking is that you’re not as limited to location as you may be with a virtual event. Sell the fact that you’re meeting lots of diverse people from around the world.

  • Roll Out Digital Swag

Yes, people love digital swag, and there are more than enough options available for you to make the virtual event more memorable for attendees. You obviously can’t wear a virtual hat, but you can include swag like trials to online services, partner discounts, gift cards, extra content, and so on.

  • Create a Show Run Plan for the Virtual Event

Just because it’s a virtual event doesn’t mean it won’t need show runs.  At its core, a show run or “run of show” refers to a dedicated document that outlines the entire virtual event production schedule before it takes place. This document is distributed to event hosts, moderators, and presenters.

For starters, having a reliable and professional customer service team ensures that the event moves forward exactly as you want and without errors. But a lot goes down into a show run such as an event flow, time parameters, and technical considerations.

You can also plan support for key speakers, partners, and attendees. Remember, the software has all the capabilities to run the best virtual event, but it is up to you to make the most out of it. 

How We Can Help “Run Up” and “Show Run” Plans

EventX.ai serves as one of the most engaging and creative platforms that continues to set a new precedent for virtual events. The platform will leave a sense of inspiration and encouragement for the event’s participants.

  • Plan

You can count on the EventX.ai team to establish the required parameters to plan a successful virtual event. This includes setting up show-run documents and procedures, outlining day-of plans, and other critical logistic considerations.

  • Speakers

Guiding speakers is never easy, but you can expect expert and professional advice from EventX.ai.

  • Prize Centers

Yes, now you can host a price center on eventX.ai

  • Networking 

We also hold networking lounges and speed networking.

Summary on How to Run a Successful Virtual Event

From entertainment to business, it is undeniable that virtual events offer the most collaborative, intuitive, and exciting experience. Plus, virtual events are more cost-effective and efficient than ever, meaning the barrier to entry is lower now than it was a few years ago.

The fundamental idea of the modern virtual event is still the same – it allows people from different parts of the world to interact seamlessly. It is no wonder virtual events have become a new standard to capture the industry takeaways. 2021 might be the year that you really define your online presence.