How To Take Your Event Virtual
With the world’s current viral status the events industry is taking a major hit. One of the main characteristics of a successful event (large attendance) is in contradiction to our social distance strategy. While it is preferred and appreciated amongst the events industry to reschedule your event, that may not be a feasible option for your business.
Restructuring your event can be daunting, but here’s a little help on how to begin in taking your event virtual
Plan your event goals.
In planning your virtual event it’s important to review your ultimate goals.
What is the purpose for you holding your event?
Is your event for internal employees or is it a tradeshow?
Are you promoting other businesses or is your focus to train a specific audience?
What are your financial goals?
Is this a main generator of money within your business/ company?
Do you have a target goal?
Will you be hosting a training or CEU’s?
It is important to establish your goals as they will keep you on track as you change the structure of your event. Determining your event goals will allow for you to efficiently take the next steps toward planning your event.
Brainstorm Event Elements.
Keeping in mind your event goals, what elements would you like to have at your event? Even with the event taking place virtually, there are still elements that can take place to elevate the experience.
Chatroom - You can utilize this to facilitate networking and allow for attendees to speak with industry leaders.
Speakers - This is self explanatory but regarding the speakers, would you like to have open dialogue between the speaker and attendees or the speaker to present with minimal interaction.
Q&A - Do you want to allow for a question and answer session?
Panel - Even with the panelists being in different locations, there are platforms that allow for panel discussions and even a moderator.
Screenshare Capability - Would you like the speaker, attendees or show management to have the ability to share their computer screen with the attendees?
Presentation - Will you need the ability to share a presentation with attendees?
Giveaways - Giveaways are possible, whether sent digitally or in mail.
Choose Platform
In choosing your platform, your goals and planned elements that you would like to have will narrow down your selection of platform.
Facebook Live
Great for broadcasting a message out.
Allows minimal interaction with attendees
Bonus - Familiarity level with Facebook
Zoom
Facilitates attendee interaction
Webinar feature allows for view only attendees
Q&A Feature
Familiarity level as a commonly used platform
Crowdcast
Extensive features
Great for panel speakers and back-to-back sessions
Feature for multi-track sessions
INXPO
Great platform for virtual tradeshow
Extensive features
Interactive features
Teachable
Great for pre recorded presentations
Recommend for training
Has live features available
Google Hangout
Easily accessible
Facilitates attendee interaction
Minimal features
Microsoft Teams
Facilitates attendee interaction
Familiarity for those who use Microsoft
Bizzabo
Hybrid Event platform
Extensive features
Plan the event logistics.
Finally, you will need to work on the logistics of the event.
Registration - How will you facilitate registration? Plan the most seamless registration to your virtual event. Some platforms have a built-in registration function.
Marketing - Plan your marketing strategy for the event; social media marketing, email marketing, ambassador programs
Programming - Be sure to lay out, in full detail, your programming, timelines and scripting for the event.
Remember, when taking your event virtual there will be adjustments and even complete restructuring to the in-person version of your event. It is ok and completely normal! Do not be so attached to the image of your IRL event that you hinder the success of your virtual event. A change will be accepted by both your attendees and stakeholders. We all know these are unprecedented times and your effort to adjust to the circumstances will be appreciated.
For more detail in planning your virtual event download this FREE workbook ----> The Guide to Hosting a Successful Virtual Event.