How to Host a Successful Virtual Event

1
How To Host A Successful Virtual Event
2
CONTENT
Introduction
01
Choosing the Right Platform
02
Beware of Security Breaches
03
Lead Generation Retention
04
Planning An Engaging Event
05
06
Difficulties in Revenue Management
3

1. INTRODUCTION

• Virtual events can be as challenging as
  conventional events, if not more.
• The digital world is not a new concept. Since the
  late 2000s, online programs have been found
  cost-effective and international.
• But there is a great deal of difference in mere
  teleconferencing and organizing an event around
  social networks and remote platforms.
• Some aspects of an in-person event must
  compensate virtually, for example, reading the
  room with facial expressions.

4
(No Transcript)
5

• Virtual events have become the highly opt-in
  option post-pandemic, owing to the flexibility,
  reach, accommodation, and increased ROI.
• According to the Global virtual events market, by
  2028, the annual growth of virtual and hybrid
  events is estimated to be 23.7, worth USD 504.76
  billion.
• Thus, all sectors must accustom and be prepared
  to make the most of virtual events in the
  upcoming years.
• Here are some potential challenges that are faced
  while hosting virtual events and some tips to
  overcome them to increase productivity

6
2. CHOOSING THE RIGHT PLATFORM
In a virtual event, most of the challenging
aspects resolve by choosing your platform wisely.
The main criteria to look out for in a virtual
event platform are

• Unified Event Management- It is best to go for a
  platform that integrates meetings, webinars, and
  virtual events. One platform looks after all
  steps involved in event management. Registration,
  marketing, agenda-setting, tracking audience,
  data back-up, and everything addressed in one
  place.
• For example, a virtual event platform like
  Accelevents has extensive AI networking features,
  Vfairs is an exclusively great option for
  creating an engaging environment.

7

• Technical expertise- A platform incorporated with
  in-built software services with advanced and
  customized features.
• For example, a matchmaking option for effective
  collaborations or a virtual booth for a real-time
  3D experience. Platforms with user-friendly
  interfaces may look simple, but they hold an
  upper hand with increased productivity.

8

• Responsive and adaptive- We never know with what
  device the audience chooses to log into the
  event. Some might use laptops while some people
  might be comfortable with mobile applications
  and, some might even log in with a browser.

Thus the opted platform should be responsive and
adaptive with all features in all devices.
3. BEWARE OF SECURITY BREACHES
Prevention is better than cure! Since virtual
events could pop up suddenly and unexpectedly as
emergency discussions or a meeting, most times,
there would not be much time left for prior
preparations.
9
Regardless of such circumstances, there would be
significant data exchange involved like in any
other event. And low security is a gateway for
cybercriminals and zoom boomers.

• Proper Encryptions Double-checking the
  end-to-end encryptions should be an implemented
  practice for both internal and external events.
  It is the responsibility of the event organizers
  to protect and provide a secure place for the
  participants.

• Limited access In the case of external events,
  begin with limiting access to set up a safe
  environment for the attendees.

10
Most online event platforms hand over complete
control to the administrators of the event.
Keeping the data exchanges within the intended
recipients can save any event organizers from the
possibility of security breaches.
11
4. LEAD GENERATION AND RETENTION

• It is hard to miss that the ratio between the
  number of registrations and the actual attendees
  often falls short in any event.
• Thus, it is fruitful to look for quality leads
  who mutually benefit from the event.
• Such an audience presents a mindful appearance
  during the program.
• Proving quality content and utmost gratification
  makes the quality leads could pop back to further
  events.
• Some metrics to measure the quality of your
  attendees

Track your audience- Track back the attentive
audience to find the referral point for your
events that generate valuable leads. Hold on and
promote more on the particular platform for more
promising conversions.
12
Conversion rate- A statistical conversion rate
derives from the ratio between the total number
of promotions and the number of conversions. But
the true meaning of earning an attendee is when
they retain back to the upcoming events. Thus
attendees retention is a defined measure for
acquiring quality leads.
13
Engagement dashboard or report sheet- One of the
advantages of virtual events is easy digital
analytics of attendees engagement. These reports
act as a SWOT- Strength Weakness Opportunities,
Threat analysis of framing your content strategy.
Many platforms present a visual representation of
individual performance. Engagement dashboards
help in pinpointing the most interactive element
and pain points of the event.
5. PLANNING AN ENGAGING EVENT

• Capturing the attention and keeping it in check
  is one of the biggest challenges of a virtual
  event.
• Unlike face-face interaction in a room, Virtual
  events may accommodate several audiences where it
  is impractical to tail on everyone individually.
• These modern problems need renewed event
  strategies.

14

• Way of presentation- Presentations must be more
  fun, animated, and attention-grasping.
  Storytelling and flowing narrative accompanied
  with relevant video and image illustrations may
  help the audience focus better on the immersive
  elements.

• The ambiance- Create a live set-up in a virtual
  event with visual exhibition booths, a grouping
  of the audience can establish a sense of unity
  among them. Bringing them together can improve
  participation and make it easier for supervision.
  
• Interactive sessions- Make the engagement a part
  of your strategic plan. Blend in interactive
  sessions like Polling, group quiz, survey, and
  interactional events like Q/A, small talks,
  discussions, two-way communication, group
  presentation.

15
International approach- Structure your lectures
without any demographic and geographic
segmentation. Teachers may have a habit of
teaching to a particular age of students.
Organizations may be marketing for targeted local
audiences. But in a virtual event, the listeners
could be vast, varied, rooting to endless
opportunities.
16
6. DIFFICULTIES IN REVENUE MANAGEMENT

• It can be tricky to get financial support from
  your audience and outsource in a complete virtual
  establishment.
• Among online events, people naturally prefer to
  opt for low-cost or free events.
• But for event organizers, live events and paid
  entries are some of the primary sources of
  revenue in the event management system.
• However, along with the right strategies, virtual
  events bring various advantages that can improve
  reach and Return On Investment.
• This is evident from the statistics- 72 of event
  managers report going for virtual events even
  after pandemic accounting for its inexpensive
  benefits.

17

• Monetization- Pick a platform with online
  sponsorship options, ad slots space. Sell tickets
  with attractive discounts or online incentives
  free coupons, giveaways, and promotions.
  Analytics and unified integrations in the
  platform for better marketing and networking lead
  to increased overall ROI.

• Sponsorship- Marketing is the key. The social
  network is the best platform to reach out to the
  public. Virtual events can make the most of
  themselves, provided the content strategies are
  solid. These strategies can help attract
  sponsors, to name a few- virtual trade shows,
  email marketing, sponsored sessions, social media
  branding, immersive showrooms.

18

• Selling online tickets- With the needed
  integrations and portable links, you can make
  your slots ready for the viewers to book tickets
  online instantly at any moment. Most of the
  virtual events platforms integrate with ticketing
  and payment software or applications. Being tied
  up with a ticketing platform within your website
  is a must-have option for organizations hosting
  events like music concerts, performances, and
  online classes.

19
108-44 63rd Rd, Queens, NY 11375, United States
1 707-200-4628
Info_at_captioningstar.com
20
THANK YOU