4 STEPS TO A SUCCESSFUL VIRTUAL EVENT PLANNING
Leveraging on Roxwell to power your event!
STEP 1: THINK
Virtual events may feel different, but the more we treat them as physical events, the better it gets. Like all conventional events, we have our tested game plan to create and execute a great end product:
1.1 Key Goal and Concept
Set a clear objective for your virtual events. Some questions to answer:
Type of experience delivered? Gated access or free? Live, on-demand, or both?
Registration required? Partnership? And most importantly, what is your content? Is an emcee needed?
1.2 Focus on Target Audience
With a click of a button, it is easy for virtual audience to sign-off when they lose interest. Hence, it is important to firstly define and understand the demographics of your attendees to ensure they log on, stay connected and remain fully engaged. Consideration: Size, Age group, Location, Job positions, Interest.
1.3 The Right Time
Picking the right date and time is crucial, ensure there are no competing events or holidays that would interfere with attendance. For global events, time zones must factored in.
1.4 Less is More
How long should the session be? It is standard for an hour long keynote or breakout session at in-person events. However, because the physical interaction and surroundings are absent in a virtual space, it is more difficult to hold audience attention. Depending on the type of virtual event conducted, shortening the duration you would use for a face-to-face event by 15-30 minutes. Keeping it short and concise!
STEP 2: SET-UP
2.1 Video Hosting Platform
First, you need a digital home to host your virtual event. While each online platform operates differently in its delivery and content types, we will work through with you for the best option for your event. You may consider some top software options that allow screen sharing dynamically and hold back-and-forth conversations with attendees.
Zoom
GoToWebinar
Livestorm
ClickMeeting
2.2 Live Streaming Tool
Most online events are live-streamed entirely or in parts. To recreate panel discussions, live Q&A and feedbacks, or hands-on sessions online, utilise a live-streaming tool to ensure all questions from your audience are addressed in real-time. This interactive element has a huge impact on audience engagement, how they connect and learn together.
2.3 Event Registration Technology
Event registration bridges between event marketing and your virtual event. You can use website platforms with registration features to create a landing page and share the
registration link to other existing websites.
2.4 Digital Video Equipment
All virtual events require digital video equipment to capture the focus of the event, panel discussions, remote performances and keynote speeches. Hence, the quality of your equipment can make or break the experience of your virtual event. Investment in top of the line equipment is worth it.
Here are a few pieces of equipment that you need to host an amazing virtual event:
Professional-grade camera
Video card
Tripod
Audio capturing equipment (lapel mics are ideal)
Lighting equipment (if necessary for recording space)
2.5 Pre-record High Quality Video
Having content pre-recorded to be uploaded during the online event is a great strategy for shifting multi-tracks events and keynotes sessions. This provides an in-depth learning experience for your attendees and for download later for their reference.
2.6 Emcee
Having a master of ceremonies can set the tone for a better event experience and keep the show moving along on schedule. A strong personality with a fresh perspective brings a level of professionalism to the conference and ensures the virtual meeting is more fun, engaging with the audience and all aspects of the event at all times.
STEP 3: PROMOTE
Now, you are ready to announce your virtual event to build registration numbers. Our pre-event marketing and promotional game is devised to be effective and result-oriented. This requires the right marketing lever of strategies, channels and tools to ensure a sizable and relevant audience that chases the return on investment you are looking for.
3.1 Preparing attendees for virtual events
When technology is involved, expect user error. We can't assume everyone is digitally savvy. It's a good practice to create a guide with FAQ for attendees, explaining how to access the event, sessions, and more. It's even better to allow attendees to practice launching sessions or sending messages before the event starts. This will ease attendee stress and provide an overall better attendance experience. We may consider recording an introduction video that educates the attendees while infusing some humour into the content.
3.2 Attention-grabbing event site
This is a one-stop shop for all event details, information and attendee actions. Make it stand out, with eye-catching and professional graphics and engaging clips and media to entice people to sign up. The registration processes should be straightforward and secure.
A typical landing page includes the following information:
Time and date(s) of the event
An agenda
Speaker biography
Sponsor information
Instructions of sign-up process
Sign-up link or form
Secure payment options (if necessary)
3.3 SEO keywords to boost search
As a website owner and content creator, you want to optimize your keywords around words and phrases that people search for to improve search engine rankings for those terms. This helps drive organic traffic to your site from the search engine result pages.
3.4 Electronic Direct Marketing (EDM)
With email marketing, you are in control. If you have a subscription base, EDM can deliver relevant and customised content to targeted recipients from your email list. With an already- engaged audience and personalised message, you are more likely to interest and garner initial sign ups.
85% of event marketers choose email marketing campaigns to promote their event. (Bizzabo, 2016)
3.5 Social Media Platforms
Whether it’s organic or paid advertisement, social promotion is essential. Furthermore, adding appropriate hashtags to build engagement and posting updates on your social media channels, influences potential RSVPs to your event.
LinkedIn (B2B marketing, Business professionals)
Facebook (2 billion active monthly users, Younger demographic)
Instagram (3 billion active monthly users, Younger demographic)
Youtube (1.5 billion active monthly users, short 5 mins teaser ad)
Tik Tok (Fun creative teasers)
82% of event marketers choose social media to market their events. (Bizzabo, 2016)
3.6 Sponsorship & Partnership
Collaborate with sponsors and your partners to accelerate your marketing efforts. Encourage them to promote the event and relevant materials on their web contents and in return you can give them an honourable mention on your landing page.
77% of businesses will outsource some part of sponsorship management to agencies. (Sponsez, 2013)
3.7 Word of Mouth
Finally, a powerful indicator of accomplishing your goals is maximizing your word-of-mouth marketing strategy to strike good conversations. Everything about your event is a matter of discussion, from your brand, previous events, invited speakers or guest of honour. After giving people a reason to talk about the event itself, recommendations will increase awareness to get more leads and sign-ups, building a community for your brand.
Virtual event management takes time and persistence.
But as long as you stay top notch of planning and promoting with follow-ups with your recipients, your results is well worth the effort.
Need help putting your event online fast? Contact Us today! We’ll help you put together a custom work plan to get you up and running quickly.