With the rapid increase in the flexible work approach, people have started working remotely from their homes and other places and have solely relied on digital engagement, both internally and externally.
This transformation of work culture into the digital one has given rise to video conferences, video chats, virtual meetings, and of course the replacement of offline events with online ones.
Before entering the world of virtual events, every aspect of the concept should be kept into consideration.
From the structure planning to the feedback garnering, the process of hosting virtual events is pretty vast and if you’re planning to host your first or next virtual event that grants you success then you must go through the entire process to keep it all geared up to have your name mentioned in the success stories!
So, here I’ve listed the entire process in steps for you so that you can host your next virtual event with the best simple approaches and stream your success story across the entire digital world!
- What is your Subject Matter?
When you’re deciding the topic, you should always keep in mind that content is the king. Your attendees won’t show up without receiving anything in return, so when your attendees are attending your event, make sure you deliver the right knowledge through your content.
So, prioritizing what you believe and make it more interesting for them.
- Understand Your Niche
Before you kick-off with your planning, answer the following:
- Who is the right audience for your subject?
- What challenges they have come across?
- What are their ultimate goals?
- How could you cater to your audience’s goals?
Once you’re done with bagging the answers to these questions, you’re on your way to the next step.
- Deciding your Format
Once you’re already done with deciding your topic, it’s time to plan the format that you’ll use to host the event. Some popular virtual event formats are:
- Single Presenter
- Dual Presenters
- Multiple Presenters
- Product Demo
- Ask Me Anything (AMA)
You can use any of the following or maybe a combination of two formats like having a multiple presenter format amalgamated with a separate Q&A session.
- Find your Speakers
This comes up as another important aspect that contributes to the process of hosting virtual events, because after all, it would your speakers, who would grab your attendee’s attention and make your show lit.
So, the speakers you choose to have on-board should have the right experience of the topic they’re going to talk about and they should be able to hold some authority and credibility on the topic.
- Schedule your Event for the Right Day
Whenever you select the date and time, you gotta think, think and think. Think about how the day-to-day schedule of your audience would look like if they’re working from home but again align with the 9-5 grind then Monday before 5 PM is surely not the great day and hour to host your event.
Keeping mind zones in mind, select the date that suits your entire audience so that all the registrants should be able to turn up as attendees.
- Choose the Right Platform
I would consider this one as another really important aspect. Your research for the right virtual event platform is the crux of the matter as the kind of platform you choose will reflect the same kind of impression of your event on your attendees. Before you choose any, think of the following:
- Is it in your budget?
- Do its features align with your needs?
- How many attendees can join?
- Are the resources you need available with the platform?
In my recommendation, I would like to keep Airmeet as the one-stop solution for hosting all kinds of events, as it provides a seamless virtual experience with the best-advanced features!
- Do a Dry Run
Before the day of your event, scheduling a dry run for everything in the same particular order is a good practice. It will make you aware of how things would go on the live day and nudger you about the issues if you’ve faced any so that you could avoid encountering them on the event day!
- Keep your Process Documented
If you want a streamlined and hassle-free experience of hosting virtual events, then you should have a defined process with you in place.
Having that process documented would be like a cherry on the cake as you’ll be able to track dates, topics, and speakers and you’ll keep track of what’s happening every now and then.
Virtual events are undoubtedly a fun and exciting way of reaching out to different people belonging to different backgrounds and cultures. This brings in a lot of planning and strategy in action to make things work right.