Organizing a Virtual Event for Your Company? Here’s How to Do It Right

Businesspeople on a Video Call
June 26, 2020
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In the current scenario, it’s great that companies can move their events from the physical world to a digital format. However, organizing virtual events is not something every person has a lot of experience with. In order to have a successful event, you need to provide a smooth and practical experience to all attendees, which is not an easy task. Need some help? Here are the key factors that will help you organize a successful virtual event for your company.  

Find your format 

We know that company events and conferences can come in many forms. There are seminars with one speaker placed on the stage, there are workshops with a more interactive experience, there are Q&A events—all you have to do is pick something that fits your occasion and goal. All in all, you should strive to offer something unique that will leave the attendees talking. As always, your company needs to stand out from the competition, so being unique is the key.  

Organizing a Virtual Event for Your Company? Here's How to Do It Right 1

Pick a platform 

Today, there is no lack of livestreaming services online. The most popular platforms are certainly Periscope, YouTube Live, and Facebook Livestream, and more or less, they all offer the same features and experiences. In most cases, you will be able to perform a trial run for free, which can be very handy if you don’t have any virtual event planning or hosting experience. A trial run will allow you and all the other staff to learn how to use the platform and provide a seamless experience to everyone.  

Choose a good date 

Of course, you want to choose the most convenient time and date for both the audience and participants. When coming up with your time and date, be mindful of your international participants and consider time zones and their national holidays. It’s important that your event doesn’t clash with any other important event or public holiday— this always brings better attendance and better results.  

Organizing a Virtual Event for Your Company? Here's How to Do It Right 2

Find a simple ticketing system 

If you’re selling tickets, the right ticketing system is important for both offline and online events, and it can tell a story about attendees and offer insight into future event organizing using event registration data. While there are many ticketing platforms your company can side with, it’s a good idea to use a DIY software (if you see many digital event planning tasks in your future, a personalized software might be a good choice for you). This type of system will give you total control over the event. When choosing or making a ticketing platform, make sure to equip it with a smart attendee management system, a detailed report system, and various payment modes. A system like this can also be used to RSVP.  

Don’t neglect the visual appeal  

Sure, virtual events can be performed from the comfort of your home, but if you have a nice venue available, why not use it? If you want to go the extra mile, find an agency that deals in practical stage lighting so you can illuminate the venue and your speaker. This will create a more professional look and allow you to leave a great impression. Some background decoration and company branding is also encouraged.  

Organizing a Virtual Event for Your Company? Here's How to Do It Right 3

Be smart with your speaker choice 

Your speaker can be a hired influencer, a hired expert in the field, or an experienced company person, depending on what fits your event style. No matter who is speaking, they need to be charismatic and knowledgeable on the event subject. They need to speak clearly and be comfortable in front of the camera. If you think you have time and the right resources, try having two hosts that have good chemistry — this is always effective.  

Market your event 

Digital events also need to be promoted. Luckily, with good marketing, value and incentive, people will definitely choose to attend your company event. Find a key point your attendees should get out of the event and include it in your marketing plan (this can be your guest speaker, topics, networking, skill-sharing, etc) Market your event across all social media platforms if the event is public, and pay special attention to email if it’s private. Include videos of speakers, photos from behind the scenes, and other things that will awaken interest in attendees.

Just because you can’t celebrate and share your company’s knowledge and success in person, it doesn’t mean you can’t do it online. It can be hard to switch from traditional company event planning to something as unusual and new as virtual events, but with some practice, you’ll manage to create a smooth and fun experience for everyone involved.  

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