08 Feb Five Things To Consider Before Organizing Your Virtual Event
After months of staying indoors as a preventive measure against the deadly Corona virus, we all came to realize the need to deploy other ways of doing things without physical contact to prevent the spread of the deadly and highly contagious disease.
Many video conferencing software, including zoom, GoToMeeting, Microsoft Teams, and ezTalks Meetings, were launched, making virtual meetings, conferences, and other online-based events very easy and possible.
Though hosting virtual events isn’t a strange task anymore, you need complete and well-structured planning to create successful and colorful online events.
Talking of planning and preparation, below are the five things you must consider when organizing a virtual event, digital meeting, or online conference.
1. Audience Capacity And Expectations
When organizing a virtual event, one thing to consider is the guest or attendees’ capacity, preferences, and comfort. You should know how many are turning up for your events; and what they intend to gain from the event.
Endeavor to know if they are active participants or passive listeners who will only listen to all you have for them without reacting. Is it possible they experience poor internet service due to their locations, and What is their specialty area?
Knowing all of these data about your guests will give you a perfect guide on hosting an engaging, fun-filled, and successful online event in a conducive and convenient online environment.
2. Cost Of Production
No one wants to engage in non-profit programs or events; hence, you should consider the price it will take to organize a successful virtual event. How much will it cost to get the best and convenient platform? How much internet data do you intend to consume during the online event? How much will it cost your attendees to stay active throughout the duration?
All of these questions should be answered or considered before hosting any online conference or meeting because they will provide you the best clue on the size of the event to choose.
3. The Platform To Use
To some virtual event planners or hosts, this part comes first due to its vast importance. This factor is so crucial that it might ruin everything you’ve put in place if you get it wrong.
There are many platforms to choose from, but your event’s type and structure will determine the best one for you. Ensure the platform you desire to use consists of all required features, including recording, live & pre-recorded presentations, polls, virtual expo areas, and others.
Lastly, you are expected to consider the cost of the platform you intend using, and endeavor to cut expenses as much as you can. Irrespective of your choice of platforms, ensure that your event is lively, exciting, and quality enough to retain your audience, which is achievable by featuring breakout sessions and Q&A segments during the event.
4. Time, Size, and Type of Event
This factor equally goes down to knowing your audience and the locations. You are advised to take a quick public survey regarding the events, asking your possible attendees what time they often join an online event. The survey’s result should play a key role in determining the time and duration of your event.
You might go a bit further by knowing the difference in time zones because it will surely help you get the perfect timing for your program. Irrespective of your findings, you must ensure your timing favors 80% of your targeted audience.
You should equally consider the type and structure of the virtual event to be hosted. Is it a short meeting, seminar, workshop, webinar, or conference? It live, on-demand or both? Settling for the type of event will boost your chances of finding the best platform to use without stress. You can read here To learn more about the types of virtual events lists above.
5. Promoting Your Virtual Event
Having determined the format, timing, features, and structure of your forthcoming virtual event, the next thing to consider how to promote it. Promoting your event means publicizing it through available channels to create awareness in public. Deploy your active and crowd-pulling social media accounts to promote the event. Likewise, WhatsApp status will equally go a long way in helping you gain more interested public members.