Also known as online events, virtual events involve people interacting with each other on the web rather than meeting in person. Ever since the pandemic has happened in 2020, virtual events have become a norm worldwide. It is predicted that around 40 percent of virtual events will be conducted in 2022, a five percent increase compared to 2020.
As more and more people are conducting virtual events, many have shown concern about managing virtual events. When you are handling such events, the last thing you want is to worry about people not attending or the virtual event not being a success.
What Are Different Types of Virtual Events?
While you can host and manage a virtual event for literally any purpose, there are a few popular types of virtual events these days. The different types of virtual events include networking events, team building events, fundraisers, hiring, and shopping events. Besides these virtual events, people also host different webinars, workshops, and live social streams. If you have solid and reliable virtual event management knowledge, handling these events shouldn’t be a problem, even during a pandemic.
Handling Virtual Event Management Challenges Like a Pro
1. Set Clear Goals from the Start
When planning a virtual event, make sure you get to the bottom, like the purpose behind holding the virtual event. Set smart goals for your virtual event and ensure that everything is done according to the plan. Your virtual event should be for a specific reason and within a specific timeframe to avoid any confusion. Often, people don’t take virtual events seriously because the organizers do not properly market the goals of the event to them.
2. Choose the Right Platform for the Event
As there are plenty of options out there for virtual events, make sure you select the specific one for your needs. Different platforms offer different features such as co-hosting or video-sharing, so conduct a test check before the actual event. Also, if you don’t have enough experience and are confused, you can always take the help of a virtual event management team. They will guide you about the right platform and give you some tips and advice.
3. Consider the Correct Time
Many people fail to take this into account, but a virtual event means that anyone from worldwide can attend. If you are scheduling a virtual event, you will need to finalize the list of people attending. Once the list has been finalized, you will have to check if the timings are suitable for everyone due to the difference in the time zone. If you fail to keep the time zone issue in mind, many people might not attend your event.
4. Plan an Engaging Event
You must have heard people saying virtual events are boring and aren’t as fun as physical or face-to-face events. When you market or promote your event on social media, make sure you share a complete plan or schedule with them about the virtual event. Create a schedule that you will follow along with the timings mentioned so the attendees know that you are serious about virtual event management.
To ensure an engaging event, make sure you add in multiple activities such as polling, surveys, live question and answers, and interactive sessions. When people get a chance to speak during the event, they will automatically take more interest and will attend the whole virtual event.
5. Make Sure Technical Issues Are Taken Care Of
If you want to excel at virtual event management, you should know how important it is to deal with the technical aspect of the event. It won’t be a pleasant experience for you or the attendees if you cannot connect to the virtual event at the last minute. Instead of randomly selecting a virtual platform for the event, you should select the right service provider.
Take out time to learn the necessary technical expertise and don’t have to depend on other people. Please familiarize yourself with the best virtual event practices and know all the technical dos and don’ts.
6. Ensure Privacy and Security Matters Are Dealt With
During virtual event management, most people face a major cause of concern is attacks from cybercriminals and loss of important data. When suddenly all events moved online due to the pandemic, many platforms didn’t have the chance to properly work on privacy and security matters. When you take up the responsibility of virtual event management for an event, you will have to bear responsibility for the safety and security of all attendees.
As an event organizer, you will have to ensure that you pick a virtual event platform that protects confidential information and doesn’t sell it off to third parties. Also make sure you go through all the user reviews to be satisfied at the end of the day.
7. Send a Follow-Up Email
If you have limited space for people and want to ensure everyone joins in, then don’t forget to send a follow-up email. An important part of virtual event management, a follow-up email will ensure that everyone remembers a virtual event to attend. Also, if someone isn’t interested in attending the event, they will let you know, and you will invite other people.
Are you looking forward to attending some amazing virtual conferences in your country? Do you have some free time and would like to make it more productive and engaging? Events Top Ten is an event listing website that you can use to browse upcoming virtual events. Also, if you are looking for something specific, you will easily discover a virtual event of your taste and interest.