Virtual events are different from live events in so many ways, but one thing that stays the same is human connection. We have adapted to this change and can even create a creative or professional experience that exceeds even the wildest of expectations. Using digital is another great chance for your business to impress prospects and establish authority in your domain.
Virtual events are a great way to let your creativity flow without being limited by physical constraints. Unlike live event hosting, you can do things that may not be possible in real event locations, you can also reach audiences that otherwise would be inaccessible too. Like many things in life, virtual events are what you make them and since you’re at the helm planning your virtual event right now, you have the power to make them truly memorable.
1. Plan it properly
Planning a virtual event takes more time and effort than many first-timers expect, so it's important to plan ahead. Having a wide lead time is a good way to attract success, as this will give you ample opportunity to make it truly memorable.
Virtual events are hot right now, so it's important to find a company that can handle your needs. We recommend at least 12 weeks of lead time for an event involving even a semblance of complexity; however, you may be able to get away with about two months for anything smaller if the scope doesn't require as many resources. Remember that this is also, so you can build up an engaged audience of attendees too.
Events are multi-faceted, with many moving parts. You need to allow yourself time not only for curating content, offering speaker coaching and holding rehearsals, but also for editing on the fly in order to maintain an authentic feel throughout your event experience.
2. Setup appropriate support
Virtual events are a more intense form of event planning. You have to be strategic about your questions and make sure you’re partnering with an experienced team who can execute these complicated projects smoothly in order for it to run as planned, i.e. without issue.
Two well-known adages apply here - like anything in life it pays to be prepared in combination with that, there is strength in numbers. Having experts in different aspects of the event makes sense. SpatialGo can support you, whether you’re entirely new to the world of virtual events and platforms, or not. You can quickly lose credibility if your event goes wrong, so fecklessly conducting it is not advised. Speak to us, and we will see if we can help you.
3. Explore external platforms
Virtual environments are the new way to host your event. They're great for meetings, training sessions and webinars because they have all the typical features of a standard webinar tool, plus much more. Webinar tools are not very inspiring if you do events more than just a few times. If you’re appealing to or trying to appeal to any type of valuable audience, creating an excellent impression with an ‘all-inclusive’ virtual event platform is proven to be worth your investment and effort.
With virtual platforms you can create an environment where attendees feel like they needn't be in front of their computer screens - instead networking with other participants (and even getting distracted by chat windows), in the case of SpatialGo you can track analytics too to see if it’s working or what you need to change to make your event(s) that bit better.
4. Create a strong marketing plan to promote your event
Marketing your event is key to its success. You need to identify your target audience and figure out the best way to reach them. Social media is a great way to promote virtual events, so make sure to post about your event on all of your platforms.
You should also create a landing page on your website where people can go to learn more about the event and sign up. Make sure to include all the important details, such as the date, time, and format of the event. Additionally, you'll need to ensure that your event website is clear and easy to navigate. You'll also want to create a compelling event program that will engage your audience from start to finish.
Finally, you should also send out email invitations and use other marketing channels, such as print advertising and online directories. By following these tips, you'll be sure to build excitement for your event and get people excited about attending.
5. Vary it
The key to a successful event is flexibility. Don't be afraid of trying new things and different ideas. Maybe you'll try spreading it out into three primary days instead of two squeezed-in ones or have an extra session planned, where people can collaborate more closely with attendees, so it’s deeper than just seminars. There is plenty of space for novelty, in fact, we encourage it as it will help make your virtual event memorable.
The idea of including different formats for events is to evoke certain behaviours. For example, panel discussions are good when you want people who have similar interests in a specific topic or subject matter to come together and talk about it amongst themselves. Other formats can work well for attendees from all backgrounds, so that any topic and subject matter discussion can be at entry rather than at the expert level. One-on-one sessions are a great way to supplement this, offering an exclusive opportunity to get individual attention from hosts - on top of this, such sessions will increase value perception.
6. Craft content around it
Virtual events are a great solution if you're looking for cost-effective and accessible ways to conduct your next event. However, we recommend reinvesting these funds into professional content production efforts like video screenings or even interactive live-streaming. It's important that virtual attendees get tons of value out of their time spent watching presentations, so be sure not only to focus on providing compelling information but also to take advantage of interactive elements such as polls, for instance.
Most often the direct event cost can be much more than these smaller event publication and profiling tasks or the costs to have this same content delivered by subcontractors. This means it makes plenty of financial sense to put time into doing this, as content around events has a strong record of results. 64% and 63% of participants agree that the quality of speakers and relevance of content, respectively, encourage them to sign up for events.
Using SpatialGo, you can use event gamification to make your next conference more engaging. Or how about a "VIP" space for participants where they will be able to enter exclusive areas and interact with otherwise inaccessible avatars, just like in real life! Talk to us to learn more about this, as we’ve already mentioned - the possibilities are endless.
7. Practice previous to it - rehearsing can work wonders
The importance of rehearsals cannot be overstated. Pushback is common when it comes to prepping for events, but you may find that your presenters are more receptive if they know what's coming up in real time and have had plenty of opportunities already to prepare.
Virtual reality is now a thing of the present. It's here, and businesses know its potential. With SpatialGo you can create fantastic virtual rooms and spaces which will enable you to create unforgettable 3D events while tracking analytics engagement - knowing if they're a good ROI, so you can maximise your usage of virtual reality as a marketing channel. Ready to take the leap? Book a demo with us today.