It can be a bit nerve-wracking to think about converting a huge physical event like a conference into a virtual event.
Yet this was the situation a lot of event organizers were in during 2020. Due to the travel restrictions around the world, most events had to go virtual. And the results were generally good!
Fortunately, due to developments in technology and internet accessibility, any modern virtual events platform today can help you create an awesome virtual experience that is as engaging and valuable to your attendees as a real physical event.
In this quick guide on hosting a virtual event, we’re going to take a look at what virtual events are, the benefits of hosting a virtual event, ideas for a virtual event, and more!
What are Virtual Events?
A virtual event is basically a virtual version of a physical event.
Just like physical events, there are a lot of possibilities when it comes to virtual events. For example, you can create virtual trade-shows, virtual exhibitions, virtual networking events, virtual AGMs, basically any kind of event!
Initially, the concept of a virtual event was pretty limited but today, most virtual events are extremely engaging and interactive for the attendees. There are also a number of benefits that come with hosting a virtual event.
Virtual event benefits and why you should host one
The main reason why virtual events experienced such a massive surge in demand in 2020 was due to the global pandemic. However, the trend of going virtual had been growing over the last few years as event organizers and brands experimenting with the format due to the numerous benefits that come with it.
Here are some of the key benefits that you can get if you host virtual events:
- They save time and money. One of the key advantages of hosting a virtual event is that they are extremely cost-effective and consume significantly less time to host when compared to traditional events.
- They can increase the reach of your event massively. With a virtual event, you can essentially invite the entire world to your event! It is also very likely that the attendees of your virtual event are more likely to attend your next physical events.
- They provide better analytics than traditional events. You can track every single activity of every single attendee of your virtual event. This is a goldmine of data that can not only help you improve your future events but also gain insights about what ticks with your target audience.
How to host virtual events
A few years back, hosting a virtual event was a daunting task. Not only did you have to take care of the technological aspect, but you also had to convince your potential leads to attend a type of event they are not really used to.
If you want to host a virtual event today, all you have to do is pick a virtual events platform that handles all the back-end technology stuff. The concept of a virtual event has also become very common these days which definitely helps when it comes to marketing and promotions.
Hosting a virtual event
Hosting a virtual event is very much like hosting a traditional physical event. Here are some bullet points on how to host virtual events:
- Finalize the concept of the virtual event you’re planning to host. It can be a good exercise to ask yourself questions like what the event is actually going to be like. Is it a networking event or a seminar?Is engagement the main KPI or is the objective of the event to establish the brand as a thought-leader and providing value to the attendees?
- After you have finalized the concept of the event, you should pick a virtual events platform that is right for your event. You should compare the different options available and use the one which has the most relevant features when it comes to your virtual event.
- Create marketing material and other content that will be used in your virtual event. Test the setup for the virtual event religiously and get the speakers comfortable with using the software so the event goes seamlessly.
- Start promoting your virtual event. Depending on the virtual events platform that you’re using, you might be able to take advantage of some in-built features that help with promotions such as social media integration.
While these steps are just a basic guideline on how to host virtual events, they are a good starting point if you’re hosting your very first virtual event. Just like physical events, the only way to get better at hosting virtual events is by hosting them!
Virtual event ideas
Now that we understand what a virtual event is, virtual events benefits, and how to host a virtual event, let’s take a look at some ideas for hosting a virtual event and some additional tips.
As mentioned earlier in this article, there are basically endless possibilities when it comes to virtual event ideas.
Here are some popular types of virtual events – virtual seminars, virtual trade-shows, virtual exhibitions, virtual concerts, and virtual charity events. Since you can easily configure almost every single aspect of a virtual event, you truly have the freedom to explore every possibility.
With the current features offered by most modern virtual events platforms today, you can recreate the entire experience of attending an event in the virtual world with all aspects of physical events such as networking, attending sessions, participating in contests, and more!
Virtual and hybrid events are the new normal
Virtual and hybrid events have definitely earned their place in the new normal due to the benefits and convenience they provide.
Even though the traveling restrictions will end eventually and physical events would start becoming popular again, virtual and hybrid events will definitely have a place in the events industry.
Punit 
Krishan Jangir