Here’s what you need to know about Virtual Events in 2021 | The Ultimate Guide

For a long time, live events had been the foundation of the event management industry. The value of face-to-face interactions cannot be underestimated, but with the changing times and Covid-19 affecting the events industry, the need for online virtual events has increased.

Virtual event companies are known for hosting virtual events such as conferences, meetings, trade shows, fairs, exhibitions, etc. These events make it possible for individuals and organizations to connect with their audiences digitally during the pandemic. As a result, we have witnessed a growth of events being organized through virtual platforms for events, and more are likely to follow.

Organizing a successful virtual event requires a lot of time and effort in terms of planning and promotion. Some of the key components are networking sessions, interactions with the speaker, fun activities etc., without which a virtual event will feel like a normal live stream. Planning a Virtual Event in 2021? This guide will discuss the most asked questions about virtual events that you may like to know!

 

What are Virtual Events?

A virtual event is a technology-driven event that recreates a physical ‘in-person’ event but is hosted online. It can be anything like a small virtual meeting, large-scale conference, exhibitions that can be attended by thousands of people living all over the world.

Some examples of virtual events include virtual music concerts, attending a webinar online, watching hobby classes or attending a virtual global conference from the comfort of your homes. According to research, there is an interesting trend of people shifting more towards virtual events.

Why Host a Virtual Event?

Virtual events serve the same purpose as in-person events. As we know that every type of event has its pros and cons, so making a transition from a physical event to a virtual event can be a tough decision. A large scale virtual event allows reaching a larger audience especially in current times when travelling and events are not possible due to social distancing. When deciding to either go virtual or not, figure out your aims for the event and analyze if a virtual event will benefit you or not. Here is a list of reasons to host a virtual event:

1. Helps increase accessibility

Hosting virtual events accommodates attendees who were not able to attend the event physically. Hence, more people are likely to come to your online event as the limitations of travel, time and accommodation costs will be eliminated.

2. Reduced costs

There are several costs involved in hosting a live in-person event such as venue, food, accommodation, etc. Hosting a virtual event will result in a reduction of these costs.

3. Unplanned occurrences

If due to some unforeseeable reasons, you had to cancel your in-person event, but all preparations have already been made, you can turn your live event into a virtual one by making a few adjustments and reach an even bigger audience.

Read More: Shift From Physical To Virtual Events To Maximize ReturnsDuring This Covid-19

 

What are the Different Types of Virtual Events

Although all virtual events have mostly similar components, still when designed using different strategies, they give different outcomes. There are four main types of virtual events listed below.

 2.Online Webinars

Virtual webinars allow its attendees to listen to or watch a live speaker from anywhere in the world. For a small admission fee, attendees get to attend webinars that provide a good quantity of information. Videoconferencing software is used to present webinars and do activities such as Q&A sessions, produce a live presentation etc. Webinars can also be watched on-demand after the event concludes. You should use webinars as a way to build your brand and generate content that attracts the attendees.

 2.Virtual Conferences

Virtual conferences involve complex programs that mostly includes breakout sessions, keynotes, and other sessions. Additionally, virtual conferences make use of tools that increase audience engagement enabling their attendees to interact with other members, take real-time keynotes and work on building plans themselves

4.Internal Hybrid Events

Examples of internal hybrid events include department meetings, training sessions, companywide events, product launches, and town halls. For firms conducting their businesses globally, events like these enable them to communicate with their entire organization. An excellent way to host these events is to organize a virtual cum in-person event.

 4.External Hybrid Events

Examples of external hybrid events include conferences, industry meetings etc. These events are held for people outside the corporation. This type of hybrid event is held for attendees who cannot come to the physical location.

 

How to Plan Virtual Events?

After deciding that you want to host a virtual event, the first step is to start planning for it. Planning virtual events is mostly similar to planning an in-person event even though virtual events have a different feel and ambiance. If you have never organized a virtual event, it can get tricky, but do not get intimidated by the thought of it. With proper planning and allocation of resources, you can organize an amazing large-scale virtual event. Here is a list of questions to ask when planning for a virtual event:

1. Will you create the content for a live event, on-demand, or a mix of both?
2. What will be the duration of each session?
3. Which tools will be used by the attendees for purposes of networking, and schedule appointments?
4. After the event, for how long will the on-demand sessions be available to the attendees?
5. Will the event be free or charged?
6. How will you deal with any connectivity issues?
7. Will you create a guide for the attendees that reveals steps to join keynotes, attend sessions, and utilise messaging tools?
8. Have you decided the KPIs for your event as well as building agendas for sessions and feedback forms?

The increasing growth of virtual events produces new ways of connecting with a wider audience. Delivering a top-notch virtual event experience is the only way to succeed in the highly competitive digital space we have today. Newer technologies will always be available that will further enhance the virtual events in the coming years.

Are you planning to host a virtual event in the coming days? To provide a mind-blowing virtual event experience to your attendees, host your virtual event with us at Bizconnect!