Our Top 10 Tips to Help you Host A Successful Virtual Medical Conference in 2021

 Our Top 10 Tips to Help you Host A Successful Virtual Medical Conference in 2021


The pandemic resulted in a lot of companies going the virtual way with their meetings and events. Medical and Pharmaceutical companies are no exception, they are now hosting virtual medical conferences.

In today's world, where patients are able to consult doctors through video calling from their homes, a medical meeting or conference can be organised efficiently on a virtual conferencing platform.

The pharmaceutical and medical companies regularly host important business meetings and conferences, intending to expand their connections and generate business revenue.

Hosting medical virtual events can prove to be a difficult task for first-time virtual event planners. The key to hosting a successful Virtual medical conference is comprehensive planning and meticulous execution. We have compiled a list of our top 10 tips to help you host a successful virtual healthcare conference in 2021.



1. Planning is everything

Early Planning needs to be done to ensure that your online medical conference is organized and work is divided appropriately between team members. Every function from securing speakers and advertising the conference to engaging the audience, should be done within the time limits. Make it easier for the attendees to navigate the software, and also make sure that the team gets a rehearsal done in case they are using the platform for the first time. Keep checking if the camera and microphones are working properly. Try to have a variety of speakers and multiple sessions onboard and decide the timings appropriately. Schedule breaks between the sessions, this is a great way for both the audience and the attendees to relax.


2. Considering e-patients when hosting a virtual medical conference

Do you know your e-patients? They are the ones who stay updated on various information on improving their health, trends and facts of medical science along with new & advanced methods of treatment and ways to lead a healthier life. E-patients use digital resources to read this information.


They tend to use various platforms to gather insights on things affecting their health. It is advised to target these attendees along with others. After thorough research on factors like their locations, their aims and health problems they are facing, it is important to strategise and send invites to them.



3. Enhance Audience Participation by promoting your event on social media channels

An amazing and effective way to promote your virtual health conference is by promoting the event extensively on social media. Use an event hashtag strategically to enhance audience interactions on social media channels. People love sharing their stories and experiences online, and you can ask your event attendees to share about your event, it’ll be like a testimonial. 


Another way to attract engagement is by live streaming your virtual event on Facebook and YouTube Live. Also you can create groups on Facebook and LinkedIn for your medical conferences online. Focus on engaging the people of that group by sharing valuable content. 


Create interesting discussions and interactions going on your social media even after the virtual medical conference is over.


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4. Develop Audience specific marketing strategies

Invite people to your virtual medical conference and engage them. Marketing gives you the opportunity to reach a diverse global audience. There are segments of the target audience who will be primarily interested in attending your medical conference. These are:


– Medical Industry Experts

– Health employees

– People working at hospitals, and health institutes

– Scientists and Researchers

– Caretakers and E-patients

–  Medical Journalists


You may have to opt for different marketing strategies to reach these groups as they consume different kinds of content. They also have different networks and interests. Research and get data on your attendees and then curate a marketing strategy keeping that information in mind.


5. Ensure that your attendees are entertained through fun activities

Another absolutely amazing way to build interest for your conference, is by incorporating fun and engaging activities for your attendees. Ask your audience to participate in conversations with the speakers and each other. Host fun quizzes, live polls and QAs for your attendees. Announce the winners and offer gifts and incentives like vouchers etc., to enhance their engagement level. 


6. Research papers should be collected from the speakers

This is an important task of your complete conference planning and management activity. This task needs to be done with extreme precision and then reviewed for the selection process. In a medical virtual conference, your speakers will mostly be from the same medical background. To provide valuable content to your attendees, you will need to assess their research papers and then nominate them. Going virtual means that with the new technologies, this task will be done smoothly.


You can provide your speakers with the following informations:

  1. Mention the dates and criteria

  2. Give a clear outline of how you want them to present the content to your audience 

  3. Take guidance from industry experts to select the best speakers 

  4. Communicate with your speakers for the next steps clearly.



7. Use Augmented Reality/Virtual Reality abundantly

Virtual Reality has a tremendous potential to create virtual events with features like entertainment and gaming. The sooner the event organizers realise its potential, the better. Incorporating Virtual Reality requires a lot of planning and technology. Virtual Reality offers so much more than just slides. It can create an engaging experience for the attendees and deliver amazing results. Gone are the days when conferences were done with the same old slide system. With innovative new technologies, immersive virtual experiences can be created that leave a long lasting impression on the minds of the audience.


8. Create content that brings value to the attendees

Virtual healthcare conferences aren't like the business and sales conferences. Your attendees will expect to receive a maximum ROI from your event. 

Creating attractive content with illustrations, graphics, stories and videos, can help ensure that your content is easily understood by the audience. Try to avoid any medical jargons, and provide content relevant to their backgrounds and interests. Create different content for different types of attendees. 


9. Digital Networking Opportunities 

Virtual healthcare events provide digital networking opportunities for attendees and speakers. A virtual conference should offer a two-way communication mechanism so that people not just gain information but are able to expand their networks and build long-term relationships with like-minded people. Biz Connect offers a virtual platform that enables the attendees to interact with each other through the networking lounge, one on one meetings and exchanging business cards.


10. Follow up with the audience by collecting feedback from them

Lastly, don’t forget to collect feedback from your audience and speakers. You need to do this so that you can work on improving the experience of your next virtual conferences. Constructive feedback gives a clarity of what should have been done in a better way. Delivering an engaging audience experience and valuable content is the main aim of your event It is important to create a simple feedback collection plan. 


Following up with your audience after the event ends is equally important. Use the social media channels to respond to their feedback and communicate with them in a more responsive way.


Keeping all these tips in mind, create a bulletproof plan for your virtual medical conference. Explore all the possibilities you can tap into with newer innovative technologies. List down all the tasks and assign them to the team mates for better management. Step up and make it a goal to deliver the best ever experience to your event attendees. With the power and capability to host virtual events of any scale and size, Biz Connect has successfully hosted several pharma virtual events, virtual medical conferences, healthcare virtual events and more.



This article came to you from Biz Connect Events, a leading virtual events agency known for creating hybrid and virtual events without limits. From shaping a holistic approach towards planning and execution to a proven record of designing and delivering corporate events – our success stories speak volumes about us, as does our diverse clientele. We conceptualise the event based on your first Teaser's needs to the final Giveaway, Branding, and communication to deliver and reinforce the key message to your TG. Top Management attention on End to End planning with our team, which has managed more than 40 virtual events in the last two decades across 40 Countries, go hand in hand on the path to achieve sustainable operational excellence


 If you want to know more about Virtual and Hybrid events, contact us at contact@bizconnectevents.com or Call +91 6363556547

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