Double Your Virtual Event's Success This Year With These 8 Steps

Thanks to 2020, virtual events are in rage right now,  Virtual events offer limitless ways to build your name and find your community even outside your city, creating contacts and rapport with multiple audiences, broadening your base, and entering different areas with coordination...

Everybody is hosting a virtual event. However, not everyone is getting the desired results they want out of them. There needs to be hard-core planning from the moment you decide to host an event online, from getting the word about your event out to polishing up your content to present yourself in the best way possible by doing the groundwork required beforehand and finally host a successful event.


We’re here to show you a way through to host a successful online event in 2021. Read on and find out.

1. Finding your ideal virtual event platform
2. Empowering Sponsors, Exhibitors and Attendees
3. Engagement features in virtual event platforms
4. Marketing strategies
5. Content for your domain
6. Prepare a cohesive agenda
7. 24*7 Customer Support
8. KPI target setting

1. Finding your ideal virtual event platform

Your goal as a virtual event organizer is to give your attendees the best virtual experience. While keeping in mind the average screen time of virtual events, your attendees should have access to informative sessions and utilities that can maximize engagement and real-time interactions with their solution providers.

Your hosting partner is the one primary factor that will decide whether your event will be a successful one or not. There are many factors to be considered before you choose your hosting partner.

In order to overcome inevitable tech issues and event-day bottlenecks, you have to consider customization, scalability, level of technical support at the least, while looking for a provider.

Finding the right virtual platform, capable of tailoring your virtual event such that it achieves its vision, mission and desired outcomes, is the first step. 👉 How to find your ideal virtual platform.

2. Empowering Sponsors, Exhibitors and Attendees

With the advent of virtual events, sponsors have a better chance to increase brand visibility given the nature of a global online audience in attendance – which is why virtual sponsorships are doing rather well - even during the pandemic.

Your aim as an event organizer is to provide all the tools necessary for sponsors to engage with their prospective customers. A few ways how you can help your sponsors get more traffic include:

Delegate lists, questionnaires, and lead capture

Preparing a pre-qualified delegate list with confirmed solution requirements and a clear buying strategy will help your sponsors secure new clients or enhance existing ones at your event.

Sending out an effective questionnaire or a feedback form will help you find out what your attendees are looking for exactly.

Sponsor banners

Branding and Sponsorship is a powerful method to maximize screen real estate by providing ample branding opportunities at key touch-points.

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To keep your sponsors in the lead and noticeable during the online event, you could  design logos and make sure it is visible on all templates, forms, and reference pages.

Announcements of their latest solutions

Gamification is an excellent approach to improve engagement between attendees. Create various contests, announcements, polls, or small hunt games with rewards from your sponsors to the attendees, so the attendees work their way towards the reward and get familiar with the sponsors too.

Press Release and Media Partnerships

A special mention of your biggest sponsors in a press release or weekly newsletters can put a big smile on your sponsors' faces.

Giving them credit in your blogs or advertisements or even announcing their on-boarding will keep your sponsors coming back for more, now that you have maintained a good rapport.

Interactive Virtual booths

Your exhibitor is looking for maximum ROI at your event. You can Increase traffic and drive engagement with attendees by giving your exhibitors a wide range of interactive features, aesthetic designs and superior branding at their virtual booth.

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Virtual booths and expo halls are the best places for your exhibitors to discover qualified prospects. Exhibitor booths can be optimized for maximum interaction such as:

  • Enabling attendees to pick digital business cards
  • Viewing and downloading brochures
  • Talking to representatives in real-time
  • Meeting with exhibitors via text chat or video calls
  • Display product demo videos

Event listing 

There are many event listing websites that offer listing services to access an audience of regular event-goers. Try listing your event on multiple websites to get the word out about your event. This will help in increasing sales and will also provide credibility to your event.

3. Engagement features in virtual event platforms

There are many ways you can bring in the real human-connection elements in virtual networking. With the right approach, event organizers can recreate unique event experiences and redefine networking even in a virtual format.

Designing your virtual event platform for maximum engagement can help you get a good response from your sponsors, speakers and attendees.

Some techniques include creating an immersive online networking environment that supports features such as dedicated virtual Networking Lounges, Speaker Zones, multiple Expo Halls and booths and Virtual Boardrooms to name a few.

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You can also elevate the experience of your attendees by integrating smart features such as a virtual briefcase that allows attendees to save and download session notes, media or documents;  social media integration for smart networking and an automatic business card collector.

👉 Read more about 10 Essential Features to Look For in a Virtual Event Hosting Platform

4. Marketing strategies

Improving your engagement rate and getting across to your customer base can prove to be one of the most arduous tasks. You’ll need to strategize your marketing techniques that prove beneficial not only for the event but your sponsors too. 

The easiest way to go by is to promote your virtual events using social media platforms, listing your event on free event listing websites to reach a wider audience, enabling partners to promote your virtual event and email marketing.

5. Content for your domain

Your domain or website should not be left behind in any way. Create attractive posts and templates for your domain, keep up with the trends, use hyperlinks and written captions to capture the attention of the audience provided with the templates and posts for different platforms.

Approach multiple moderators and team members to promote the event on every platform along with the main domain. Create a user-friendly interface of the website and keep it updated at all times to not miss any potential customers trying to register on your website.

6. Prepare a cohesive agenda

To improve event experience, structuralize and segmentize your virtual event’s agenda. Focus on preparing a cohesive and user-friendly conference agenda which can help attendees bookmark their favourite topics and get notifications on upcoming sessions.

Agenda


Also, include networking breaks for participants to have discussion windows to ensure proper engagement throughout the event.  Structuring and segmenting your event is crucial for the easy flowing of events from the start to the finish. Once you picture a rough structure of the event in your mind, then expand your goal to specify your targets.

Set a timeline for your event. This will help you figure out how much time you have for each of the segments.

7. 24*7 Customer Support

A highly-experienced back-end support team is one of the most critical aspects of your event. Your staff/team members are basically the people helping you sail through your event seamlessly. It is important that your virtual event platform has a 24/7 Help Desk with a dedicated team that can assist you or your attendees with queries.


Helpdesk


Your customer support team should be thoroughly briefed about the purpose, and goals of your event. Do a dry-run of your event with the customer support team and create practical scenarios for running the event for all the attendees. This way you will face minimal bottlenecks or challenges on the day of your event.


8. KPI target setting

Key Performance Indicators or KPIs help in keeping your objective clear. Set up short-term and long-term KPIs. However, setting them is not enough, you’ll need to assign them to every member at each stage to ensure your goals are being met, and if not, what factors are affecting the unsuccessful goal. Your targets must be specific, like keeping attendance on track, then review the targets and progress with your team at the end for a successful event. 

It’s essential that targets are communicated across your moderators, and that every member knows what the targets are. It ensures coordination and theme setting for the event. Monitoring the performance and responding at the moment means that the members are more likely to achieve their goals.

Put up polls on various platforms to increase engagement for your event and broaden your audience. Include your event in event packs. Create snippets and intro videos and share on all platforms available using long-tail keywords.

Get in touch. Book a free consultation with us.

About Vmeets: Vmeets is a modern digital experience platform for immersive and interactive virtual events that create real engagements, deliver data, and drive revenue.

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