Virtual Events

Virtual Events and Conferences: The Ultimate 2020 Guide

Gayatri Poswal
• June 23, 2020
Virtual Events and Conferences_ The Ultimate 2020 Guide
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Table of Contents

Introduction

An events organiser’s mind is wired to keep a tab on every worst case scenario possible and alter the plan accordingly. We are certain we speak for everyone when we say that a global pandemic did not tick on our list of potential worst case scenarios. But, here we go. 

In fact, this new reality has made way for virtual events which are being touted as the new normal. If you’re wondering how serious the impact is or how huge the industry is, here’s a little piece of news: Exhibitions and trade fairs alone account for up to 60,000 events in leading 11 countries.

The world of business is witnessing a historical paradigm shift and the events industry is not far behind. We saw a huge number of physical events organize virtual conferences in the first half of 2020 and more are likely to follow. In the recent reports of Cisco, it has been revealed that live videos will be consuming 82% of all the internet traffic by 2021

Some of the major physical events, which otherwise attract people from around the world, switched to hosting online events this year. Online or virtual conferences can not only enable easy accessibility but also are way cheaper than physical events.

The major issue people had with virtual events initially was that it felt more like a live stream than an actual event. When you think of events, you think about the networking sessions, the sponsors, the ability to interact with the speaker, et cetera. But, sadly most virtual conferences during the initial days of 2020 felt like a podcast.

The reason was simple – lack of tech and innovation. The global shift happened so quickly that the online events platform and video conferencing apps became a necessity almost overnight.

But with the increasing number of online events, how would you survive or stand apart from the crowd? How would you generate an audience for your virtual conference when “video fatigue” is a thing? And most importantly, how would you make a virtual event feel like a proper physical conference?

While businesses are now facing many new challenges, this moment also offers a valuable opportunity: to understand the engineering of virtual events a bit more deeply so that you can create a virtual events strategy that’s integrated with your overall marketing plan — now and for the future. We have created the ultimate guide for you to get started with virtual events because they aren’t just timely, they are the future of work.

In this ultimate guide for virtual events and conferences, we will go through the nitty-gritty of hosting, promoting, and tools required for organizing a successful event online.

What Is a Virtual Event?

A virtual event replicates a ‘physical’ location-based event, but online. It allows you to host a global conference, on-demand workout class, product launch, trade shows or recruitment fair from the comfort of your home or office, using only a laptop or mobile and an internet connection.

Virtual events these days have the exact same essence of in-person events such as interaction with the speakers, networking, talking to the sponsors – thanks to the aid of tech-savvy platforms.

Most of the online events are free to attend but the major physical conferences and trade shows which moved online are still paid.

Why Host a Virtual Event?

According to MarketWatch, EdTech spend is expected to reach $252 billion by 2020. And this indicates:

a. People have a strong desire to learn from experts and connect with like-minded people.
b. People are more and more willing to pay online to update their knowledge and skills.

Another survey conducted by Marketing Profs revealed that Facebook users validate the live videos ten times more with their comments than on regular videos on other social media channels such as Twitter, Instagram, and YouTube.

Also, many social media channels have announced that they will soon be launching the ‘Happening Now’ feature on their platforms.

Well, this would help if marketers promote some sort of corporate virtual event on the company’s social media platforms and create a buzz when the event is ongoing. These changes have led many companies to start organizing virtual events for the remote audience.

A large audience gets attracted to virtual events because they are easily accessible and are also budget-friendly. It’s a win-win!

Elements of a Virtual Event

Content is king. But in a virtual setting content is your event. Since a virtual event depends on content, engagement, and data it is imperative to have a high video production quality and great content since these two factors can either make or break an online event.

Some crucial elements that make up a virtual event are:

a. Virtual event/conference platform
b. Live Question-Answer session
c. Live polling
d. Live video recording
e. Live chat
f. Feedback surveys
g. Numerous virtual stages
i. Sponsors corner

While some elements are common to both online and offline events, the key elements mentioned in the list above are typical to a virtual event. In addition to these, tech-heavy video conferencing platforms like Airmeet offer the possibility of virtual one-on-one chat and interactions. So functionalities like “Social Lounge” and “Backstage” meetup are what makes the virtual event experience as close to a physical event as possible.

Types of Virtual Events

Although virtual events have similar components, yet when they are arranged strategically, they yield varied outcomes. Below are the seven main types of virtual events.

1. Virtual Events and Conferences

Virtual events and conferences are the closest things to their physical counterparts.
They give you a complete experience of in-person conferences as these conferences are created considering the agenda that incorporates sessions, keynotes, breakouts, and much more. Virtual conferences comprise multi-session content as well as community engagement tools.

While the event is not much effective when it comes to lead capturing and networking as an offline event, virtual conferences give attendees access to view keynotes in real-time, lets them build plans and create their agenda using the relevant and trending content and interact with other attendees as much as they want.

If you’ve never organized an online event before, it is easy to get intimidated by the whole idea of it. But, good planning and strategic allocation of resources should be good enough to help you plan and organize a large scale virtual event.

2. Webinars

Webinars and podcasts have been on the rise for a couple of years now and rightfully so. The amount of information you can gain from such events is massive. On top of that, the time commitment is way less than a virtual conference.

Organizing webinars allow you to invite attendees from across the globe to sign up and join the event. It usually has one or more speakers who present the content.

The webinars can be offered for free, or companies can charge the attendees for the same using online payment methods. To host webinars, you can use video conferencing tools that enable you to conduct Q&A sessions or have the potential to present live or pre-recorded clips.

You should typically use webinars to build your brand and produce some high-level top of the funnel content. These are a great way to gain traction online as they are sought after due to their value proposition.

3. Online Workshops

There are many institutions out there that offer courses online for overseas students. This is one of the most popular types of virtual events wherein participants learn a new skill. In this type of event, the trainer can solve the queries via live Q&A sessions, present the content via share screen feature, and have one-on-one sessions with the students.

In such an event, students can also attend online classes that offer course material in the format of videos, exercises, and practice mock tests. It grants students the option to personalize their dashboard.

4. Virtual Community Meetups

If you’re willing to find your tribe and build real connections, virtual meetups are the types of events you can host or attend. Just like social media communities, virtual community meetups are the best way to connect with like-minded people but in real-time

5. Virtual Music Concerts

Are you a music lover and miss the opportunities of attending amazing music concerts because of the geographical location? Well, you would love this type of virtual event then. You can attend live music concerts while sitting back in your home.

Yes, you can organize/attend music concerts virtually. Artists, too, have an option of live-streaming the event either from the comfort of his home or from a studio.

6. Ask Me Anything (AMAs)

Ask Me Anything are the sessions conducted with industry experts or guest speakers. The sessions are conducted in a unique way of interview form wherein the guest takes questions from the attendees during the live session or answers the questions taken before the event.

7. Virtual Trade Shows

Hosting virtual trade shows can bring many perks to the companies launching new products as they can grab audiences from across the globe. Such type of event allows networking with industry partners, and organizers get a perk of garnering LIVE feedback from the attendees.

Also, you would like to read – 6 Types of Events You can Host on Airmeet.

Line of Difference Between Offline and Virtual Events

Events have always been an amazing source of networking. Since the inception of the ideology of the virtual events has emerged, it has changed the future of the events industry phenomenally.

If you’re imagining and comparing virtual events with the not-so-interesting long webinars with almost zero interaction, then you’re going all wrong! Because nowadays, virtual events have gained immense popularity as they offer you no less than what you get in an in-person event that too without flying from one corner to the other.

But our point here is to determine how virtual events and offline events lack resemblance to each other. While we’re talking about the differentiation between the in-person and virtual events, there are several factors that we can base their differentiation on.

We can kick it off with the most basic and common one. Offline events can attract more attendees with its bright-eyed and bushy-tailed destinations and with assuring networking on expansive terms. In contrast, virtual events woo their audience with their content and intuitive virtual event software that they’re hosting the event on.

If we generalize the concept of networking, it is believed that offline events have a wide scope of networking. Still, I see that virtual events offer you to expand your network on a wider scale, oh yeah, this statement is contradicting our above one, but if you contextualize in terms of virtual networking, it sounds true, isn’t it?

However, offline events offer you multiple content options, but virtual events keep it organized and offer concurrent multiple content options, cool, no?

You bust a gut to have engaging sessions at virtual events, but once you achieve it, then you can blow your own trumpet. Feels good, right? All it takes is creativity and a high-tech platform to create a noteworthy impact.

Now it’s time to purge the old cliché that virtual events will never be able to provide attendees with the same level of face-to-face interaction as offline events as with impeccable technology, virtual events can give the perfect experience of visualizing networking and real life-like interaction. Not just the impeccable technology but also careful planning and massive data and agility contribute their bit.

Important Tips for Hosting Virtual Events: The Ultimate Checklist

Let’s be honest, planning, and organizing a virtual event is not easy. Especially if you’re just starting out or have no experience in the online event space. Physical events shifting their conferences to virtual platforms still have the experience of organizing large-scale events.

With the world under a lock-down, the number of virtual conferences and podcasts have been on the rise. If you want to leverage virtual events for your brand in 2020, this is the only checklist you would need. The following list mentions all the pre-event activities that you must do.

Activities Before The Virtual Event

1. Define your why & set clear goals

You should have a strong WHY for creating your event. What we mean by that is that whether your event is big or small, that doesn’t matter, but it should have a solid strategy in place beforehand. It’s always easier when you start with a key goal and concept. The rest gets taken care of as you proceed.

If you do your planning properly, it’ll be much easier to put things in place during the actual event. By planning your event, we mean literally everything — straight from which speakers do you want to the format to the after-party, everyone loves a well-planned event.

It is also extremely crucial to set clear goals and objectives for your virtual event. How will you measure success? Break down the main goal into small measurable goals and assign it to your team members. Your entire team should have their KRAs and KPIs to determine how successful the event was.

Also, read Create a Killer Marketing Plan for your Virtual Event.

2. Plan a budget for your virtual event

Planning a budget for anything is a complex task and is crucial, but the story turns out to be different when it comes to virtual events. Shifting from hosting in-person events to virtual events showcases the learning curve of the event organizers. 

Why a learning curve? When you transform from hosting offline events to virtual events, you will lose many things that you were used to, and you’ll come across many new things that you’ll probably get used to quickly. 

But here the question pops up: how would you plan and calculate numbers when it comes to virtual events? So, if you’re muddled about planning a budget for your virtual event, then you must follow a defined process for this to determine that the planning that you’re on doesn’t seem to be unrealistic. 

To know the entire process, you must read here: How to Plan Budget & Expenses for a Virtual Event? and open your keep to start jotting down the important pointers.

3. Decide on an event format, theme, and the concept

Okay so you have decided that you will do a virtual event, you are ready with your plan, goals, and budget — the next step is to actually finalize the event format.

The event format is basically the “type of event” you are looking to host. As already discussed, here are a few types of events that you can consider:

  • Virtual Events 
  • Online Conference
  • Webinar

Also, do decide on a theme and concept as well. Your theme can encompass everything related to the design whereas the concept will be all about the timings, speaker engagement, et cetera.

4. Start talking to speakers

Getting speakers for your online conference would be the next biggest task. You should ideally start by dumping all speaker ideas on a spreadsheet and ask your team members to send 3-5 speaker ideas each. Once you zero in on the speakers you want for the event, start reaching out to them.

Let’s be honest, it’s not at all easy to get speakers if you’re starting out. You will face rejections, time constraints, no replies – but keep at it. Try to get speakers with at least a considerable amount of following on LinkedIn if not the “LinkedIn influencers”. 

If you’re organizing a webinar, then it’ll be much less hectic as you’d be good to go with 1 or 2 speakers. But for a virtual event, it’d be a tad bit difficult. There’s a possibility a lot of speakers would ask for monetary compensation in return for their time. Whereas, some speakers might just be happy with the user registration data.

This is something that you have to figure out – which ones you would want to go after. All we can say is, use your budget wisely!

5. Find a virtual event platform that suits your needs

If you want to replicate the experience of a physical event to your virtual conference or event, choosing the right platform is very critical. Most people don’t think about this until the very end. Especially people who are hosting an event for the first time, knowing about your platform is very important.

How do you know if a platform is right for the kind of event you’re organizing?This will be answered by the event format you have fixed upon. If you want to host a virtual event that feels exactly like a physical event, consider getting a platform like air meet. An Airmeet event is the next best thing besides a physical event.

You have the option of multiple stages, 1 on 1 networking sessions during breaks, social lounge, raising hands for Q&A, and much more. Consider getting an online event platform that has all these functionalities.

6. Know your target audience and fix a date and time likewise

This point might seem very basic and/or vague but you need to put some thinking behind fixing a date and time. Firstly, know your target audience.

Is this a B2B or a B2C event? IS this for techies or for marketers? Can anybody join the event and learn something from it or do you need to have a certain degree of knowledge before you join?

Once you have answers to all these, you’ll know who your target audience is. So the next question is why do you need to fix a date and time keeping your target audience in mind, right?

Let’s take an example. Suppose you’re organizing a virtual conference for sales professionals/directors. You would want to select a date that is prior to the middle of the month. As salespeople have targets to meet and have a huge rush during the last 10 days of their sales cycles, you wouldn’t get a lot of audiences.

Similarly, think about the time and day of the week. If you’re expecting an audience from multiple countries with a huge difference in time zones, consider splitting up your event into 2 sections.

7. Promote your virtual event or conference

This point is a no-brainer. You can’t expect people to pour in unless you promote your virtual event. In fact, the biggest mistake that most organizers make is they expect the speakers or “influencers” will bring their own audience with them. However, in reality, that number is very less.

No matter what, you have to allocate enough resources and time to promote your event. The way you promote your event depends a lot on your Goals and business KPIs.

Make use of events aggregator platforms like Eventbrite to list your event. You can also run social media ads via Eventbrite to better optimize your campaigns.

Needless to mention, use social media extensively to promote your event. Be it Facebook, Instagram, Twitter, create some thumb-stopping content around your event. Social media will give you a great boost in registrations.

If it’s a paid event or if you’re expecting a lot of demos/product sales post events, you can also run Ads to get registrations. Design a stunning landing page for your virtual conference, fill it up with relevant details, clickbaity titles, proper CTAs, and drive traffic to that page.

If you’re hosting a B2B event, consider getting at least 1 sales rep/Outreach specialist/Lead Gen to run outreach campaigns. These campaigns work wonders for B2B events where you’re looking to generate business leads/ schedule demos from the event.

Email marketing works great for virtual conferences as well. Also, use miniature event banners as your email signature so that people can click on your signature in order to register for the event.

Also, read – Effective Icebreakers for your Networking Event.

8. Get sponsors, if you can

Is it difficult to get sponsorships for a new event? Yes. Is it impossible to gain sponsorships though? Not really.

If you are smart with the way you present your event and the way you leverage your brand, getting sponsors won’t be a huge deal. Sponsorships will help bear the cost of the event especially if you’re getting speakers who charge a bomb.

Create a nice and sleek presentation deck that mainly answers the “why your event” and treat it like you would treat a pitch deck. It can be of many kinds though.

You can either have Silver, Gold & Diamond sponsorship packages. Or you can have Title sponsors, keynote sponsors, etc. You can also do a barter collaboration where maybe you can display their name as sponsors and in return, they promote your event.

There are a lot of options when it comes to getting sponsorships, you do you.

9. Plan your content from before-hand

By planning your content from before-hand we mean plan everything from before-hand. Be it your speaker introductions, in-event product demos, Live polls – you should have everything planned and jotted down.

Bonus Tip: You should always keep a set of Q&A questions ready with you. Gather questions from social media as well as from your registered attendees. If you don’t see much engagement during the event, you can ask these questions to the speaker.

10. Do a test run before the actual event

Ideally, you should do a test run before any event that you host. Running a mock prior to the actual event, helps you check if there’s any discrepancy or not. Check the camera positioning, lighting, voice quality, internet stability everything during your mock run.

Bonus Tip: You can do a meet and greet session with the speakers a week prior to the event. This helps break the ice and you get familiar with the people you’ll be hosting. Discuss all technical details during this meet and greet session.

Well, the biggest takeaway from this is - ‘Quality Over Quantity.’

Well, the biggest takeaway from this is - ‘Quality Over Quantity.’

Activities During and After The Virtual Event

Now that we have covered the pre-event activity checklist, it’s fair to discuss the kind of activities you can expect to be done during the actual live event. Keeping these tips in mind will help you avoid hiccups during your virtual event.

1. Make sure the necessary accesses are assigned

While you go live with the event, make sure you have proper access given to anyone managing or speaking at the event. If you have moderators manning the Q&As, Live polls, or sponsors doing live sessions, make sure everyone has the necessary access. The speakers should have a seamless experience while getting added as the presenter.

2. Make sure the sponsors’ booths are set

If you have sponsors for your virtual conference, make sure they know what to do and when to do it. A lot of online platforms have a separate section where an attendee can virtually “visit” a sponsor and take a demo of their product during the course of the event. Some platforms also have functionality that allows sponsors to do live sessions.

Either way, make sure your sponsorship partners know what to and especially when to do it.

3. Encourage engagement

Don’t expect that the attendees of your event will start engaging by themselves without a little pull/push. That is an ideal situation and if it happens – very good. But, you should have some tricks up your sleeve to boost engagement during the course of the virtual event.
There are a bunch of ways by which you can encourage attendees to engage during the event.

Encourage people to post their questions in the Q&A or chat section of your online event platform.

Allow 1-2 attendees per session to raise their hand and ask questions live during the event.
Almost every platform will have some kind of polling features – make the most of it to boost engagement. Encourage live tweeting during the show.

Get people to network during the event breaks.
When the event commences, you can start by asking people to post where they are from.
Send a feedback form at the end of the show.

4. Product demos

This point is totally optional. If you have quite a bit of an audience, then you can consider giving a short demonstration of your product in between one of the breaks. The idea is simple: you have a focused audience in front of you, so why not make the most of it? A lot of companies have seen a good number of one-on-one demos scheduled after that in-event product demo.

5. Keep the audience entertained

What is worse than an audience which doesn’t engage? An audience who is bored.
Keeping the audience entertained and engaged should be on the top of your priority list at all times. Let’s be honest, you don’t know how the speakers are going to present, right?

There will be some speakers who’ll bring in the maximum energy, whereas there are some speakers who won’t be able to match up to that sort of energy. You cannot risk your audience getting bored. The moment your audience starts getting bored, you will notice drop-offs.

6. Arrange for an after-party, if your budget permits

After parties are a great way to end any event. More so, because it gives you a feel of an actual physical event albeit virtually. Search Engine Journal hosted a smashing after-party to their online event – the SEJ e-summit and it was a blast. Everyone loved a DJ session to end a 10-hour long virtual event.

See if you can allocate some budget, an after-party is indeed a great way to end your online event or conference.

7. Stay connected

After pouring-in your time and effort into creating that perfect virtual event, ensure to stay connected with your community and follow-up for feedback. This will ensure that you learn from your mistakes (if any), remove any loopholes that may arise in the future, and also curate the data.   The following action steps will help you with this:

  1. Create a Facebook group: Make use of this space to monitor for any questions around the presented content. Be sure to also encourage your speakers and community moderators to engage with the attendees.

  2. Send a post-event mail: It is a good practice to incorporate the recorded video of the event in this follow-up email, photos and/or infographics that you think the attendees could reap some benefits from, highlights from the events, details about your next event, and a short survey for attendees to share their experience and suggestions (if any) for your following events.
  1. Collect the data: How many people joined the session? What are the most important insights from your survey results? What anecdotal stories came out of this experience? Use this data to improve and build out your next event.

Tools and Technology To Host Your Virtual Event

As we know that virtual events rely entirely on technology, the event technology platform renders the virtual events with perks as it helps the organizers in terms of promotion, execution, and management of the event.

Well, below are some essential elements of the event technology that you must use while you intend to organize your virtual event.

• Event Website

The event website is one such element that has the utmost importance as it is used to promote your event. Regardless of the fact – whether the event is offline or virtual, it serves the same purpose.

Your event website is the key to the promotion of your event, and with the help of your website, you can attract attendees and make them register for your event.

Therefore, it’s essential to build a website that conveys the value of your event to the audience, comprises the schedule of the entire event, must introduce the speakers, have the best possible FAQs and easy registration process.

• Registration

Registration is one such element that contributes to your data collection. What does registration do? It allows the user to register for the event, collect preferences and personal information, and take the user to the payment gateway.

There’s an online registration tool that enables the attendees to easily register for an event as it has a simplified process. It also provides planners and marketers with massive data that will help them to plan an ideal virtual event and make it successful.

• Email

Email marketing can help in generating awareness about the event and has the potential to gain a good amount of attendees and will constantly keep them informed about the event, and this will later increase the engagement as well and help generate feedback surveys.

Emails are undoubtedly the best possible way to communicate with the attendees. If you use an email marketing tool, it will deliver personalized and branded emails also. You can automate the emails to a particular date, time, and the recipient address as per the attendee data and render click-through metrics and open rates.

• Mobile Event App

The mobile event app is another significant event tech as it contains an online event guide. Mobile event apps are the tools that work on mobile phones and web browsers and become the knowledge hub for attendees.

This element allows the attendees to handpick the sessions to add to their agenda, and planners collect data on session prominence and participant engagement. With the help of these tools, attendees can connect and get active networking virtually.

• Event Feedback

How would you get to know if your event was a success or not? Feedbacks, always. It is the feedback that brings you the reactions of the audience or attendees.

To conduct-post event surveys, you must use event feedback tools that will help you know what scale your event has been rated on. You can also use event feedback as a tool to gain virtual leads and convert them to sales.

• Integrations

Got numerous attendee data? Now it’s time you share that data with your event tech system and the virtual platform. Secure integration also allows the data to be shared with the marketing automation and CRM system.

Using integration tools, you can keep your attendee data in one place and can, thus, generate more leads in an organized and easy-peasy manner, and analyze key insights from the event.

Also, read: Using Airmeet for Hosting an Online Event? Presenting the 5 Most Popular Features

KPIs To Measure Virtual Event Success

You should always have some goals attached to anything that you do in a company. Treat online events as just another marketing campaign as far as your business KPIs are concerned. Here are a few KPIs that we think should be common for any event organizer:

• Brand awareness/Brand building

Brand building is the most common KPI people have with online events. How do you measure if you were successful in brand awareness? Look for media mentions, people talking about it on social media, referrals, and repetitive attendees for future events.

• Generating leads/revenue

Generating leads from events is imperative for B2B events. If you are not generating leads for your product then there’s no point hosting a massive event. Measure success with the number of leads generated and the number of product demos scheduled.

If you’re an event company, then your KPI should be the revenue generated by your sponsors and partners and the revenue generated by you thus.

• Getting in front of more speakers/influencers

Another great way to measure virtual event success is when speakers want to collaborate with you on their own. We’ve seen so many successful events have speakers flocking to them for future events. This is an instant measure of success.

With all these KPIs in place, it is also required to mention that you won’t achieve all your KPIs or even half of your KPIs with your first event. You need two to three events to build that brand, to get the best speaker portfolios, to get that gold sponsor, and to get thousands of registrations and attendees.

Building your community is just a step away.

You’ve made it! You’ve gone through the basics of virtual events, but we know it’s not that easy. That’s why we at Airmeet have made it easy for you to help connect you with your communities in your virtual background as well as around the world.

This is a new world, and we are just a click away to face it together as a community.

Conclusion

Are you planning to host a virtual event? To provide an in-person event experience at the virtual event to your attendees, host it on the Airmeet platform, and get an excellent experience of hosting a virtual event.

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Laszlo Szemelyi
Laszlo Szemelyi
9 months ago

Great guide, thank you guys! I browsed through with enthusiasm and consent. As a suggestion, I think

  • readers would appreciate some suggestions on tools to host,
  • it is important to include a section for speaker coaching, as many of the speakers need to be trained in the tool and sometimes also regarding their appearance and interactivity.

In my experience virtual events usually attract more people than physical ones mainly because of instant availability (no need to travel or block whole days in the calendar), but you should make sure the value-for-money is set right.

Shushank
Shushank
7 months ago

This blog is useful

erica alitiem
erica alitiem
5 months ago

Interested in learning more – is there a contact that I could connect with?

Sanchi
Admin
5 months ago
Reply to  erica alitiem

Hello Erica 🙂

Thank you for reaching out. You can connect with us at [email protected]

Sanchi
Admin
5 months ago
Reply to  erica alitiem

Hello Erica 🙂

You could reach out to us at [email protected]

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3 months ago

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