An Ultimate Guide To Organizing Virtual Events Successfully!

Posted by Eventure Group on March 23rd, 2021

A virtual event is an event that is held digitally and that involves a group of people on a website rather than meeting in a physical location. The most popular uses of virtual events include virtual trade shows, virtual conferences, virtual meetings, webinars, and more. Most virtual events use programs to broadcast in streaming or tools with which to do webinars depending on the type of meeting they have. 

Why organize a virtual event? 

Virtual events are held for the same reasons as in-person events: to communicate the company's message and generate revenue and potential customers, and drive adoption. It can mean a lower cost for the organizing company both in transport and space, catering, security, and much more. In addition, it allows people from all over the world to interact with each other without spending on flights and hotels. It becomes an easy and inexpensive action to collaborate from virtually anywhere in the world and conduct meetings and business. It can also help attract high-demand speakers who don't have the time to commit to an in-person conference, but are available to deliver a presentation via a quick video call or pre-recorded conference call. What's more,

 Technology necessary for a virtual event. Virtual events depend on technology. Assistance would not be possible without the use of computers and mobile devices. But virtual event technology has more than video conferencing tools. Like an in-person event, virtual events benefit from the use of an event technology platform, which helps promote, run, and manage the event. Here are the most important event technology features to use when running your virtual event.

1. Event website. The event website is used for the promotion of the event. It has the same purpose whether the event is virtual or physical. Your event website is a key promotional tool for engaging potential attendees and attracting them to register for the event. The website of the event must communicate the value of the event, it must have the schedule and agenda of the event, show the speakers, and indicate the option to register for the event.

2. Online registration. Online registration is the first tool for data collection and essential for the event. This tool allows attendees to register for the virtual event, send preferences and personal information. This tool allows attendees to register easily and provides event organizers with all the information they need to plan a great event and demonstrate its success. 

3. Email Campaigns. Sending email campaigns can drive demand for an event and increase registrations, keep attendees informed before the event, and can be used to attract attendees before the virtual event. Email is the best way to communicate with attendees at all stages of the event. Using an email marketing tool allows you to send personalized emails, automate when to send them, and decide who to send based on attendee data. 

4. Mobile application for events. One of the most important pieces of event technology for virtual events is the use of a mobile application for events. The apps work the same in both physical and virtual events, and are available on both iOS and Android. These types of apps  also allows you to view streaming sessions via YouTube Live, it contains a complete agenda with links to the sessions that are going to be presented live and, therefore, makes the content available to attendees. This is where attendees choose which sessions to add and where planners collect data on session popularity and attendee engagement. In addition, the app allows you to virtually promote connections through telematic group chats, live broadcasts that allow you to ask live questions or live voting, private messages, 1to1 meetings, push notifications, QR scans, gamification functionalities such as the Quiz, among others. 

5. Web portal for streaming. The incorporation of the web portal to the platform allows the streaming of the event to be distributed and combined with the functionalities that facilitate participation and interaction among attendees, such as networking and interactive, thus creating a complete virtual event management platform.

Tools for your virtual events, the best solution. Finally, now it is a very good idea to organize virtual events as a digital strategy. We know that virtual events do not have the same power as face-to-face interactions, but the current circumstances in the face of Covid-19 require it and, sometimes, with very little notice. Having the right technology in this situation is a very wise decision and, therefore, creating virtual events can provide positive and informative experiences to attendees. Test it!

If you're looking for an ideal virtual event planner in montreal then your search must end at Eventure. It is one of the best virtual event management companies in montreal. Our virtual events platform, is our response to carry our clients’ events forward. It is our response to the pandemic and, we feel, will change the face of the way our clients produce their events; not just for now but for always.We’ve combined our years of event production experience with our own cutting-edge technology to create virtual and hybrid events.