How To Organise A Successful Virtual Conference
In this article, our expert event management team share their insight on how to create a successful, engaging and rewarding virtual conference or sales kick-off.
Recent years have seen a dramatic and almost exponential increase in the popularity of virtual conferences.
Advances in technology have massively enabled the ease of planning and managing virtual events, all of which are great for keeping remote workforces connected.
However, it would be a huge mistake to become complacent and believe that organising a successful virtual conference is simply a question of sending all the delegates a Zoom link!
With any conference event, virtual or live, the same principles apply. And it starts with planning.
In this blog, we’ll be exploring our conference managers’ top tips and tricks on how to run an engaging, informative and ultimately successful virtual conference event.
What is a Virtual Conference?
Virtual conferences are events held in a virtual capacity where all of the delegates attend remotely.
A good virtual conference allows delegates to attend talks remotely, engage in panel discussions, network in breakout rooms and interact in polls and Q&As, all from the comfort of their own home, wherever they are situated in the world.
Virtual conferences are hosted entirely through the internet and can either be live or pre-recorded, depending on the client’s preference and goals.
Additionally, they can be streamed to many different platforms, some of which include:
- Internal company servers
- YouTube
- Custom built websites
What Are The Benefits Of Booking A Virtual Conference Event?
Virtual conference events are reshaping how we connect, collaborate, and foster a sense of community.
By booking a virtual conference event for your organisation, you’ll be unlocking a plethora of advantages that will propel your team forward.
Here’s a look at just a handful of benefits that await:
- Cost-Effectiveness:
You’ll save a substantial amount on venue hire, catering, and travel expenses. The financial savings can be significant, especially for small to medium-sized enterprises. - Global Reach:
Your conference instantly becomes accessible to attendees from around the globe. This inclusivity broadens your network and allows a diverse range of perspectives to converge. - Convenience:
Attendees can join from the comfort of their homes or offices, requiring just an internet connection and a device. It’s an uncomplicated, hassle-free experience. - Flexible Scheduling:
Without the constraints of a physical location, you can schedule sessions across different time zones, making it easier for international participants to engage. - Environmental Responsibility:
By reducing the need for travel and the use of physical resources, you’re making an eco-friendly choice that demonstrates your commitment to sustainability. - Robust Analytics:
Virtual platforms provide insightful analytics that help you understand attendee behaviour, engagement levels, and other valuable metrics which can be instrumental in refining future events. - Enhanced Networking Opportunities:
Advanced online networking tools create a conducive environment for building meaningful connections. Attendees can easily reach out to others, join discussions, and participate in virtual networking lounges. - Interactive Experience:
Virtual events are not just about watching presentations. They offer a variety of interactive features like Q&A sessions, polls, and breakout rooms, ensuring an engaging and interactive experience. - Content Longevity – post-event content:
The content created during the conference can be accessed and referenced long after the event has concluded, providing ongoing value and resources for your community. - Customisation and Branding:
You can customise the virtual environment to reflect your brand’s identity, creating a unique and memorable experience for all attendees.
By moving to a virtual conference model, you’re aligning with a modern, efficient, and progressive approach to professional development and networking.
It’s about fostering a global community, embracing diversity, and driving forward on the path of innovation and growth.
How Does a Virtual Conference Work?
Similar to a live conference, most virtual conferences and sales kick-offs will require you to sign up online using your email address.
However, unlike a live conference, instead of being sent an email with your ticket information and information on how to get to the venue, your virtual conference event will send you a link where you will be able to join the virtual conference event once it starts.
A start time will be communicated to you, and all you need to do is click the link and log on to start being a part of the virtual conference.
There are all kinds of different event technology options you can access when organising your conference or sales kick-off event.
From Metaverse creation to virtual studios and even hybrid setups.
If you are attending a metaverse-style conference, you may be given the option to create your own avatar.
Then, using this avatar, you’ll be able to navigate around the virtual conference event.
This is a great way of feeling like you’re engaging with the conference as well as other delegates around you.
However, for many virtual conferences, delegates are only required to enter their name when signing in.
Attendees will need access to the internet, a computer and a webcam to be able to interact in most virtual conferences.
Once they’ve logged onto the virtual conference, it will be very similar to a live conference, with guests able to attend different talks and panels and network with one another.
What Platforms Can You Host Your Virtual Conference On?
As virtual conferences have advanced in technology, so have the platforms you can use to host them.
For a successful virtual conference event, you want to consider what you want out of your event carefully.
What kind of engagement do you want to receive from your attendees, and what sort of interaction you would like to be available to your virtual delegates?
Once you work out these wants and needs, you can then decide what virtual conference platform will work best for you and your online event.
Some of the different conference platforms you may want to consider using are:
- SpotMe
- AirMeet
- Grip
- SwapCard
- EventMobi
- LaunchTV
These conference platforms are all options we currently offer through our event technology services.
You may also want to consider video platforms such as Zoom or Microsft Teams if you are looking for a more base-level virtual conference.
Our event managers can also provide bespoke streaming platforms, managing and overseeing the entire event.
How To Ensure Your Virtual Conference is Successful
Define The Purpose Of Your Event
First off, it’s essential that you clearly define the purpose of your virtual conference.
Is it for educating attendees, networking, generating leads, or maybe launching a new product?
Knowing the primary goal of your event will guide all subsequent decisions, from the agenda to the guest speakers you invite.
Sign-Up/Registration/Ticketing
You’ll want to set up an easy, user-friendly registration or ticketing system.
This is your attendees’ first interaction with your event, so make sure it’s a positive one.
Ensure that the process is straightforward, the instructions are clear, and that you provide immediate confirmation to those who register.
Your Event Agenda
A well-planned agenda is crucial for the success of your virtual conference.
Plan your sessions carefully, allowing ample time for each segment as well as breaks in between.
Ensure that the schedule is easily accessible and clear to attendees so they know what to expect and when to tune in.
Marketing And Promotion
Promote your virtual event on various channels to attract a diverse audience.
Utilise social media, email marketing, and partnerships with industry influencers or organisations.
Create engaging promotional materials that highlight the benefits of attending, the speakers and the topics that will be covered.
Visuals
Making use of visuals will enhance the overall experience of your conference.
Here are some ideas:
- Company Videos: Showcase your brand and its values through compelling videos.
- Bespoke Websites: Create a custom website dedicated to your event, providing all necessary information and an easy registration process.
- Branded Backdrops: Ensure that all speakers have branded backdrops to create a professional and cohesive look.
- Holding Videos: Use holding videos to keep attendees engaged during breaks.
- Guest Speaker Presentations: Make sure presentations are visually appealing and resonate with your audience.
Engagement
Keeping your audience engaged is crucial.
Here are some techniques you could use:
- Online Q&As: Allow attendees to ask questions and interact with speakers.
- Polls: Use polls to gauge attendees’ opinions and keep them involved.
- In-Event Gamification: Integrate games to make the experience more enjoyable.
- Online Team-building Activities: Foster networking and relationships among attendees.
- Quizzes: Test attendees’ knowledge and add a fun element to your event.
- Breakout Sessions: Offer smaller, more focused sessions on specific topics.
Technical Setup
Ensure that your technical setup is solid.
Test all equipment and software well in advance.
Have a technical support team on standby during the event to address any issues promptly.
Guest Speakers
Invite speakers who are not only experts in their field but also engaging presenters.
Brief them well on the event’s objectives and the audience’s expectations.
Designing The Space
Get creative with the space where your virtual conference takes place.
Consider hiring a virtual studio to create a professional and engaging environment.
Ensure the design is conducive to the event’s objectives and is visually appealing to attendees.
Make The Content ‘On-Demand’
Recognise that not everyone will be able to attend live.
Make sure to record all sessions and make them available on-demand.
This way, delegates can access the content at a time that suits them, increasing the overall reach and impact of your event.
Measure Success With Clear ROIs
To know how success looks, you will need to outline clear ROIs, goals and expectations.
You then need to consider the different tools you will need to use to ensure success.
Book A Virtual Conference With Us
To summarise, virtual conferences and sales kick-offs are excellent tools for communicating with partners, stakeholders, investors and employees.
They allow attendees to have the flexibility to attend without the pressure of having to be physically in that location.
The key is to always focus on keeping engagement high and ensuring that your conference is valuable to your virtual delegates.
You might also be contemplating a hybrid conference event where you combine an in-person presence with a virtual attendee option.
Whichever event type you decide upon, you’ll need expert support.
We’re on hand to help with all your virtual, hybrid or live conference or sales kick-off event needs, so get in touch to find out more.
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- What Are the Benefits of a Sales Kick-Off?
- Planning An International Conference
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