We understand the concerns that can come with planning and hosting virtual events. However, with the right approach and preparation, these worries can be overcome, and we believe you may end up preferring virtual events to face to face ones!
Lack of Experience:
One of the main worries about virtual events is the lack of experience in planning and hosting them. It's natural to feel uncertain when venturing into new territory. To address this concern, consider these steps:
1. Training and Preparation: Invest in training for your team or yourself to build the necessary skills and knowledge for planning and executing successful virtual events. There are numerous online courses and resources available to help familiarize you with the best practices and tools for virtual event management.
2. Professional Assistance: If you or your team lack experience in virtual event planning, consider working with a professional event management company that specializes in virtual events. They can provide valuable guidance and support to ensure that your event runs smoothly and effectively.
3. Start Small: If you're apprehensive about planning a large virtual event, consider starting with smaller-scale events, such as webinars or workshops, to gain experience and build confidence. This approach allows you to test the waters and learn from each event, gradually expanding to larger virtual gatherings.
Technical Worries:
Technical issues are a common concern when it comes to virtual events. However, there are steps you can take to minimize the risk of technical hiccups and effectively deal with them if they do occur:
1. Rehearsals and Testing: Prior to the event, conduct thorough rehearsals and technical run-throughs to ensure that all equipment, software, and platforms are functioning properly. Test audio, video, and internet connectivity to identify and resolve any potential issues ahead of time.
2. Technical Support: Have a dedicated technical support team or technician on standby during the event to address any unexpected technical glitches promptly. Offering a help desk or chat support for attendees can also provide reassurance and assistance in real-time.
3. Backup Plans: Prepare backup options in case of technical failures. This may include alternative streaming platforms, backup internet connections, and redundancies for critical equipment. Being prepared for the worst-case scenario can help mitigate the impact of technical issues.
Engagement Worries:
Engaging virtual event attendees can be a challenge, but it's certainly achievable with thoughtful planning and execution. To address engagement concerns, consider the following strategies:
1. Interactive Elements: Incorporate interactive components into the virtual event, such as live polling, Q&A sessions, and interactive chat features. Encouraging attendee participation creates a more engaging and dynamic experience.
2. Compelling Content: Ensure that your virtual event offers valuable and engaging content that resonates with your target audience. Consider incorporating diverse formats, such as guest speakers, panel discussions, live demonstrations, and multimedia presentations to keep attendees engaged and entertained.
3. Networking Opportunities: Facilitate virtual networking sessions and breakout rooms where attendees can connect with each other. Providing opportunities for meaningful interaction can enhance the overall experience and encourage active participation.
4. Post-Event Engagement: Don't let the engagement end when the event does. Follow up with attendees through surveys, additional content, or post-event discussions to keep the conversation going and maintain a sense of community.
Ultimately, thorough preparation, reliable technical support, and a focus on interactive and compelling content can help address concerns about lack of experience, technical worries, and engagement for virtual events. By embracing these strategies, you can create a successful and engaging virtual event that leaves a positive impression on your attendees.
The Purple Monster team, running a virtual event in December 2023.
If you'd like support to design and run a virtual event, then please do 'get in touch'.
