There is a strong chance you've attended several Virtual events, but how many do you remember as being significant? Memorable virtual conferences measure success – so what distinguishes a successful virtual meeting from an unsuccessful or a mediocre one? Here we will review some of the key points to include when planning your next virtual event.
Before formulating a plan, create an audience profile and clearly outline your goal. Ask yourself these questions:
After answering these questions, you can plan the topics to discuss at the event, the speakers to contact, activities to host, and which sponsors you wish to engage. This knowledge will help you plan and hold a successful virtual conference.
The strategizing step helps you identify your conference requirements, and choosing the best events platform is crucial.
What does your organization need? Do you want to have engagement activities? Every platform offers engagement features. Find one with all the features you need to create the best conference for your audience.
WeInvite is a comprehensive event planning and management platform for in-person and virtual events. We can help you take your virtual conferences and meetings from concept to execution.
Create the agenda and schedule, so it is seamless – having a good flow ensures your audience will have a positive experience. We suggest that you give your attendees the option to customize their conference schedule and that you advise speakers to coordinate their plans.
Having a custom virtual environment such as an office or an audience will elevate your event and make it memorable. WeInvite offers options for games, unique backgrounds, and webinar and conference capabilities for up to 10,000 employees and has interactive features for both speakers and guests.
Create a custom landing page for your conference, event, or webinar. A unique landing page serves three purposes:
Email still has the most significant ROI of any marketing channel, and it is critical to capitalize on that. An email campaign targets people who have signed up for your mailing list; they should have at least a 2% conversion rate. Consider including discounts or special items to the first few to register for the conference.
Here are a few email steps to follow so you can maximize your event's attendance:
Social media is now the optimal way to market a business for several reasons: posting is free, your customers can reach you directly, and they can interact with one another in what's called a "brand community." Consider which social media channel your audience frequents – for business, it's probably LinkedIn. Create your content beforehand and set up a schedule; you can even automate your posts and monitor their performance with tools like Hootsuite.
Event attendees loved to get engaged ahead of time. Create posts with proper hashtags that your audience can repost and get others involved. People like being part of a tribe – an event community can be a tribe for a while.
There is a balance between starting event marketing too soon and too late. There is a sweet spot for people to timely register and be available to attend. Sending timely reminders is also essential – send them judiciously (see item number 6) and post reminders on social media.
Webinar fatigue is real – a successful web conference keeps attendees engaged with activities. It keeps attendees present and interested. One idea is to have games with gift vouchers or discounts as an incentive to participate.
Ideas for engaging activities include:
Breakout sessions help the audience as they make them feel included and like they have input. Breakout sessions are also integral to conferences when you want your webinars to be a workshop format.
Your audience research will show you how many languages your audience may speak. Increase engagement with multiple language platforms or offer webinar interpreters.
Just like creating social media engagement before your event, you can show your attendees their social posts during the conference with a virtual hashtag. An alternative is a virtual photo booth that snaps pictures of audience members on fun backgrounds.
An Event management platform like WeInvite allows webinar hosts to include virtual games in their conferences. Attendees will have a blast playing games like Trivia, Pictionary, or Scrabble.
In person and virtual conferences are great places for people to meet. A virtual networking lounge is where guests can talk with speakers, other attendees and panelists with live video, text, or audio chats.
Your event must be accessible on mobile devices so people can join from wherever they wish. Successful virtual conferences rely on the diversity factor; you can add the accessibility features you need so your event is inclusive.
By following the tips we outlined here, you are on your way to virtual conference success!
The WeInvite platform is a comprehensive event planning and management platform with powerful and simple to use features. You can use WeInvite from event conception to event hosting, and you have access to our support during all stages.
WeInvite features include:
The virtual event feature that allows you to set up and run your own conference. There is also an option to add games and customize backgrounds.
It's the toast of the virtual conference! Add beverages to your event and select wine, coffee or tea. Your guests make their selection when they RSVP. Once complete, we handle the delivery to guests. Cheers!
WeInvite also offers:
Virtual conferences have numerous benefits, from lower admission costs for attendees and hosts to hosting global audiences. Imagine how much easier it is for people around the globe to network and interact without the expense and time of travel. Virtual conferences can also attract in-demand speakers who may not have time to travel to an in-person event.
Reach out to WeInvite today to learn how we can ensure your conference success. Call us at (248) 239 – 8110 or email us firstname.lastname@example.org.