How to Create a Game Plan for Your Next Virtual Event
They say necessity is the mother of invention.
Indeed, the driving force behind all societal advancement seems to come down to human need. Humanity tends to stick with what works- until it doesn’t- and then finds a way to adapt.
Due to the COVID-19 Pandemic, we are seeing that kind of adaptation take place on a massive scale. Countless businesses, organizations, government entities, and schools have shut their doors, sent their employees home, and been forced to seek out new and creative ways to engage their audiences within the virtual world.
While it may seem a bit daunting at first glance, one great way to engage audiences online is to host a virtual event! Virtual events save time, money, and can reach a MUCH larger audience than their traditional counterparts. In this post, we will explain how to create a game plan so your first (or next) virtual event is a big success!
What is a Virtual Event?
A virtual event is an online event that involves participants interacting in a virtual environment instead of a physical location. Such events can include trade shows, job fairs, conferences, meetings, webinars, workshops, tutorials and more!
Virtual events are, by nature, much more accessible than in-person events. Participants may join from the comfort of their own homes from anywhere on Earth. So, think big!
How to Game Plan for Your Next Virtual Event
Identify the purpose of your event. Are you marketing a new product? Do you want to convey information? Or, are you hoping to simply connect folks with one another and network? Identifying the purpose of your event sounds simple, but it will help guide the rest of your game plan.
Identify your target audience. Each event should have a target audience, or a specific group of people you want to reach. Target audiences may share demographics (such as age, employment status, and income level) or behaviors (such as shopping habits, cell phone usage, and frequency of hotel stays). Keep your target audience in mind when selecting the type of event you want to host and choosing the specific date and time.
Select the type of event you want to host. There are many different types of events out there. Try and select one that best fits your event’s content and engages your target audience simultaneously. Also be sure to find engaging speakers!
Virtual Conferences allow large audiences and have a specific networking focus. They are able to connect attendees with interactive tools such as chat, polls, and video in order to generate engagement. Virtual conferences allow for multiple speakers and topics while accommodating a broad community at large.
Virtual Workshops are online meetings led by a speaker (or multiple speakers) teaching a new skill or technique. Audience participation can vary with virtual workshops, but they are a great way to convey new information to participants. These events tend to be small.
Webinars are types of meetings or online events that allow for many participants, but little engagement. Webinars are ‘one way’ forums, meaning only the speakers can be seen and heard. They typically focus on a single topic and are easily recorded for future educational use.
Virtual Speaker Programs feature more robust engagement opportunities and typically focus on virtual Q&A sessions. Virtual speaker programs generally have a target audience, but can also focus on broader topics due to audience participation.
Virtual Performances allow any musical or artistic endeavor to be streamed via the internet. These generally allow for very little interaction, but they can be scaled towards any size audience.
Decide on a Budget. Deciding on a budget ahead of time helps with decisions both in the planning stage and down the road. Consider speaker fees and honorariums (payments given for professional services rendered nominally without charge), marketing costs, platform fees, potential ticket revenue (if any) and other tech costs such as webcams, microphones, and proper lighting. Some large scale events hire professional producers to make sure everything runs smoothly.
Pick the best platform. Selecting the right platform is key to planning a successful event. Some critical aspects of virtual event platforms include price (which can vary from a flat rate, to a percentage of paid event revenue or even a fee per event participant), level of user engagement, program integration, ease of use, customer support, and types of event offerings. Below are three good options for starting off. But in the end, it’s important to do your own research and find the right platform for you!
REMO is a great option for small and medium sized organizations. It allows users to create webinars, summits, live Q&As, or conferences, as well as scale attendee engagement and sell sponsorships. REMO also fosters networking by allowing users to move freely between virtual tables. Prices start at $50 per month, but run up to $920 monthly for the largest package.
Hopin is best for hybrid events and those looking for a quick virtual set up. Hopin provides virtual meeting rooms where you can connect using YouTube live or host a stream for speakers using their preferred video stream platform. Hopin costs $99 per month (per user), 7% of ticket revenues from events, and $0.50 per user per event.
RunTheWorld is a good option for new hosts looking for interactive events. The platform boasts a simple interface and set-up process, making it easy for anyone to run their own event. Hosts can also set up fun interactive events like virtual happy hours and intimate fireside chats with speakers. RunTheWorld charges $5 per attendee and 25% of total ticket revenue.
Consider registration logistics. Many first time event holders choose to skip registration to increase attendance numbers and limit barriers of entry. However, registration ensures organizers have an accurate headcount before the event and enables them to follow up with attendees afterwards. Check with your organization to find out if it can handle registration on its own. If not, consider utilizing a registration platform such as Eventbrite.
Reach out to potential partners. Partners can help to guide, facilitate, and grow your event. Make a list of potential interested parties who would be interested in reaching your target demographic and tell them what you are planning. They may offer advice, logistic support, or even sponsorships!
In Closing
Planning a unique, engaging virtual event is no easy task. But if you follow the proper game plan you will be able to wow attendees and build interest in your organization- as well as future events!
For more tips, advice, and market data subscribe to the LIGHTS Regional Innovation Hub’s Blog. LIGHTS provides expertise, training, and resources to the Appalachian region's workforce, entrepreneurs, companies, and local communities through a series of Innovation Gateways. The Gateways provide business incubation and maker spaces. LIGHTS is for individuals that live or work in the 26-county territory, with an interest in building a product and/or creating a business.
