Virtual Event Platforms: How to Host Successful Online Conferences

Virtual Event Platforms: How to Host Successful Online Conferences

It is inevitable that virtual events will become more widely adopted due to the physical constraints on large meetings that emerged during the COVID-19 pandemic. With advances in technology and the rise of online communication platforms, hosting global events online has become a viable option.

Gaining the attention of your target audience is the key element in making your online event successful.  Improving the virtual audience’s engagement has become the access pass for many online exhibitions, conferences, and tradeshows organizers. In order to achieve the desired result, event planners must integrate their events through the new trends in meeting methods.

Online conference planning is more comprehensive than virtual meeting. A virtual event platform specializes in such all-rounded virtual event platform with both virtual and blended to gain more exposure among by raising interest among target audience and provision of innovative interaction tool.

With our professional service, you would find the perfect solutions to host the perfect online conference via a tailor-made virtual event platform. We have summarized our experience as follows on hosting a successful online event.

What Is a Virtual Event Platform?

Image shows a multi-functional virtual event lobby simulating a physical event venue.

A virtual event platform allows visitors to access virtual venues and join webinars, virtual tours, virtual exhibitions or virtual booths. Moreover, a good platform allows visitors to attend summits as well as interacting with exhibitors or visitors.

Event organizers can host a virtual conference regardless of geographic boundaries with an international event platform like GlobalExpo-Net (GEN) while participates could attend multiple virtual events without the physical contras.

To source and select a reliable online platform, which serves as the pillar for your successful online event, there are 9 steps to be followed.

1. Start with a Strong Vision

In order to create a successful online event, you need to start with a clear vision of what the event should look and feel like. You need to know why you are hosting the event and how you will measure whether it is a success or not. A clear objective must be set on planning stage. For instance, if the event objective is showcase products, you may need special booths, 3D product displays or instant chatbot for real-time explanation; if communication between visitors and organizers is the main focus of the event, a mature and professional business matching and social networking functions will be your choices.

In short, purpose and target is important to build up an outstanding virtual event. Because a clear vision will guide most of the decisions you will make when planning your functions.

2. Set Up Regular Events

Another idea is to make virtual events a regular occurrence in your company calendar. Practice makes perfect, and the more events you plan, the easier it will become. You can create a template to plan recurring marketing events for functions like lead generation or customer appreciation. Also, audiences will visit your platform regularly to check for updates and build up loyalty.

3. Choose Your Target Audience for Online event

Before planning your event, you must identify your target audience. Having a niche will enable you to tailor the program that fits the needs and interests of your attendees. Some real-world examples of niche market include Pet Owners and Fine Art. For international merchants, a multi-language platform with instantaneous and private chatroom function will be vitally important.

Designing an event to benefit everyone will probably end up with unsatisfied results. Think deeply on their backgrounds, needs and what they are aiming for in your event and fulfil them with an all-rounded event platform will bring you unexpected great performances.

4. Promote the Event

If you want to get more attendees, you will need to promote your online event. Have a theme for the event and then come up with a hook that you will use to advertise it. For instance, a personal development seminar could have the hook “Get Unstuck in Your Life Once and For All.”

Ensure that your marketing material is professionally written and designed. This is the main way you will attract attendees so do not pinch pennies on your graphic designs and copywriting. Promotion should start 3-4 weeks ahead of the event so that there is enough time to get participants.

Think about the marketing channels you will use to advertise your event. Social media marketing is a must for online events as most of your audience will have social media accounts.

If you already have an email list for your specific niches you can also send out emails about the event. There are several email marketing platforms you can use to automate the process.

Choosing the right virtual event platform also helps with your promotion. This is because you can market your event to attendees of other virtual events.

Popular virtual conference platforms host a variety of international B2B events. So, participants that are attending other events can see a promotion of your event on the platform’s site.

5. Overdeliver on Your Event Promises

Make sure that you exceed your attendees’ expectations. Know what your target audience is looking for and do your best to deliver that. It is important to seek customer feedback after each event you host so that you can correct any mistakes and deliver a better event the next time.

Also, remember that your online event has other stakeholders, such as the speakers and sponsors. The event should be a win-win for everyone involved. Speakers should be paid for their time or get significant exposure to advance their own interests, such as promoting their consulting services. And of course, sponsors should get exposure commensurate with the fees they have agreed to pay.  Sponsors will be promoted by having a guest blog post on the registration page and sponsors’ logos and messaging in all email communications and on social media.

6. Stay on Top of Event Planning and Management

Online event planning could be easy with a professional virtual event platform.

Virtual events need as much planning and attention to detail as in-person events — sometimes even more. When things go wrong at a physical meeting, you can apologize to your guests face to face and come up with various corrective measures. However, with a virtual event, you may not be able to communicate with all your guests if the technology fails or you forget something critical.

Plan each step of the event meticulously. For instance, book and lock in the right speakers well in advance of the event. Also, choose a day and time that will ensure maximum attendance. Keep in touch with the speakers and sponsors during the planning process so that they are fully aware of your plans.

In case of any changes to the program make sure to notify all stakeholders promptly. On the day of the event, manage each aspect carefully. Also, assign a trained specialist to be on hand to resolve any technical issues.

7. Choose the Right Speakers

Speaker selection is crucial to virtual event. Speakers should be experienced in speaking at online conferences so that they understand how to deal with unexpected instances such as networking issues and handle real-time interaction in comments with participates.

As an event host, you will be more successful if you proactively build relationships with different experts and speakers in your field. This will come in handy when you need a speaker for an event. You will have a list of friends and associates that you can call on.

8. Use Interactive Content

One of the key markers of a successful online event is the level of audience engagement it achieves. A great way to get audience participation is to present interactive content in your online conference. Inviting participants to answer polls and surveys will be the easiest way to start.

You can also give the attendees some action points to work on during breaks or after speaker presentations. This will deepen their learning while increasing engagement with your presentations.

9. Do not Forget to Say Thank You

Once your online event ends, do not forget to thank everyone that helped you to pull it off. You can have a “round of applause” slot at the end of your event where you can mention everyone involved in the planning and management of the event. Speakers should get special thanks for being part of your event.

Also, thank the audience for the time and money they spent to attend the online event. Expressing gratitude to those involved not only shows your good manners but will also help you to build good relationships with them.

Learn more about: How to Host Online Conferences Using a Virtual Event Platform

A well-developed virtual event platform is accessible to any devices.

Advances in technology have made it possible to hold international conferences virtually. This enables event organizers to host participants from anywhere in the world without facing any travel and budget restrictions.

When done right, a virtual event is more cost-effective and time-effective than a physical event. It could end up delivering more value to event organizers, attendees, speakers, and sponsors alike.

We hope the 9 tips have helped get your innovative juices flowing. An outstanding virtual event not only needs a brilliant idea but also a right virtual event platform. Choosing the right virtual event platform will get you all the tools and integrations you need to put on a compelling event in one package. Make sure there is a hands-on event planner and manager who can ensure everything goes as planned and no one experiences any technical difficulties. For assistance making your next online conference a success, contact us today.

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