5 Tips for a Successful and Engaging Virtual Event for Your Business

As we enter an era where the world is slowly adjusting to the new normal, virtual events are on the rise and are predicted to stay even post-pandemic.

For businesses, this presents a huge opportunity: with virtual events, the only barrier to attendance is internet access so there are vast possibilities to invite more people from all over the globe.

The common misconception about virtual events, however, is that you can be more lenient when it comes to preparation. The fact is that hosting virtual events require the same attention and careful planning as when planning an in-person event.

How do you make your virtual events successful and more engaging? Here are a few tips:

1. Determine the goal of your virtual event

The first thing that should be in order is to determine what your key goal is. That way, it’s easier to plan the rest of your virtual event. A few things to ask yourself:

• Is the event for existing customers or new ones? Knowing who your audience is will help you determine what content is relevant and how it’s best presented.
• What action do you want your audience to take after the event? Do you want them to enroll in a specific service/program, buy your new product, or book a free trial etc.?
• What kind of virtual experience do you hope to deliver? For example, do you want them to have a more in-depth view of your services, or do you want to provide more clarity to their questions?
• Will the event be live-streamed, on-demand, or both? Knowing this can help you determine the format of your event.

2. Choose your platform and the right time/date

Before choosing the platform to use for your virtual event, pay attention to your target audience:

• What devices do they predominantly use: mobile or PCs/laptops?
• If you opt for social media, what platforms are they on?
• If you opt for video conferencing platforms, what are they most comfortable with?

Once you choose a platform, it’s easier to plan for how you will promote your event. Facebook, for example, allows you to set an Event and Event Reminders leading up to the day of your live stream.

Choosing the right time and date should also be based on your audience. What times of the day are they most active in your chosen platform? What day of the week are they most available? Give at least 2 to 3 weeks advance notice for a virtual event. This will also give you ample time to promote it.

Additionally, be prepared for technical issues. Internet connectivity is the most common (and crucial one) so it’s best to have a backup, especially if the event is held off-site.

3. Brief your speakers

If you’re involving speakers, provide them a comprehensive brief about the event, especially for webinars. For live events, it may help to outline your topics and provide a rough script, but allow them room for spontaneity. For Q&A sessions, it’s best to provide them with a list of common/expected questions in advance so that they can be prepared.

The key here is to have the right balance of spontaneity and relevancy to the topic/theme.

4. Have accessibility in mind

As mentioned, the beauty of virtual events is that it’s highly accessible and you have a wider audience. This may also mean having participants that may be visually challenged or hearing impaired. Make your virtual event more accessible and inclusive by:

• Consider platforms that allow for video captions as much as possible, especially for on-demand virtual content. Luckily, Facebook, Instagram, and YouTube already have auto-generated caps available. For Twitter and LinkedIn, you need to upload an .srt file with your video.
• Add descriptive yet succinct video descriptions. This is not only good for SEO and searchability for your event, but it also helps audiences understand your content better.
• Provide a transcript of your content. This can benefit both parties: Audiences can go back to your content after the event is over, and you can use this as a basis for when you decide to repurpose your content.

5. Make virtual attendees feel involved

Interaction and engagement are two key aspects to add to virtual events. If you create opportunities for attendees to feel involved, they will be more engaged as well.

One way to do this is to hold live Q&A sessions at the end of the event. Encourage the audience to submit their questions in the comments section; they will most likely stick to the end.

It’s also a good idea to take time to respond to comments every now and then during the virtual event. As we mentioned before, allow for spontaneity. Encourage shoutouts or take requests or suggestions (within a reasonable time).

Additionally, make use of each platform’s interactive features for live videos. For example, YouTube Live has Super Chat and Super Stickers, Facebook has live reactions and comments, etc. Explore each platform to see what works best for your event.

The world is slowly going virtual, but it’s important to bring in elements of face-to-face interaction in the digital world to make your connections with your audience feel more authentic. The key here is to understand and empathize with your target market so that you can provide them with valuable content, and you can know what interactions they appreciate the most.

To learn more about digital marketing and video creation, to name a few, head on to our blog at https://www.ilfusion.com/blog.