5 steps to a successful virtual event

Thursday, August 19th, 2021

As we grapple with the easing of restrictions it’s a good time to reflect on how we’ve all developed new strategies to successfully adapt our events for the digital world.

First came the Zoom revolution, then gradually we’ve seen a huge migration of live events to digital platforms enabling brands to stay connected with, and serve their audiences. 

Whilst in-person events will never be replaced by digital events, many of us have had the opportunity to embrace the change and reap the benefits – and one thing is for sure – virtual events are here to stay.

Advantages of digital events

There are lots of compelling reasons to make an event digital and those of us who have hosted them have all enjoyed the results. As well as expanding our reach, digital events are cost effective, save time and effort and are hugely convenient for our audiences.

Online event strategy

When planning your online events strategy it’s important to take lots of things into consideration. One of the biggest elements to focus on is how you can deliver your virtual events in a personal way and create the same energy of a live event online. It needs to be audience-centred. 

Live Streaming Video Production

Types of virtual events 

Put simply, a virtual event enables your audience to experience your event and its content online rather than in person. This could be a webinar, a conference, or a hybrid event which is part in-person, part virtual (see our Live Streaming Solutions). Once you have decided whether your event will be live, on-demand or a mix take a look at these top tips for success.

Here’s our top tips for a successful virtual event:

1. Think like an attendee

By giving every individual direct access to your presenters you’re able to build a rapport and trust which helps your brand develop credibility. Your event should be all about your audience. Try to keep your them as engaged as possible. Rather than reading out scripted presentations, keep your delivery natural and spontaneous to create an authentic experience. Engage your audience with polls, live chats and Q&A’s they can become involved with. Think about the duration of the event and try to make sure it’s direct and concise.

2. Focus on your content

This comes up in many of our blogs and seems like an obvious one, but in order to draw in an audience and keep them hooked for the duration (it’s very easy to drop out of a virtual event) your content needs to be engaging, relevant and timely. Ask yourself what you would like get from the event you’re planning, then make sure you deliver it. Whether you’re exploring innovative ideas, products or services do it in a compelling way. Think about whether your event can form part of a larger series which would appeal to a wider audience? Try doing some competitor analysis to see what type of content they’re pushing out. 

3. Get the right look

Packaging your content into a professional and visually appealing format will make it easier for your audience to engage with it. Stand out visuals will capture attention, draw people in and keep them focused. Use the right branded graphics and assets throughout your content to showcase your brand. Integrate the right technology, such as motion graphics and animation as well as pre-recorded content to keep things visually engaging for your audience. A good mix of video, motion graphics and animation will keep them interested and wanting more.

4. Be marketing savvy

Pre and post event communication is vital to the success of your event. Effectively promote your event with a compelling description and plenty of notice to widen its reach. Market with at least a few weeks’ notice, then continue to promote the week before, the day before and even an hour before the event goes live, focusing on the benefits of participating. Publishing your event to multiple platforms will help you to reach the most viewers. By recording the event, you can share with those who missed it through email and social media campaigns. Even internal or private content can be used post event to showcase your brand – event highlights, soundbites and images can boost your communications.

Measuring engagement and capturing attendee data is the best way to prove event success. Analyse each virtual event in terms of attendance, attendee engagement and use follow-up surveys to gauge satisfaction. 

5. Work with a trusted partner

When it comes to running virtual events, the odd glitch and hitch can be expected, but working with the right platform and professional partner can ensure your event runs as smoothly as possible. Look for a platform which can provide you with a bespoke experience tailored to your needs. Or, if you’re looking for a partner to support you with your event then find a professional team with experience who can help you to plan, execute and analyse your event, enabling you to focus on the content. 

Moving to a completely digital model for our global conferences has been an enormous undertaking. Janno not only came to us with a solution, but they then delivered - and continue to deliver - on everything that we needed from start to finish. It’s been a huge project, but we feel like we’ve been in the safest of hands the whole way through. Thank you.

Jamie Balderston, SVP Global Conferences, Argus Media

Why use Janno Media?

  • We produce broadcast quality and professional content
  • We offer competitive packages for all organisations
  • We use the latest technology to enhance our streams
  • We offer a hassle free approach to all projects
  • We are a small, friendly and approachable team

Planning a virtual event?

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