Hosting a virtual event: 3 top tips to make yours a success
As the world recovers from the pandemic, many companies are still hosting virtual events rather than physical ones. This might be purely for safety reasons, due to COVID-19 restrictions, or because they want to make it easier for people across the whole country, or even the globe, to attend and interact with them.
But, hosting a virtual event requires a lot of planning and thought. Just sending out a video call link and asking people to join definitely isn’t enough.
After over a year of adjusting to the ‘new normal’ and living increasingly in the online world, virtual event companies across the globe (including twofour54), have worked hard to develop loads of cool techniques and ways of making virtual events more entertaining, engaging and exciting than ever before.
Here at twofour54, we have all the production facilities you need to host a brilliant virtual event, and we have heaps of experience in producing online gatherings of all different sizes, and for a vast variety of businesses and societies.
So, here are our most useful snippets of advice on how to host a virtual event and make it shine…
3 top tips for successfully hosting a virtual event
1) Think about timings
This includes the time of day or night that you host your event, how long it lasts for, and how many minutes or hours you allocate to each feature.
If your event is an international one, then you’ll need to consider what time zones you’re working across and when weekends and holidays fall for each participating country. Obviously, it’s no use making it a reasonable time for half your target audience, but really late at night for the rest. As difficult as it might be, it’s important to try and find a start and end time that works for everyone.
It’s also important to think carefully about how long each segment will take, plan a clear agenda and, most importantly, stick to your agenda from beginning to end. You don’t want your audience to be waiting around for the talk they’re interested in because the speaker before them went over their allotted time.
Remember, our experienced team at twofour54 can help you manage and organise your event schedule and how it will run. Please don’t think you have to do it all on your own.
2) Promote and follow up
Don’t be shy about promoting your virtual event as much as you can.
Use social media, newsletters, word of mouth, print or online media and whatever means you can think of.
Here at twofour54, we have the capacity to host virtual events that can host up to thousands of attendees, so in most cases it’s not actually possible to generate too much interest.
Then, after it’s all over, we recommend sending out a post-event follow up to all those who attended. You can use this communication to thank people for taking the time to join you, provide a round-up of highlights from the event, and advertise any futures conferences that you have in the pipeline. It’s never too early to start pushing your next event, particularly whilst the success of your last one is still fresh in people’s minds.
Asking for feedback from your audience can also be very useful. You should always aim to make your next conference or webinar bigger and better than the one before.
3) Use quality production facilities for a professional look
Here at twofour54, we have all the facilities required to host any type of virtual event, whether it’s a conference, webinar or a corporate gathering for international professionals. Not only that, but we cater for events of every size, whether you’re expecting only a dozen local VIPs or thousands of people from across the globe.
Through working with twofour54, you’ll get the opportunity to use our exclusive, state-of-the-art production equipment, including lights, dollies, tracks, high-speed internet and medium-sized smart green chroma studio. Meanwhile, our expert team are ready and waiting to help you create a striking and impressive background that will suit your event perfectly.
Over the last year, we’ve had great success hosting huge virtual events for the Flash Live Eid Celebrations and the launch of Yas Creative Hub, the new home of twofour54.
Partnering with us lets you utilise the exact same tools and methods that we applied to these high-profile productions. We also always ensure that our production spaces and pieces of equipment remain fully sanitised at all times for your safety and peace of mind.