A Beginner's Guide to Virtual Event Planning

Although virtual events have been around for years, the pandemic has forced many more organizations, who may have been late adopters, to embrace the technology. These events can range from small webinars to large-scale virtual conferences with hundreds of attendees. 

Delivering a successful event requires a lot of preparation, and virtual events are no different. While every event has its own unique elements, we’re highlighting some of the steps that should be front and centre for a successful virtual event:

1. Choose the right date and time for your audience

The exciting thing about virtual events is that your audience is not limited to those who can physically attend the event. ake sure you keep in mind which day of the week and time of day is best suited to achieve maximum exposure. Also, do the research to check that there are no major events competing for people’s time.

2. Prepare your presentation materials

Try to enhance the event’s visual experience by mixing up your presentation materials. Include slide shows, graphics and pre-recorded videos where possible. Virtual events rely heavily on content, so keep it accessible and engaging to keep the attention of your audience.    

3. Promote the event

Make sure people know about the event. This may seem self-explanatory but many times people post an event in one place, and rely on people to seek it out. Set up an event page on Facebook. Post about it on your social media channels and always include the event registration link in your post. Tag your speakers, sponsors and other participants (where appropriate) so they can act as event ambassadors and help spread the word to others.

4. Engage your audience during the event

Use the tools available on the virtual event platform to keep your audience engaged. There are many options from live polling and chat boxes, to virtual breakout rooms for small group discussions, etc. These should keep their attention and encourage virtual interaction.

5. Choose an appropriate platform for your event

There are many virtual event platforms to choose from, all with different pros and cons. For example, some platforms are free but have weak security settings. Choose the platform that best suits your needs along with the needs of your audience.

Making the transition from planning in-person events to virtual events certainly requires some outside-the-box thinking. When planned properly, however, virtual events can be just as effective as in-person events. 

If you’re still unsure about how to proceed with your virtual event or are looking for a full-service virtual meeting platform, please contact Erinn Young, Conference and Event Services Manager, OBA Conference Centre.