A Beginners Guide to Live Virtual Events

In a world where physical boundaries no longer limit our connections, people have started to fully embrace live virtual events. From conferences to social gatherings, the digital world is now a preferred choice for various events. As technology shapes how we interact, stepping into the world of virtual events for the first time is both exciting and, let’s be honest, a bit intimidating.

In this easy-to-follow guide, you’ll find simple tips and useful ideas to help you feel more confident about hosting your first online event. Whether it’s a webinar, virtual conference, product launch, or any other live virtual event, we aim to share our knowledge so you can not just meet but exceed your audience’s expectations.

Let’s go through these 6 steps:

Step 1: Develop a Clear Strategy

Planning well is super important for successful virtual events. Having a good plan is like a map to guide you. A good start would be to ask yourself these questions:

• Is your virtual event scheduled to happen in real-time or available for viewing later?
• Do I have a chosen time and date?
• Is attendance for your event free, or is there a fee?
• If it’s a paid event, what’s your pricing plan?
• Will there be a cap on the number of participants?
• How many presenters or speakers are you planning to include?
• What’s your strategy for selecting and confirming speakers to ensure a good match?
• Are you considering having sponsors or affiliates for your event?

Step 2: Establish an Effective Registration Page

Begin by setting up your registration page, allowing attendees to register for your event. If you’re organising a webinar, consider utilising online form-building sites to design your registration form, which seamlessly integrates with your webinar platform.

Step 3: Select the Appropriate Software

Selecting the right software for your virtual events is crucial for their success. The chosen software should match the needs of your event, be it a webinar, virtual conference, or online workshop. Consider factors like ease of use, compatibility with your platform, and features for participant engagement. Opt for software with reliable technical support to ensure a smooth event. Whether prioritising interactive features, seamless streaming, or participant interaction, making an informed software choice is key to a successful and enjoyable virtual experience. For webinars or conferences, reliable options include Workcast, Crowdcast, Demio, RingCentral, GoToWebinar, and Zoom. If you’re opting for a livestream, platforms like Twitch, YouTube Live, or Facebook Live are worth considering. For virtual summits or interactive trade shows, explore software solutions such as HeySummit, Remo, Hopin and Airmeet.

Step 4: Promote Your Live Virtual Events Successfully

To make sure your virtual events are a hit, promoting them effectively is key. Firstly, kick things off by building excitement and reaching a wider audience through social media platforms. You should create posts that highlight what makes your event unique, hoping to get people talking and sharing. Another effective way is by using email marketing to send personalised invitations, updates, and timely reminders to your target audience. You could also team up with influencers or partners who can help spread the word and boost the event’s visibility. By using a mix of channels and strategies, you can help build anticipation and capture interest, making sure your virtual event gets the attention it truly deserves.

Step 5: Run a Practice Session Before Your Virtual Events

Conducting a practice session before your virtual events is a crucial step to ensure everything runs smoothly when it matters most. This pre-event rehearsal allows you to identify and address any potential technical issues, ensuring a glitch-free experience for both you and your participants. Test the functionality of your chosen platform, check audio and video quality, and familiarise yourself
with the features you plan to use. Invite a few colleagues or friends to join the practice session, simulating the conditions of your actual event. This not only helps you troubleshoot potential problems but also allows you to refine your presentation and delivery. Taking the time for a test run ensures that you are well-prepared, confident, and ready to deliver seamless and successful virtual events.

Step 6: Keep Your Audience Engaged Post-Event

Now that the event is over, hopefully everyone who came to your event had a good time, and you met some new people. Make sure to send messages after the event to keep everyone interested. If you recorded the event or wrote a summary, share it with the people who came so they can remember what
happened. Put together all the videos and info from the event, send it to everyone, and ask for their thoughts in a feedback form. This is a chance to learn how to make future events better, understand your audience more, and show that you care about what they think.

Most importantly, ask the people who came to join your mailing list. That way, they can stay connected with your brand even after the event is over. While the thought of venturing into the world of virtual events might have seemed a bit daunting at first, breaking it down into these steps should make it feel much more manageable. Now, armed with these insights, be eager to take the plunge and make your virtual events not just a technical success but a memorable and enjoyable experience for all participants.

Planning a virtual event? We’ve been creating, producing and live streaming events since 2011, and we can help. Check out our work here.

Or get in touch to arrange a call.

Bombora is a Hub Agency company