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How to plan a virtual event

Dominik Berger
Apr 20, 2021 10:30:00 AM

Virtual events are a fantastic way to bring people together. You can create a captive environment from the comfort of your home or office.

The transition to a remote reality has proved how virtual events can be a wonderful opportunity to reach more people and cut expenses like: venue fees, equipment, catering etc.

With more than 15+ years experience in web conferencing, our team at Digital Samba wants to share with you four tips for an epic online event. This way you can relax and enjoy your successful virtual event.

1. Decide which type of virtual event to plan

Does your target audience prefer a small, more intimate meet-up? Or are they excited to be part of a global conference with keynote speakers? Make sure to tailor your offer based on your viewers desires.

Here are some example of virtual events:
  • Workshops and webinars
  • Interviews and networking
  • Conferences and summits
  • Hybrid events

Time zones play an important role when attracting global viewers. If you want to encourage attendance, run your virtual event in the time zones where at least 60% of participants will login from. Holidays and specific national events could restrict user presence.

2. Make it engaging

According to Peak Performance Center, passive attendance to an event has a retention level of 5%. Instead, an active participation can engage and help your audience up to 50%.

Here is how you can keep your virtual event dynamic:

3. Have a plan B

Technical issues can happen, it’s part of the game. That’s why, it is important to be prepared beforehand. Assign roles as Event Manager, Event Planner, IT support, Moderator and others. Make sure your team can always reach them before and during the event.

4. Plan your post event strategy

Don’t lose momentum! Nurture your online audience with the “Best of” snippets and links. Don’t forget to encourage them to share their experience on social media with related event hashtags. This action will encourage attendance to future events. Most and foremost, don’t let your valuable content get lost! Make your content accessible to the audience that couldn’t make it (i.e. through a simple recording page).

Interested in a reliable solution for your virtual events? Samba Live enables organizations across industries to hold video meetings, webinars, trainings, and events in HD video & audio right from their browsers.

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