In today's digital era, virtual events have emerged as a groundbreaking way to assemble people, transcending geographical boundaries. Whether from the comfort of your home or office, these events create an engaging, interactive environment that fosters learning, networking, and collaboration.
Table of contents
- Define your virtual event type
- Keep your audience engaged
- Prepare for technical challenges
- Plan your post-event strategy
- Conclusion
How to plan a virtual event
The shift to a remote-centric world has illuminated the numerous advantages of virtual events. They offer an unparalleled opportunity to connect with a broader audience while significantly reducing costs associated with physical venues, travel, catering, and logistics. According to a report by Grand View Research, the virtual events market was valued at $114.12 billion in 2021 and is expected to expand at a compound annual growth rate (CAGR) of 21.4% from 2022 to 2030.
Define your virtual event type
The first step in planning a virtual event is understanding your audience and the event format that best suits them. Different events cater to different objectives, so selecting the right type is crucial for success.
Popular virtual event formats:
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Workshops and webinars: Ideal for educational or instructional content, these events typically focus on skill-building and knowledge sharing.
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Networking events and panel discussions: Designed to bring professionals together for industry insights, collaboration, and relationship-building.
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Conferences and summits: Suitable for large-scale professional gatherings, these events often feature keynote speakers, breakout sessions, and panel discussions.
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Hybrid events: A blend of in-person and virtual elements, allowing participants to engage both online and on-site, increasing accessibility and flexibility.
Choosing the right format:
Consider the level of interactivity required, your audience's technical capabilities, and the event's scale. For instance, a workshop may benefit from small-group discussions, whereas a conference might require multiple sessions with different speakers.
Timing considerations:
Time zones play an essential role in audience participation. Studies show that virtual events held at peak audience times can increase attendance by up to 35%. Plan your event around the time zones of at least 60% of your expected audience to maximise attendance. Also, avoid scheduling conflicts with major holidays or industry events.
Additional tips for scheduling:
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Consider audience habits: Business-related events perform best during midweek (Tuesday-Thursday), while social or casual events thrive on weekends.
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Account for different regions: If your event has a global reach, consider offering multiple sessions to accommodate different time zones.
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Leverage analytics: Use historical data from previous events or industry benchmarks to determine peak participation times.
Keep your audience engaged
One of the biggest challenges of virtual events is maintaining audience attention. According to Peak Performance Center, passive attendance results in only 5% information retention, while active participation can boost retention to 50%.
Ways to keep your virtual event interactive:
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Live polls and Q&A sessions: Encourage real-time feedback and interaction.
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Gamification elements: Incorporate quizzes, challenges, and rewards to enhance engagement. For example, awarding points for participation or offering prizes for top contributors can make the event more interactive.
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Breakout rooms: Allow attendees to network and discuss topics in smaller groups. Well-structured breakout sessions improve engagement and foster deeper discussions.
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Social media integration: Use event hashtags to foster discussion beyond the event platform. Encouraging attendees to share key takeaways, quotes, and screenshots on social media helps sustain engagement.
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Live chat and reaction features: Many event platforms allow real-time reactions, emojis, and chat features that make interactions more dynamic.
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Virtual whiteboards and collaborative documents: Tools like Miro or Google Docs can encourage live brainstorming and teamwork.
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Surprise elements and guest appearances: Introducing unexpected giveaways, guest speakers, or exclusive content can keep participants excited and engaged throughout the event.
Prepare for technical challenges
Technical difficulties are an inevitable aspect of virtual events. A well-prepared contingency plan ensures a smooth experience for your attendees.
Key roles to assign:
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Event manager: Oversees event execution and troubleshooting.
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IT support: Handles technical issues and ensures stable connectivity.
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Moderator: Facilitates discussions and manages audience interaction.
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Backup host: Available to step in if the primary host encounters technical difficulties.
Backup strategies:
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Test your platform thoroughly: Conduct multiple dry runs before the event to identify and fix potential issues.
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Ensure strong internet connectivity: Use wired connections whenever possible and have backup internet sources available.
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Have alternative links or platforms ready: In case of failures, having pre-prepared alternative streaming or conferencing platforms can prevent disruptions.
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Provide a dedicated support channel for attendees: A real-time chat or help desk can resolve participant issues quickly.
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Pre-record key segments: If your event includes keynote speeches or product demonstrations, having a recorded version ensures uninterrupted delivery.
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Distribute troubleshooting guides: Provide attendees with a simple guide covering common technical issues and solutions.
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Prepare a crisis response plan: Define clear steps for handling unexpected major technical issues, ensuring swift resolution.
Plan your post-event strategy
The event doesn’t end when the last session wraps up. Maintaining momentum post-event is crucial for engagement and future success.
Effective post-event actions:
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Share event highlights: Offer ‘Best of’ snippets and key takeaways through blog posts, summary videos, or email newsletters.
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Encourage social sharing: Use event-specific hashtags to increase visibility and ask attendees to share their experiences on social media.
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Distribute on-demand content: Make recordings available for those who couldn’t attend and provide downloadable resources, such as slide decks and transcripts.
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Send post-event surveys: Collect feedback to improve future events and gain insights into audience preferences.
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Follow up with attendees: Send thank-you emails, offer additional resources, and invite participants to upcoming events.
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Analyse event metrics: Track engagement levels, attendee retention, and feedback to measure the event’s success and refine future strategies.
Conclusion
Planning a virtual event involves strategic decision-making, audience engagement, technical preparedness, and post-event follow-ups. By leveraging the right digital event strategy, businesses and organisations can host successful online events that leave a lasting impact.
Choosing the right video conferencing platform is key to delivering a seamless virtual event. Digital Samba provides organisations with a robust, secure, and feature-rich online video chat SDK to host high-quality meetings, webinars, training sessions, and virtual events. With high-definition video and audio, GDPR compliance, and custom branding options, Digital Samba ensures a professional and engaging experience.
To learn how Digital Samba’s video conferencing API and SDK can help you execute your virtual events seamlessly, contact our sales team.
