Planning a virtual event can be challenging, especially if you are not familiar with the online tools and platforms available. However, with some strategic thinking and careful preparation, you can create a successful and engaging online experience for your audience. Here are some tips on how to use online tools to make your virtual event a success.
Before you choose any online tool, you need to have a clear idea of what you want to achieve with your virtual event and who you want to reach. What is the purpose of your event? What are the main messages or outcomes you want to deliver? Who are your target attendees and what are their needs and preferences? Having these questions answered will help you select the most suitable online tools and platforms for your event.
That’s always the most important action. Don’t start thinking about content until you have defined why you are doing the event, who you are targeting and d what you want them to take away from the event…and only then you can start thinking about the “how”
Virtual events are commonplace. There is a sea of mediocracy out there where people are chest thumping or worse boring with uninteresting topics. This has caused skepticism when receiving invites to what might seem like yet another online event. The key to making your virtual event successful is relevance. Make sure speakers/content hold value to your audience. Also, feature some type of interactive component if possible. Breakout rooms or polls can be ways to make sure attendees are not zoning out. Remember, you've got to hook people with quality presenters and content. You've got to keep them with a clear, concise and compelling program. And you've got to share post event content that matters if you want them to stay engaged.
Try: 1. Fixing a consideration 2. Time period specified 3. Short session distribution as it helps to attain retention 4. Formal brief about meeting 5. Good introduction
Begin by utilizing online survey tools to gather insights from your target audience, allowing you to tailor the virtual event's content and format to meet their specific interests and expectations. Employ data analytics tools to analyze past attendee behavior, helping you understand engagement patterns and refine your goals for the event, ensuring a more targeted and impactful experience. Integrate artificial intelligence chatbots into your virtual event platform to provide personalized recommendations and assistance in real-time, enhancing participant satisfaction and aligning the event seamlessly with your defined goals.
I know this tools for you to sharpen the saw (stephen coveys 7th habit) for an online event: For your goals :Miro/Smaply (plan & track), Google Docs/Sheets (list & measure). For Audience: SurveyMonkey/Google Forms (surveys), social listening (monitor conversations). + Airtable/Trello (all-in-one management).
Depending on your goals and audience, you may opt for different formats and platforms for your virtual event. For example, you may choose a webinar, a workshop, a panel discussion, a networking session, or a combination of these. You may also use different platforms, such as Zoom, Google Meet, Microsoft Teams, or Webex, to host your event. Each format and platform has its own advantages and disadvantages, so you need to weigh them carefully and compare them with your objectives and budget. You also need to consider the technical requirements, such as bandwidth, security, and compatibility, of each option.
Address the technical requirements to participants prior to the event. Set participants expectations on how the tool(s) are utilized during the event (camera on-off), group work and for open discussions.
In my experience, regardless of the audience type, it doesn't hurt to choose the most simple and intuitive platform that can do all the jobs required to be done for a given event. It generally happens that more features and functionalities shadow the ease-to-use factor and result in user confusion in virtual events. Another good idea is to run a survey with the participants asking them to vote for their preferred platform and share the result of the survey with participants so that they know in advance which platform the event would be running on as well as for the majority of them you already have a platform buy-in.
Virtual events are the norm today but people are BORED with them. Customize the format, goals, and platform by target audience and how they most effectively consume. If your audience is sales people, there’d better be an incentive and it should be short. If your audience is more methodical and structured, the content and delivery should present like a playbook. If your audience is full of experts who love to learn - presentation with Q&A from someone they respect. Empaths want to talk about people and how to influence. If you’re working with results drivers - keep it short and relevant to the outcomes they need. Innovators want to brainstorm with similar innovators - anything else and they’ll be bored.
Embrace the dynamic potential of virtual reality (VR) platforms like AltspaceVR or Spatial, allowing participants to immerse themselves in a three-dimensional event space, breaking away from the conventional flat-screen experience. Opt for interactive webinar tools such as Mentimeter or Slido, fostering audience engagement through live polls, Q&A sessions, and collaborative activities, transforming the virtual event into an active and participatory experience. Implement gamification elements using platforms like Kahoot! or Hubilo, turning your virtual event into a competitive and enjoyable experience where attendees earn rewards, creating a memorable and captivating format.
There are two approaches in selecting the right platform: 1. Select a platform which everyone is comfortable with but then you have to put extra effort in creating the excitement in the event as there is no newness here in terms of platform. 2. Select a new platform that can offer a lot of existing features that you can use in the event. But in this case you need to make sure that everyone knows the onboarding process before the actual event. I have personally seen in one of my events, i selected a VR platform, Spatial for a virtual event but many couldn't login. You might think it is easy but it is not the same for everyone.
Once you have decided on the format and platform, you need to plan your content and agenda for your virtual event. You need to create engaging and relevant content that matches your goals and audience. You also need to design an agenda that is realistic and flexible, taking into account the time zones, attention spans, and feedback mechanisms of your attendees. You may want to use online tools, such as Google Docs, Slides, or Sheets, to collaborate with your speakers, moderators, or sponsors on your content and agenda.
When organizing an online event, structuring the content in a mind map can enhance engagement. Mind maps, created using interactive online tools, add visual appeal. This not only aids the presenter in delivering a cohesive presentation but also helps the audience grasp key concepts. In the virtual setting, maintaining focus on the main subject becomes more vital, and a well-designed mind map serves as a guiding visual aid for both the presenter and the participants, ensuring a more effective and captivating online experience.
I’d plan the format as well. If you’re facilitating a workshop - miro or figma is more effective than slides. People engage in the session more if we involve them but not everyone is comfortable speaking. Give them multiple means of interacting and they’ll come back for more.
I loved using padlet or mentimeter or for people to engage online. These are my fave engagement tools. For questions, pigeonhole works great as people can post and up vote questions to allow prioritisation in answering
To attract and retain your attendees, you need to promote and communicate your virtual event effectively. You need to use online tools, such as social media, email marketing, or landing pages, to spread the word about your event and generate interest and excitement. You also need to communicate clearly and frequently with your attendees, providing them with the necessary information, such as the registration process, the event link, the agenda, the speakers, and the technical support. You may want to use online tools, such as Eventbrite, Mailchimp, or SurveyMonkey, to manage your registration, email, and feedback.
Promote the event more than once, have a weekly reminder and a same day reminder of the event starting. Don’t release all the info about the event at once that way you have an excuse on communicating new speaker announcements as the event date approaches.
One thing the Generative AI products do reasonably.well right now is to assist in content creation for things like marketing events, including writing copy for headlines, articles and social media posts. They can also assist in developing strategies and plans. Just remember to put the effort into writing detailed prompts, and always fact-check the results.
Utilize diverse online channels—social media, email campaigns, and tailored landing pages—to amplify event visibility and anticipation. Ensure clear, regular communication encompassing registration details, agenda, speakers, and technical support. Streamline processes with tools like Eventbrite for registration, Mailchimp for email outreach, and SurveyMonkey for feedback, nurturing attendee engagement and satisfaction while fostering a seamless event experience.
Virtual Platform Selection: - Choose a reliable platform suited for your event size. - Ensure user-friendly interfaces for easy participation. Engagement Tools: - Incorporate interactive features like polls and Q&A sessions. - Utilize breakout rooms for smaller group discussions. Pre-event Communication: - Use email and social media for clear event instructions. - Provide technical support resources for attendees. Virtual Networking Opportunities: - Facilitate networking through chat rooms or dedicated networking sessions. Post-event Follow-up: - Gather feedback through surveys. - Share recordings for those who couldn't attend live.
One of the biggest challenges of a virtual event is to keep your attendees engaged and interactive. You need to use online tools, such as polls, quizzes, chats, Q&A, or breakout rooms, to create opportunities for interaction and participation. You also need to use online tools, such as slides, videos, graphics, or animations, to enhance your presentation and delivery. You may want to use online tools, such as Mentimeter, Kahoot, or Slido, to create and conduct polls, quizzes, or Q&A.
When planning a virtual event, interaction points need to be designed very well. Naturally, this is a design issue. While doing this, we need to create a strong link between the purpose of the event and the design of the interaction points. Because the design of interaction points in an integrated manner with the purpose can increase the efficiency of the event to unexpected levels. On the other hand, the presence of interaction points that are disconnected from the purpose can make our work extremely cacaphonous.
Virtual events are not free tickets to avoid human contact. In fact, they may require more contact. Why? No one wants to be just a face on a screen. We all want to be treated with dignity.
Keep the event engaging throughout, by activating participants along the way. In an hour event, give the audience possibility to interact at least 2-3 times. Passive listening for the first 45 minutes can be tiresome, after which activation can be hard. In addition choose your activation strategy so that it supports the event agenda. Consider what are the activation outputs and how you include those to the event context. Facilitate the activation. Give hints to participants why their contribution is needed and appreciated.
Q&A and polls are great. Chat is great too though could be distracting at times but it keeps engagement high. So it’s a double edged sword. I try to keep it conversational and informal like when I’m talking to a friend. I also make sure I deliver quality content so no time is wasted”wasted” and people think they can multi task by doing something else
Usually you'll have a diverse audience and you want to tailor it to their varied preferences. It is helpful to offer multiple ways to engage from upvoting questions, responding with questions and potentially answers in the chat, as well as polls and other interactions during the event. However you do it, keep it simple for your audience by embedding the options so it feels like a cohesive experience.
After your virtual event, you need to follow up and evaluate your performance and results. You need to use online tools, such as email, social media, or thank you pages, to thank your attendees, speakers, sponsors, and partners for their involvement and support. You also need to use online tools, such as surveys, analytics, or testimonials, to collect feedback, data, and evidence of your impact and outcomes. You may want to use online tools, such as Google Forms, Google Analytics, or Testimonial Monkey, to create and analyze surveys, analytics, or testimonials.
Make sure to reach out to those who expressed appreciation for the event and ask if they are willing to share their thoughts publicly. These testimonials can be a powerful tool in your marketing promotions, showcasing real-life examples of the value and impact your event offered. Utilizing endorsements not only helps in reinforcing the credibility of your events but also serves as a compelling invitation for future attendees, demonstrating the tangible benefits and experiences they can expect.
Go beyond lectures with live Q&A, polls, and breakout rooms for focused networking. Choose a platform with interactive features like live annotations and collaborative tools.
To plan a successful virtual event, begin by selecting a dependable virtual event platform, craft compelling content, incorporate interactive elements such as polls or Q&A sessions, promote across social media channels, and maintain clear communication with participants. Ensure you conduct pre-event tech checks and rehearsals to tackle any potential issues.
1. Virtual Platform Selection: Choose a reliable virtual event platform that suits your needs, offering features like live streaming, chat, breakout rooms, and interactive elements for engagement. 2. Communication Tools: Utilize communication tools such as email, social media, and collaboration platforms to keep participants informed before, during, and after the event. 3. Engagement Platforms: Incorporate interactive tools like polls, Q&A sessions, and virtual networking opportunities to enhance participant engagement and create a dynamic event experience. 4.Tech Support and Rehearsals: Provide technical support for participants and conduct rehearsals to ensure smooth operation of the virtual event, minimizing potential disruptions.
To plan a successful virtual event, start by defining clear goals and objectives. Choose a reliable platform for hosting the event, considering factors like audience size and engagement features. Utilize online registration tools to manage participants. Incorporate interactive elements such as polls, Q&A sessions, and networking opportunities to keep attendees engaged. Leverage social media and email marketing for promotion. Test the technology in advance to avoid technical glitches. Finally, gather feedback post-event to improve future virtual gatherings. #ahmedalaali11
A suggestion off the beaten path for a virtual event but 'Accessibility' is a huge consideration for any event. Just as HR must ensure inclusivity in the workplace, your virtual event should be accessible to everyone regardless of their needs. This might include captioning services, sign language interpreters, and ensuring your content is accessible for those with visual or auditory impairments. Its the small extra step that thinks about everyone who could be involved that makes everyone involved feel seen in a big way...whether they utilize the service or not.