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What are the key strategies for creating a successful virtual conference?

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Virtual conferences have become a popular and effective way to connect, learn, and network in the digital age. However, planning and hosting a successful virtual conference requires careful attention to several key strategies. In this article, you will discover how to create a virtual conference that engages your audience, delivers value, and achieves your goals.

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1 Define your purpose and audience

The first step in creating a successful virtual conference is to define your purpose and audience. What are the main objectives and outcomes of your event? Who are you trying to reach and serve? How will you measure your success? These questions will help you shape your content, format, and marketing strategy. You should also research your audience's needs, preferences, and challenges, and tailor your virtual conference accordingly.

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Tatia Getia

3K+ |Head of Marketing | Media Relations | Integrated Marketing Communication |Lecturer | Consultant |Trainer
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To host a successful virtual conference, prioritize engaging content with a mix of live and pre-recorded sessions. Choose a user-friendly platform, communicate event details clearly, and encourage interaction through polls and chat. Prepare speakers thoroughly for virtual presentations and offer sponsorship opportunities for visibility. Provide dedicated attendee support, record sessions for on-demand access, and implement a robust marketing strategy. Foster post-event engagement through sharing recordings and maintaining an active online community. These strategies, based on my experience, ensure a seamless and impactful virtual conference.

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Delroy Marston

Housekeeping Manager at Virginia Commonwealth University
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The key strategy for creating a successful virtual conference is to plan and execute it with a clear purpose and goal in mind. This involves identifying the target audience, determining the theme and purpose of the conference, and carefully curating the content and agenda. Additionally, it is crucial to choose the right technology and platform to ensure a seamless and engaging virtual experience for attendees. Effective promotion and marketing strategies, as well as providing ample opportunities for networking and interaction, are also essential for a successful virtual conference. Moreover, having a team of experienced and skilled speakers, moderators, and technical support is crucial for delivering high-quality and informative sessions.

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2 Choose the right platform and tools

The next step is to choose the right platform and tools for your virtual conference. There are many options available, from webinars and live streams to interactive platforms and apps. You should consider the features, functionality, and cost of each option, and how they align with your purpose and audience. For example, if you want to foster networking and collaboration, you might opt for a platform that allows breakout rooms, chat, and polls. If you want to showcase your speakers and sponsors, you might choose a platform that enables video, slides, and branding.

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Laura Pelaez Reyes

| CMO en Grow Data | Growth Marketing | Estrategia de Marketing Digital | Desarrollo y Planeación de eventos | Branding | MBA |
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En el caso de las plataformas, es de gran utilidad conocer el manejo total de las mismas, pues cada una tiene una promesa de valor que se adecuará a tus necesidades de acuerdo al objetivo que tengas al realizar el evento virtual, en mi caso, Goto Webinar, ha sido de gran utilidad por la variedad de opciones dentro de un evento virtual, las estadísticas son muy completas y en general la aplicación es muy intuitiva tanto para el administrador como para los asistentes.

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3 Plan your content and schedule

The third step is to plan your content and schedule for your virtual conference. You should design your content to be relevant, engaging, and valuable for your audience. You should also consider the length, format, and frequency of your sessions, and how they fit into your overall agenda. You should avoid making your virtual conference too long or too dense, as this can cause fatigue and boredom. You should also provide breaks, variety, and interactivity to keep your audience interested and involved.

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Endira H.

Corporate Community Affairs | Fund Development | Foundations | Grant Writing | Nonprofits | Volunteer Management | Event Planning
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It’s important to note that even if the conference is virtual, there still needs to be time budgeted for breaks and breakout sessions. Providing a means for virtual attendees to network is extremely important and shouldn’t be limited to those in-person. Utilize breakout sessions and make sure that people get moving with breaks.

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4 Promote your virtual conference

The fourth step is to promote your virtual conference to your target audience. You should use a combination of channels and tactics, such as email, social media, blogs, podcasts, and influencers. You should also create a landing page or website for your virtual conference, where you can showcase your speakers, sponsors, agenda, and benefits. You should also provide clear and compelling calls to action, such as registration, referral, or feedback. You should also track and analyze your marketing performance, and adjust your strategy accordingly.

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Luis Ernesto Robles

Marketing Estrategico | Design Thinking | Brand Manager | Trendsetter | Etnomarketing | Branding Specialist | Latam Market | Growth Marketing | Latinoamerica
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Empieza y termina con tu audiencia cuativa! Esto quiere decir que para obtener realmente una respueta positiva de parte del publico la divulgación debe fundamentarte en tus leads más cautivos, esto porque en uan fase inicial es más facil contar con su comprometimiento y en una fase final com su divulgacióny asistencia.

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5 Engage your speakers and sponsors

The fifth step is to engage your speakers and sponsors for your virtual conference. You should communicate with them regularly, and provide them with clear guidelines, expectations, and support. You should also help them prepare and test their presentations, and provide them with feedback and coaching. You should also acknowledge and appreciate their contributions, and offer them exposure and recognition. You should also facilitate their interaction with your audience, such as through Q&A, chat, or social media.

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Luis Ernesto Robles

Marketing Estrategico | Design Thinking | Brand Manager | Trendsetter | Etnomarketing | Branding Specialist | Latam Market | Growth Marketing | Latinoamerica
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Esto es fundamental en la planificación, debido a que se hace un ecosistema entre los participantes. Claro esta una consideración necesaria, es que dicha contribución debe estar cordinada en el tiempo, recursos y objetivos asi como en el tono de voz a usar.

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6 Deliver and follow up

The final step is to deliver and follow up on your virtual conference. You should ensure that your platform and tools are working smoothly, and that you have a backup plan in case of technical issues. You should also monitor and moderate your sessions, and provide assistance and guidance to your speakers, sponsors, and attendees. You should also collect and analyze feedback from your audience, and use it to improve your future events. You should also thank and reward your speakers, sponsors, and attendees, and maintain your relationship with them.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Mary Bennett

Storyteller | Community Builder | Content Strategist | eDiscovery Marketer
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Be sure to continue the conversation after the event. Always send a follow-up email with the recording to your registrants and provide them with related content so they can continue their learning journey and also become more familiar with your brand and your unique offering. Be cognizant of why attendees are participating in your event; in other words, don’t send a “request a demo” follow-up after an educational event. Remember to focus on where they are in their journey and send content to them on a consistent basis that aligns to where they are in the funnel.

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Martha Ryan

Connecting Business and Education
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The most memorable virtual conference I attended offer a chat button at the end. Not only it encourages participants to engage in meaningful conversations, thus practice is excellent for connecting for future referrals. I found that after a lecture, people want to be heard. A chat button opens doors for participants to express their view. When choosing virtual platform, virtual apps are resourceful and excellent tools to understand your audience

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Elizabeth Rickard

Collaborative strategist energized by analyzing challenges, driving impactful solutions, and empowering diverse teams to achieve organizational goals with efficiency and purpose
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The most engaging virtual conference I have attended featured a DJ who played music and hosted a trivia competition between sessions. It was like being in a common space when we weren't in a session room. It relieved tension going into the sessions and made the dialogue and discussion more open and thus meaningful.

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Luis Ernesto Robles

Marketing Estrategico | Design Thinking | Brand Manager | Trendsetter | Etnomarketing | Branding Specialist | Latam Market | Growth Marketing | Latinoamerica
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En el estudio o analisis de resultados, crear un mapa de la audiencia y geenrar una "Persona" es fundamental. Esto porque obtenemos un diagnostico de nuestro publico y lo comparamos con nuestra visión original, asi vemos que tan alineados estabamos o no. Además esto nos permite pronosticar mejores acciones futuras, optimizando la utilización de recursos.

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What are the key strategies for creating a successful virtual conference?

1

2

3

4

5

6

7

1 Define your purpose and audience

2 Choose the right platform and tools

3 Plan your content and schedule

4 Promote your virtual conference

5 Engage your speakers and sponsors

6 Deliver and follow up

7 Here’s what else to consider

Event Planning

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What are the key strategies for creating a successful virtual conference?

1

2

3

4

5

6

7

1 Define your purpose and audience

2 Choose the right platform and tools

3 Plan your content and schedule

4 Promote your virtual conference

5 Engage your speakers and sponsors

6 Deliver and follow up

7 Here’s what else to consider

Event Planning

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