Challenges for most Virtual events out in the market; How to make it work?

Virtual events are becoming more and more popular. Virtual events give you the opportunity to reach out to a wider audience, but there are challenges that exhibitors and organisers face during these types of events. Virtual event technology companies need to understand what exhibitors want; they need to address pain points exhibited by the exhibitors as well as those faced by organisers. Virtual event technology also needs to be affordable for everyone who participates in it because this is not something that will only affect the organisers, but instead all participants.

In the past 18 months, we are seeing that Virtual events are becoming more popular than physical events because of the pandemic and Virtual Events do not need to be fundamentally different. They are just an evolution of traditional conferences and exhibitions out there in the market today, where exhibitors provide their product/solution through virtual platforms instead of physically being located onsite at a conference or exhibition hall.

Virtual events allow you to connect with people around the world without having to fly them to your location. Virtual events are also becoming more popular because they happen 24/hrs a day, unlike traditional conferences or exhibitions that only last for a few days at most during the week. Virtual events can go on forever if you use video conferencing solutions like Skype and Zoom. Virtual events are often cheaper than traditional conferences or exhibitions. Virtual events also allow you to send any message, product and information across the world in a matter of seconds without having to physically be at that location yourself.

Virtual events can even start before they begin; some organisers decide on topics/discussions for participants beforehand while others leave it open ended with topics that participants can bring up during the Virtual event.

Although Virtual events are popular, they have challenges that organisers need to overcome in order for Virtual events out there today to be successful.

The following are the challenges Virtual Events organisers face;

a) Virtual Event Exhibitors not getting the ROI they expected

b) Virtual Event organisers not getting enough exhibitors to participate in their Virtual event/s

c) Virtual Events exhibiting and attending audience is not real or active, as a result exhibitors do not get anything out of it. Virtual Event organisers do not get any leads from Virtual event exhibitors

d) Virtual Events Exhibitors have a hard time connecting with Virtual Event attendees. This is because Virtual events are set up as webinar style formats where the presenter talks and only those presenters connected to their website will see what they say on screen at that moment, while others will not be able to see it. Virtual event exhibitors also have a hard time capturing Virtual Event attendees contact details in order for them to follow up with these Virtual Event attendees after the conference

Virtual events can be tough for exhibitors and organisers, so here are some tips on how to make it work!

- Virtual Event organisers should set up Virtual Events as webinar style formats that exhibitors can send their message to the entire Virtual event audience. This will allow all Virtual Event attendees/participants see what Virtual Event Exhibitors are saying on screen at that moment.

- Organisers need to implement a Q&A format for Virtual events where Virtual Event Exhibitors can ask Virtual event attendees questions. This will allow Virtual events exhibitors to connect with Virtual event audience members on an individual basis, instead of just talking at them for the whole Virtual event

- Organisers should also implement a separate chat box where Virtual Events exhibitors or organisers can communicate directly with each other in real time during the Virtual event.

- Virtual Event exhibitors should also share their contact details with Virtual Events organisers so that Virtual events organisers can reach out to them after the conference in order for them follow up on any leads they may have received during the Virtual event.

Virtual Events is a cost effective way to reach out to the Virtual event exhibitors and Virtual Event attendees. However, Virtual Events are also tough for Virtual Exhibitors who may not get what they paid for - sales leads or contact details of Virtual Event Attendees after their attendance at these Virtual events.

I would like to refer back again Mr Edward Liu's sharing in Aug 2021 on Virtual Events about Virtual Event Exhibitors and Virtual event attendees not getting value out of Virtual Exhibitions.

“If we can generate value out of this virtual trade show and that it becomes acceptable to the stakeholders - exhibitors & trade visitors.” ~ Mr Edward Liu, Managing Director, Conference & Exhibition Management Services Pte Ltd

I personally felt that he spot on the Virtual Event challenges Virtual events organisers face, I would like to share on his points Virtual Exhibitors and Virtual events attendees not getting value out of Virtual Exhibitions, which led us all to where we are today with this post hopefully giving you some guidance around how to make it work!

Virtual events are a cost effective way to reach out Virtual Exhibitors and Virtual Event attendees. However, Virtual Events can also be tough for Virtual Exhibitors who may not get what they paid for - sales leads or contact details of Virtual Event Attendees after their attendance at these Virtual events. It's important to consider how you might make your next event more successful by considering the challenges faced by exhibitors and organisers alike when looking for ways to improve with webinar style formats that exhibitor send messages directly to entire audience, Q&A format where virtual event exhibitor can ask questions in real time during the conference via separate chat box implemented on screen, as well as sharing contact information with organisers so that organiser is able to follow up any leads Virtual event exhibitors may have received during the Virtual event.

Virtual events have been a popular trend in recent years, and for good reason. Virtual events offer many benefits to both organisers and exhibitors alike: they are less expensive to host than traditional conferences; attendees can attend from anywhere with an internet connection at any time of day or night; there is no need for travel expenses or accommodation costs. Virtual events also provide the opportunity for live interaction between presenters - often difficult during traditonal conference sessions due to their high cost and duration - which creates a more interactive experience that attendees find engaging. Virtual event software providers such as Eventbrite make it easy for participants to register online, submit papers remotely before the deadline, view presentations on line following the event, download materials after the event has taken place, etc. Virtual events also provide organisers with a much greater opportunity to engage in social media marketing and promotion, as the event can be marketed before it takes place.

Let me know your thoughts on Virtual events.

What is your experience with Virtual events?

How do you think Virtual event organisers can improve their events and make it work better for exhibitors as well as visitors?

What advice would you give Virtual event organisers about promoting the upcoming Virtual Event they are hosting using social media outlets such as Facebook, Twitter or LinkedIn?

Hope to hear from you soon.

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Kenneth Choo

Author | Speaker | Consultant

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