How to organize a successful Virtual Event

Events have always been a key part of nonprofit fundraising and donor engagement. But the recent pandemic posed a steep challenge in front of them as in-person events were almost impossible to organize. Their resilience and creativity, however, shone through as they quickly adapted and established new fundraising streams with virtual events. And although it was the pandemic that led to a lot of events going digital and virtual, nonprofits realized that virtual and hybrid events bring unique advantages and opportunities like extended outreach, streamlined logistics and lower costs. And they will continue to stay here along with in-person events long after the pandemic has gone.?

Let’s look at why you should consider virtual events and how you can ensure their success.?

What kind of events can be virtual?

Virtual events allow participants to attend from wherever they are, save you several hours in logistics efforts and cost. But not all events can be organized virtually, and you must figure out which events to go virtual with. Events where you can engage your participants, create opportunities for fundraising and communicate with your supporters virtually, are best suited to be conducted virtually. Some examples are; Virtual Gala, Virtual Auctions, Virtual 5k Runs, Livestream Performances, Speaker Talks and Watch Parties.?

What are the advantages of running a virtual event?

Virtual Events offer several unique benefits over traditional events

• Lower Costs
• Reduced Logistical Overheads
• Larger Audience
• Richer Data on Participants and Event Engagement
• More Sponsorship Opportunities
• Reduced Carbon Footprint

Should the tickets be free or paid?

With significantly low overheads, Virtual Events allow you to raise more but you should also keep in mind that the participants may have a lower perceived value of your virtual event. Even if they have the means and motivation to give more, when donors pay a ticket price, they think they are "done" with donating. By making tickets free, you may be able to raise more with in-event donations. So you should evaluate your tickets with a perceived value of the event (for the donor) in mind.

How frequent and how long should the event be (to avoid donor fatigue)?

A key challenge in virtual events is how to keep your guests engaged as they may be attending a virtual event with other things around them competing for attention. Getting feedback from your audience before the event about the kind of activities they like to participate in, the duration of the event, and the opportunities to engage with other participants will enable you to keep your audience engaged throughout the event.

What technology tools do you need for a successful virtual event???

Having the right technology tools is essential to success of Virtual Events and you should research and get the right software tools like:

• Online Ticketing & Event Management
• Online and Participant Fundraising Software
• Event Webpage and Social Media for promotion
• Live Streaming / Conferencing Software
• Online Bidding for Auctions
• CRM & Donor Engagement Software

Fundraising at the event, what are the options. Sponsorships, Donations, Fund a need.

Virtual Events offers several creative ways to raise funds over and above ticket sales. You can set-up online merchandise, online raffles, virtual auctions, fund-a-need, peer to peer fundraising campaigns and social media contests. With multiple opportunities to showcase your sponsors, you can get more sponsors, including the smaller ones.?

Auctions that go along with the event. How to manage that.?

Virtual Auctions allow you to plan and set-up the entire auction beforehand and avoid the last minute hassle. A comprehensive Auction Management Software can guide you through the planning steps.?

• The first step is to get your inventory planned and set-up in your auction management tool.
• Lay out the steps and timeline for the bidders and make sure this is communicated to participants.
• Market the event, use social media, email notifications and include pictures of your key auction items.?
• Start early bidding and drum up the excitement leading up to the event.?

Acknowledgement of donors and sponsors during and after the event.?

Create custom acknowledgement letter templates for the event and send personalized emails to your donors. Thank them for their support and show them how their support has made an impact. Include details on your current programs and how they can continue to be involved.?

What are the tips to run a successful virtual event?

• Right Technology:?Virtual Events rely heavily on technology tools so make sure you choose the right tools for your event. While considering a live streaming/conferencing solution evaluate if the tool can handle the number of users, has prompt support and is in your budget. It is also important to have a robust ticketing and event management software for a seamless guest experience.?
• Keep your guests engaged:?Choosing the right format is key to engaging the audience in virtual events. Include activities that involve active participation, gamify things, have some light side activities and encourage conversations among guests.?
• Set a clear agenda:?It is very easy to lose audience interest in virtual events. Give them a clear agenda and event schedule and include links/calendar invites so they can plan ahead.
• Rehearse:?With so many different pieces working together, different technology tools involved, it is important to rehearse the event to avoid any last minute surprises.?
• Promote your event:?Send out the word to all your supporters and involve them in your promotion through social media posts, explore online ads and plan social media posts leading up to the event. After the event share testimonials, photos and success stories.?
• Follow-ups:?After the event, thank your guests and sponsors and your team members. Include links to event recordings and other content.?