How to conduct virtual conference


  • Though day-long in-person events are common, much of that time includes meals and socializing. The best practice for a virtual conference is four hours or less per day. …
  • Since the attendees are not traveling, they will not all be in the same time zone. …
  • Shorten the presentations: Again, attendees are at a computer or mobile device so their attention span is going to be shorter than an in-person event. …
  • Add engagement opportunities during webcast presentations such as fun polls and surveys. The goal is to get the remote attendee to touch their keyboard every 3-4 minutes.
  • Consider adding a 15-minute break in between presentations to allow attendees to explore the exhibit hall, booths and/or network with each other.
What do I need to run a virtual conference?
  1. Define your conference strategy. You need to start by clearly outlining your target audience and who you want to attend your conference. …
  2. Prepare the content. …
  3. Choose your platform. …
  4. Market your conference. …
  5. Enable your attendees to network and interact.


How to Plan Your Goals for a virtual conference?

When planning your goals for a virtual conference, succinctness is important. It is more challenging to attempt to achieve multiple, segmented goals when virtual. Instead, create a single goal that drives the mission of the virtual conference. There are two different streams to look at when creating goals – business goals and attendee goals.

Are online virtual events as effective as in-person conferences?

Online virtual events may be foreign to many meeting planners, but – if properly executed – they can be just as successful and engaging as live, in-person conferences. The key (which applies no matter what the conference medium) is to relentlessly focus on the quality of your audience’s experience.

How do I create a virtual conference space?

Thanks to tools like Remo, you can create a virtual conference space with “themed” rooms where people can hop in and out of discussions on particular topics. Adding virtual vendors/booths to your event is also possible thanks to solutions like Hopin or using breakout rooms on regular conferencing tools.

Should you host a virtual conference or summit?

Deciding to host a virtual conference or summit – also referred to as an online conference – often seems like a a natural move for expertise-based businesses that already host face-to-face events or that are looking for new approaches to online education and events. As I’ve already argued, they can be a great business model.


How do you run a good virtual conference?

Virtual events take just as much advance planning as a traditional conference. … Time zones still matter – make sure participants aren’t shut out by being in the wrong time zone. … Provide both synchronous and asynchronous content during the virtual event.

What do you need for a virtual conference?

Here are a few types of event tech you’ll need for a virtual conference:Registration.Abstract management.Mobile event app.Appointments.Onsite engagement.Attendee tracking.Surveys.Video platform.

How do you make a virtual conference interactive?

Virtual conference engagement ideasOffer a free ebook or several free ebooks. … Offer slide decks and replays to attendees. … Offer online coupons – especially from sponsors and exhibitors. … Use polls before, during, and after the event. … Offer an immersive agenda. … Create a social media hype ahead and during your conference.More items…•

How do you host a virtual conference on Zoom?

1:306:38How to run an online event on Zoom – YouTubeYouTubeStart of suggested clipEnd of suggested clipDashboard. Click webinars. And click schedule a webinar. Now type in the title of your conference.MoreDashboard. Click webinars. And click schedule a webinar. Now type in the title of your conference. In the description. You can fill in details about your conference.

How do you welcome participants in a virtual meeting?

9 Ways to Welcome Attendees to Your Online EventLay down the welcome mat before the event. … Reach out personally to attendees (especially those you already know) ahead of time. … Pose a question. … Establish safety. … Start with logistics, not purpose. … Share the purpose and intention of the event. … Do a group activity.More items…•

What is the best platform for virtual meetings?

The Best Free Video Conferencing PlatformsZoom.Google Hangouts.Dialpad Meetings.TrueConf Online.Skype.FreeConference.Lifesize Go.Slack Video Calls.More items…

How do you host a fun virtual event?

37 Virtual Event Ideas for Your Next Online EventPersonal Trivia Turned Into a Virtual Game. … Real-Time Illustrations During Sessions. … Live Games or Competitions. … Virtual Concert. … Health and Wellbeing Activities. … Build Unique Immersive Environments. … Attract Star Talent. … Cooking or Cocktail Class.More items…•

How do you engage virtual participants?

Choose the Right Virtual Event Platform to Power EngagementLive chat.Live Q&A.Live polling.Gamification.Video rooms.Virtual booths and exhibitors.Small group and one-on-one networking.Personalize attendee experiences.More items…•

How can I be a good zoom host?

1:034:17Zoom Meeting Tips For Hosts (Host Your First Meeting With Confidence)YouTubeStart of suggested clipEnd of suggested clipDepartment if you want to take advantage of this filter. You can access it by clicking on the carrotMoreDepartment if you want to take advantage of this filter. You can access it by clicking on the carrot to the right of the camera icon at the bottom left of your screen go to the video settings.

How is zoom Webinar different from Zoom meeting?

Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance. Webinars are designed so that the host and any designated panelists can share their video, audio and screen. The host can also unmute attendees.

What are the ingredients of a successful conference?

The 9 ingredients of a successful conference todayAn experienced PCO. … An efficient registration system. … A suitable venue. … Catering for your audience. … Highly credentialed speakers. … Reinvigorating team activities. … Breakout training sessions. … An entertainment focus.More items…•

What is the app for virtual meetings?

Examples of this software include Zoom, Webex, Google Meet, Lifesize and Jami. These apps are also called “online meeting platforms.”

What is virtual conference?

Put simply, a virtual conference is exactly what it says on the tin; a conference held in a virtual space. It allows remote participants to access live, interactive networking opportunities and content through their computers, no matter where they are located. A virtual conference is hosted entirely through the internet.

What are the advantages of virtual conferences?

Fortunately, one of the great advantages to a virtual conference is that networking can often be easier and more scalable than during a physical conference. Some platforms, like Remo, even offer an option to connect directly to an attendee’s LinkedIn page for easier relationship building.

What is Zoom used for?

While Zoom itself can be used for a myriad of things, including 1:1 meetings, team collaboration and virtual training, they also offer a package called video webinar.

What is the difference between in person and online conferences?

Online conferences and events allow you to skip the extra expenses and only pay your registration fee. Convenient.

Is Cisco WebEx still popular?

To this day, Cisco WebEx is still one of the most popular virtual event platforms. The platform is reliable, offering integrated video, audio and easy content sharing. It allows the host to record their virtual conference, share files with attendees, mute or unmute participants and present by sharing their screen.

Is virtual conferencing good?

Virtual conferencing is great, and it offers a lot of benefits to many people. The ease of scheduling and attending cannot be denied, the impact it has on the expenditure of running such events is significant and the tools for hosting them are developing all the time.

Do you need to travel to a virtual conference?

There is no need for travel, hotels or catering, you simply log on through the virtual conference portal, hit enter and are good to go. This means a virtual conference causes minimum disruption to a working day or week; with no extensive travel time required or overnight stays, attendees need only be away from their work for …

What Are the Benefits of Hosting a Virtual Conference?

The main benefit to virtual conferences is cost savings related to travel, meals, and accommodations. Second, virtual conferences increase audience reach to anyone, anywhere. Finally, virtual conferences provide more data (metrics and reporting). Every attendee activity is tracked and measured including content views.

How long does it take to set up a virtual conference?

The answer depends on the complexity of the event. A simple, single-room environment with links to webinar presentations and downloadable resources can be set up in a week.

How to Host a Virtual Conference: A Step-By-Step Process

Though day-long in-person events are common, much of that time includes meals and socializing. The best practice for a virtual conference is four hours or less per day. The typical virtual conference is 1-3 days duration.

How Can Organizers Practice for a Virtual Event?

When hosting an in-person conference, it’s easy to get to the space a few hours ahead of time to practice and ensure that all equipment and tech are working properly.

What is virtual event?

What is a virtual event? A virtual event is very much similar to a normal one, but benefits hugely from not being restricted to a single place or location. They’re sometimes known as online events, as these gatherings take place through the use of the Internet.

How to be location independent?

Just being location independent isn’t the only benefit here. Others include: 1 Cost saving on hiring venues, staff, and other resources you may need when running an event. The savings here can be huge if you have a lot of attendees. 2 Being easy to measure. You know exactly how many people attended, how many viewers watched each speech. There are also other useful metrics to help you plan for next events and measure your success.

Can you transfer an event to an online event?

The only limitation to virtual events is your own imagination. If you’re facing the challenge of transferring an on-site event to online, start with listing down all the things you would normally do and all the things that make this event so unique. You can then start to plan and think about how you can move all this to the online world.

Do you test drive before registration?

Once you have your answers, do some research and make sure to test drive everything before you start the registration. Even the best planned events can run into a few hiccups, so the more practiced and familiar you are with your processes the smoother the experience will be.

How to hold a virtual audience?

1. Use video if at all possible. Even when delivered by the best speakers, it can be difficult to hold a virtual audience’s attention with a slide-based presentation, alone. Most webinar platforms support videoconferencing, and virtual conference speakers should absolutely make use of that capability. When your audience can see the speaker …

How can a virtual conference be interactive?

Even large virtual conferences, however, can be made more interactive simply by using the audience polling features which are available in many online event platforms.

Why are virtual conferences being moved?

While some events have been canceled or postponed, others are being moved to an online, virtual setup in order to safeguard the health of attendees and presenters. Virtual conference events aren’t new (indeed, some very large ones are held each year). However, they are unfamiliar to many meeting planners, and it’s important to understand …

Can a speech be a virtual event?

A speech that works well in a live venue may not translate perfectly to a virtual one. Speakers may not at first realize it, but gestures and other visual cues that they (sometimes unknowingly) use during a live speech won’t work in the virtual event.

Can speakers do A/V checks?

Most speakers can do A/V checks at live events in their sleep, as it’s an exercise with which they are exceedingly familiar. That’s not the case with virtual events. Even if a speaker has done virtual sessions in the past, there’s no guarantee their next virtual event will use the same technology platform as their last. Great speakers leave nothing to chance when preparing for an event, and that approach is especially important with virtual sessions. Check everything in advance – audio/video quality, screen sharing, host-to-speaker private messaging, audience Q&A – and do it all with the same equipment and internet connection that the speaker will be using on event day.

Why are virtual conferences important?

Virtual conferences offer planners and marketers a way to connect with a broader audience, often leading to higher registration numbers than in-person events as travel and cost are no longer burdens attendees must bear. In our new normal, virtual events have taken over.

What is the purpose of virtual conferences?

The purpose of virtual conferences is lead and demand generation, adoption and retention, brand awareness, and relationship building . A virtual conference is a great alternative, or companion for hybrid events, to an in-person conference.

How many sessions can you have in a virtual conference?

Don’t be afraid to cut the number of sessions for a virtual conference – where you might have more than a hundred sessions at an in-person conference, it’s not unusual to cut that down to 20 when going virtual.

What is event data?

1. Event Data: This is basic data that describes the event itself. Event type, cost, date, location, registration counts, etc. are examples of event data. Capturing event data for your virtual events allows you to compare the virtual event’s performance with virtual events, as well as its in-person counterparts.

Is a virtual conference the same as an in person conference?

Virtual conferences aren’t all that different than in-person conferences. In fact, much of the planning is the same – from website creation to registration to email marketing – the basics are all in place. But, with virtual conferences, a larger emphasis must be placed on technology.

How to improve remote employee engagement?

A: Improve remote employee engagement in your virtual meeting by taking roll, using icebreaker questions, sharing your meeting itinerary and objectives, and carefully moderating your meeting to make sure everyone participates.

How long should a virtual meeting last?

A: Virtual meetings should last for no more than an hour. Break your meeting into 15-minute segments and take breaks to keep attendees energized. Be prepared to use your judgement. If you sense engagement has plummeted, it might be more productive in the long run to end your meeting early.

What are the advantages of virtual meetings?

A: The advantages of virtual meetings include connecting us when we can’t be together and helping us transcend spatial barriers to maintain work relationships, business continuity, and productive collaborations. Use this planning checklist to enjoy all the advantages of virtual meetings.

How to make a virtual meeting interactive?

A: Make a virtual meeting interactive by carefully planning every aspect of your meeting. This includes understanding hosting techniques that make people comfortable and identifying engagement strategies that encourage participation.

What is virtual meeting?

A virtual meeting is an event that brings people together via the internet or a digital network, usually to achieve a shared objective. A well organized virtual meeting allows people to collaborate and share information in real-time without the need of being in the same physical location.

Will virtual meetings work in 2021?

A: Virtual meetings work in 2021 because our need to meet remotely is greater than ever, our meeting technology is better than ever, and our knowledge of what makes virtual meetings successful is growing every day.

Is it the same as influencing when you are meeting face to face?

Talking to Inc., expert trainer Lee E. Miller summed up the problem perfectly: “The biggest mistake people make is assuming that influencing when you are meeting face to face is the same as influencing when you are interacting virtually. It’s not.

What is Whova app?

The Whova Event App has been a leader in attendee engagement and networking since 2014. For four years in a row, Whova has received both the Best Event App award and the People’s Choice Award from the Event Technology Awards.

What is a hopin?

Hopin. Hopin is an all-in-one platform for planning online conferences, offering everything from a virtual reception to breakout sessions, a mainstage, and networking events.

When is Hubspot’s virtual partner day?

On April 7-8, 2020, HubSpot launched its own virtual Partner Day. The Partner team used Zoom, a popular video conferencing tool, and sent each presenter a “video kit” with a mic, camera, lighting, and backdrop, so that participants could experience an optimal viewing experience from each of the day’s virtual speakers. Additionally, attendees used Zoom to network with other partners.

Why do people host virtual conferences?

For one, it can lower the price of admission, enabling smaller businesses with limited budgets to purchase tickets to your conference and offer their own unique insights.

What is online conference?

Additionally, an online conference enables you to create a product — recordings from your conference — that you can continue to share and use as a lead generation tool for months and years after the initial live launch.

What is run the world?

Run The World is accessible to a variety of small and large organizations, including non-profits, startup and enterprise businesses, and individual experts who’d like to host online workshops or bootcamps. Image Source.

When will the GDC 2020 be streamed?

The conference will still have ceremonies for The Independent Games Festival (IGF) and Game Developers Choice Awards (GDCA), and will stream session content starting 9 AM PT daily, March 16-20.


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