How to have a virtual conference


How to host a virtual conference?

  1. Determine your goals. Before anything else, you need to identify and define the goals of your virtual conference. …
  2. Identify your target audience. Only experienced event planners can tell you the importance of knowing your target audience. …
  3. Decide on the format. …
  4. Choose your virtual conference hosting platform. …
  5. Set up your schedule. …
  6. Find keynote speakers. …

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11 Strategies for Organizing a Virtual Conference
  1. Identify Your Audience. …
  2. Choose the Right Virtual Event Tool. …
  3. Create an Agenda. …
  4. Prepare Your Speakers. …
  5. Determine How You’ll Engage Your Virtual Audience. …
  6. Connect With and Engage Your Sponsors. …
  7. Spread the Word. …
  8. Create a Plan to Combat Technical Difficulties.


What are the benefits of a virtual conference?

Benefits of virtual conferences Conferences are typically used to gather like-minded people in one place over a given time to forward a goal, explore an idea, or develop a set of skills. By hosting a conference virtually, organizers eliminate the logistics involved with in-person events, and it’s easier to include a milieu of participants whose attendance is no longer limited by distance, time, or cost of travel.

How does a virtual conference work?

In addition, event hosts can make the most out of the following advantages of a virtual conference:

  • Engage attendees more effectively with 1:1 live and group chats
  • Attentive and centered audience with audio/video integrations
  • Measure ROIs that helps us shape our next strategy
  • Interaction with new people from all over the world
  • Networking with other experts in the same field
  • Relatively quicker and easier to set up
  • Attract more sponsors

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How to create a virtual conference room?

  • Schedule a series of email and SMS notifications to follow-up with registrars.
  • Display clickable offers in between your conference.
  • Use the ‘Panic button’ in case of a mishap to get redirected to another live room.
  • Interact with event attendees and create attendee engagement by using real-time polls and surveys.

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What are the disadvantages of virtual meetings?

Disadvantages of Virtual Meetings 1. Low Technological Knowledge. In the world today, some people still have insufficient knowledge on how remote connectivity works, especially virtual technology. This prevents a wider adoption of virtual meetings simply because people do not know how to use the technology.


What do you need for a virtual conference?

What do I need to run a virtual conference?Define your conference strategy. You need to start by clearly outlining your target audience and who you want to attend your conference. … Prepare the content. … Choose your platform. … Market your conference. … Enable your attendees to network and interact.

How do you throw a virtual conference?

10 tips for hosting virtual eventsSet clear goals from the start. … Choose the right platform to host your virtual event. … Choose the right time for your event. … Promote your virtual event. … Develop a clear agenda that includes speakers and timeframes. … Include moderators at your event. … Engage your audience. … Prepare to troubleshoot.More items…

What do you do in virtual conference?

As virtual attendees register, attend sessions, engage in live Q&A and polling, attend appointments, or provide feedback, they are giving you data that can help you drive revenue. In addition, you’ll want to understand how attendees interacted with sponsors.

How do you set up a virtual meeting?

This checklist will help you get past virtual meeting challenges.Step 1: Nail down the details. … Step 2: Send virtual meeting invitations. … Step 3: Send virtual meeting reminders. … Step 4: Conduct pre-meeting checks. … Step 5: Kick off your virtual meeting in style. … Step 6: Be the best virtual meeting host ever.More items…•

How do I host a virtual meet and greet?

How to host a successful virtual networking eventSet your goals. … Design your virtual networking event. … Build your guest list. … Choose the right virtual event tools. … Prepare your guests. … Introduce everyone. … Be an active host and moderator. … Send a thank you email.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…•

What is the best app for virtual meetings?

The Best Video Meeting Apps for TeamsZoom. Zoom is one of the most popular video conferencing solutions for businesses. … Skype for Business. Microsoft’s popular Skype service is augmented as an enterprise-ready video conferencing tool. … Slack. … BigBlueButton. … BlueJeans. … Whereby. … GoToMeeting. … Cisco WebEx.More items…

What is the best virtual meeting platform?

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

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…•

Is Zoom free to use?

Free Video Conferencing From Zoom. Host a secure, free video conference call on any device, like your laptop, smartphone, tablet, or smart display. Zoom makes it easy to start or join a secure video call with crystal-clear HD video and audio, and powerful collaboration features like screen sharing and annotation.

What is the difference between virtual meeting and online meeting?

Virtual meetings: This is where people from any given location use video, text, and audio to interact at the same time. These are hosted on platforms such as Skype, Zoom, and Google Hangouts. Put simply, a virtual meeting is a meeting done online without a physical location.

How do I create a free virtual meeting?

Best Free Web Conferencing AppsGoToMeeting.Cisco Meet.Microsoft Teams.More items…•

How do you greet everyone in a virtual meeting?

Greet each arrival as they “beep in” to a phone meeting by asking, “Hi, who just joined the call?” When everyone is assembled, introduce the attendees and their roles. Make sure everyone knows why they are at this meeting.

How do you run a virtual seminar?

VTT’s top 20 tips on how to run and facilitate a virtual workshopGet everyone on webcam. … Try for one device per person. … Schedule breaks for long sessions. … Manage the audio. … Be inclusive. … Watch your timing. … Remember, everything takes longer in virtual settings.

Do and don’ts of virtual meetings?

Do’sBe on Time. How many times have you been in a meeting where you are waiting on someone pertinent to the discussion? … Wear Your Pants. … Mute Yourself. … You Don’t Always Need to be on Camera. … Fix Your Background. … Don’t Multitask. … Don’t Eat. … Don’t Interrupt.More items…•

What does it cost to host a virtual conference?

For a smaller, single-day virtual meeting with presentations and breakout discussions, the price can range from $4,000 to $20,000. For a two-day event that includes a general session, multiple tracks, and breakout rooms, the price is typically between $20,000 to $75,000.

What is a virtual conference?

A virtual conference is different than a simple virtual meeting. It’s an entire virtual experience. They are often multi-day, are hosted online and…

Why host a virtual conference?

A virtual conference allows organizations to reach a broad audience, as virtual conferences often result in 8x the number of registrations as tradi…

How do you create a virtual conference strategy?

A virtual conference is not like an in-person conference. It takes place solely online and requires attendees to focus on a screen for hours at a t…

What are some goals or KPIs of a virtual conference?

As with any event, you’ll need to set goals and identify key performance indicators (KPIs) before the event in order to assess event success at eve…

How do you execute a virtual 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 regi…

How do you build cross-functional teams?

When you make the decision to go virtual, get ready for your planning team to change. To make a technically complex digital marketing program a suc…

How do you choose the right virtual event technology?

Taking your event virtual often means adding new technologies into the mix. The first question on most planners’ minds is how are attendees going t…

How do you plan the virtual conference content experience?

According to Forbes, content is still king. But, the attention span of an attendee has changed. The virtual conference needs to be structured in a…

How do you facilitate networking at virtual conferences?

After great content comes connection building. The physical proximity of in-person events allows attendees to create their own community for the du…

What does sponsorship look like for virtual conferences?

There are many types of sponsorship available at virtual conferences, including many of the same offerings used at in-person events. There are vide…

What is virtual conference?

In many ways a virtual conference can and should mirror what happens at a face-to-face conference. By having elements like keynote presentations, breakouts, and opportunities for networking, you’ll align with learner expectations and increase the chances that they will take a chance on a virtual event.

What are the criticisms of virtual events?

Mix in meaningful social. One of the typical criticisms of virtual events is that you don’t manage to get the same networking and interaction that you do with face-to-face events.

What do vendors want?

What most vendors want is a well qualified audience – that is a group of people who clearly possess the characteristics of the vendor’s target customers. If you can offer the chance to get in front of such a group, then you can greatly increase the efficiency of the vendor’s sales process – and that is valuable.

What is the best way to differentiate your event as a professional effort?

Providing for clear, competent learner support is one of the main ways you can differentiate your event as a professional effort. And, if you want to position it as a premium offering, you definitely need to provide good support.

Can you skip a face to face conference?

One of the big advantages of a face-to-face conference is that the attendees are essentially “captive.” Yes, they can skip out on sessions if they need to, but the fact that they are physically present greatly increases the chances that they will participate in most of the experience.

Can you work with vendors as sponsors?

Depending on your business, working with vendors as sponsors may not be a part of your current business model. A virtual conference offers a great opportunity to expand into this area.

Is virtual conference more risky?

In my experience, virtual conferences are significantly less risky and time-intensive than many of the alternatives, but that doesn’t mean they are easy and that they don’t take time. If I were to add a tip to the list above it would be “ Start well in advance !”

How many virtual events can you do in one day?

With virtual events, you can do 3 events on 3 continents in one day — one of the attractions — but people are less willing to change their timezone. A common approach has been to schedule the California early morning, allowing Europeans to come late afternoon and Asians to stay up late and catch the start.

Do speakers work in both directions?

They do audio in both directions, so people can converse naturally. On speakerphone, the system has to “echo cancel” one direction, causing people to step over each other and not realize it — it’s dreadful and awkward. It’s ten times better with a headset.

Can you use Zoom to create breakout rooms?

If you use Zoom, you can now create “breakout” rooms and allow attendees to move themselves among the rooms to network. Ideally, let people create their own breakout rooms during networking, to add to those created by organizers. This can happen in Discord, Hopin and all the proximity chat tools, among others.

Is 9-5 too much for virtual events?

To be practical, even all day 9-5 is too much for a virtual event. Many events have chosen to, instead of being one day, be two mornings or two afternoons. When people travel, you can’t do that, but it works better in the virtual world.

Can you use unpaid speakers for virtual events?

Virtual events have been using almost entirely unpaid speakers. It’s naturally very tempting, and it’s easier to recruit free speakers when they don’t have to travel and you even let them prerecord at a time of their own choice. You can even get CEOs of important companies to speak this way.

Do you have to wear a headset for panelists?

For panelists, and even for audience members who will interact, insist they wear a headset. (Wired or the Airpod Pro.) Headsets don’t just provide better audio with less tinny echo. They also reduce background noise so people don’t have to mute. They do audio in both directions, so people can converse naturally.

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.

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 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 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 …

Can you attend a conference online?

With an online conference, you can attend the event from the comfort of your own office, or even from home; anywhere as long as you have a stable internet connection and a working device connected to it. They are always accessible. Often, when you attend a virtual conference, they will be recorded by the host.

Is it convenient to attend a conference?

Convenient. Conferences can be a lot of fun and very useful to attendees, but they are not always convenient. Travelling to face-to-face events by car or plane, missing out on family time and trying to get work done from your hotel room or an internet café can throw you off kilter.

What is virtual conference?

Virtual conference ideas are suggestions for creating engaging and memorable online events that attract significant audiences. Because virtual events are different experiences than in person events, you need to approach your seminar from a new angle. These ideas also work for virtual retreats. Specifically, this list includes: …

Why are virtual daycares so popular?

Because guests will attend your conference from the comfort of home instead of the seclusion of an event center, there is a possibility that kids may crash the affair. For this reason, some organizers are advertising virtual conferences as children-friendly to encourage the attendance of busy parents. You can take this notion one step further by offering entertainment specifically for the kids.

What is a virtual swag bag?

Virtual swag bags are collections of gifts you can send via email, no need to trek to the post office! What to include in a digital swag bag: Virtual gift cards, like Amazon or Starbucks. Trials for apps like Calm or Pandora. Subscription or access to a digital industry journal.

What is a schmoozing conference?

Schmoozing is one of the main draws of conferences. Guests attend these events in part to meet other industry professionals. Though much of the networking occurs in structured environments such as luncheons, cocktail hours, meet and greets, and panels, a good deal of socializing also occurs in spaces such as hallways and lobbies.

Is it harder to draw attention to a virtual crowd?

Drawing interest and maintaining attention can be harder with a virtual crowd than with a physically present group. By embracing the advantages of an online platform you can attract a wider audience and achieve favorable results.

Planning Your Event

Before you start, it’s really important to know your goal and your audience. Clearly outline and identify your audience. Answer these questions:

Market Your Conference

A successful virtual conference depends largely on the number of attendees that show up. Leave no stone unturned to get the maximum number of attendees to your event. For this reason, your marketing strategy is essential.

Keep It Engaging

During the pandemic, webinar fatigue has become a very real phenomenon. A successful virtual conference is not one where your participants simply hop in, then hop out. Make sure you have other activities for them. Be ready to market these activities as well during your marketing campaign.

Wrap Up

Rest assured, if you follow these steps, you are sure to host a successful virtual conference. The virtual world offers great opportunities for all types of events. Explore some more ideas for different event types!

Frequently Asked Questions (FAQ) About Virtual Conferences

To better understand the ins and outs of virtual conferences, let’s explore some of the most commonly asked questions about them.

Key Steps to Hosting a Virtual Conference

Next, let’s look at a few of the most important steps to follow when developing and hosting an online conference – some of which, it should be noted, are exactly the same steps that should be followed when hosting an offline conference.

Virtual Conferences 101

Compared to other categories of virtual events, such as webinars or happy hours, virtual conferences are longer in nature and typically have a larger audience. Virtual conferences can last for hours and even days, depending on how an event organizer decides to break up the programming.

5 Benefits of Having a Virtual Conference

Over time, event professionals have discovered that there are some major benefits of going virtual and hybrid. Here are just five of those benefits:

The Differences Between Virtual Conferences and Webinars

Virtual events are a valuable channel for connecting with an audience. There are many differences between a virtual event like a webinar and a virtual conference. Below we will discuss some of the key differences.

7 Elements of a Virtual Conference

Virtual conferences are complex. Many elements need to be included in your event agenda to make it successful. Here are our top seven picks for connecting with and engaging attendees and amplifying your brand voice.

6 Steps For Planning a Virtual Conference

What are you trying to accomplish? Once you have your purpose, you can set event goals. Your purpose and goals will act as the driving force behind your planning; anything you decide from your budget to your content should support the goals and purpose of your event.

15 Questions To Ask When Choosing a Virtual Event Solution

There are a variety of tools and solutions you can use to produce your next virtual event. If you’re feeling a little overwhelmed or unfamiliar in the territory, check out these key questions to ask to make sure you can get the most comprehensive platform to cover all your virtual event needs.

KPIs for Measuring Virtual Conference Event Success

Regardless of whether your event is virtual, hybrid, or in-person, it’s important to understand how your organization calculates event ROI. Here are just a few to get you started:


Conferences Are About The Attendees

Many virtual events have forgotten that people did not travel to watch industry talks and panels. They did it to do it with other people, to meet them and to network. Yet in the virtual world, too many events have been all about the video presentation and not about the attendees.

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What Virtual Conference Tools Can You use?

  • A full review of all tools is beyond the scope of this article. Sadly, there is no tool I am aware of that does all that even the most common types of conference need. Most tools were developed for the “webinar” market, and webinars are soul-sucking shadows of what a proper conference meeting should be. Since no one tool does what is needed, the best hope is for conference tool…

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What About When We Go Hybrid?

  • The advantages of virtual events have many thinking that after we get back to physical ones, we’ll have hybrid events with both virtual and physical attendees. Experiments with this show the in-person folks have little interest in talking to the virtual attendees, so you will really have two events sharing the live program elements. In-person events will not tolerate pre-recorded talks, t…

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