How to host a conference virtually

image

  1. Create a solid plan. The first thing you should focus on is coming up with a solid plan. …
  2. Choose the right platform. A big part of hosting a virtual conference is choosing the right platform according to your requirements and branding.
  3. Engage your audience. It’s important to encourage your audience to engage with your content before and after your virtual conference.
  4. Decide on a budget. Deciding on an accurate budget is also important for hosting a successful virtual conference. …
  5. Host your virtual conference. When hosting your virtual conference, it’s your responsibility to make sure everything is going according to your main goals and plans.
10 tips for hosting virtual events
  1. Set clear goals from the start. …
  2. Choose the right platform to host your virtual event. …
  3. Choose the right time for your event. …
  4. Promote your virtual event. …
  5. Develop a clear agenda that includes speakers and timeframes. …
  6. Include moderators at your event. …
  7. Engage your audience. …
  8. Prepare to troubleshoot.

Full
Answer

Is hosting a virtual conference right for You?

If you or your organization already offer a face-to-face conference, hosting a virtual conference can be be a natural way to reach even more people. If you don’t currently offer any sort of conference, launching a virtual conference can be a great way to expand your portfolio of offerings, attract new customers, and generate new revenue.

How do you attract attendees to your virtual conference?

If you want to attract attendees, keep them coming back time after time, and grow your virtual conference into a valuable asset for your business, you need to put the right technology in place and take some basic steps to get the most out of the medium.

How do you make a virtual event stand out?

Take advantage of the medium 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.

How do I host a successful online conference?

In this post, I offer tips for hosting a successful online conference based off of my own experience as well as experience working with a long list of clients that host virtual conferences. So, let’s get started. 1. Add strong context to your content 2. Make it easy for others to market 3. Mix in meaningful social 4. Use at least some live video 5.

image


Hosting a virtual conference

Here, we’ll cover six different steps that will help you host a virtual conference for your business.


1. Create a solid plan

The first thing you should focus on is coming up with a solid plan. Your plan should decide what you want to achieve with your virtual conference and how you’re going to do that with your content. It’s important to consider the main goal and purpose of your virtual conference before you start brainstorming content ideas for it.


2. Choose the right platform

A big part of hosting a virtual conference is choosing the right platform according to your requirements and branding. Since everything is virtual and online, you need to put your faith and trust in a virtual conference hosting platform.


3. Engage your audience

It’s important to encourage your audience to engage with your content before and after your virtual conference. This keeps them interested in your content and builds hype for the virtual conference event.


4. Decide on a budget

Deciding on an accurate budget is also important for hosting a successful virtual conference. You don’t want to promise your audience big things only to later not fulfill them due to a shortage in budget.


5. Host your virtual conference

When hosting your virtual conference, it’s your responsibility to make sure everything is going according to your main goals and plans. This way, you can ensure every event activity is on track with your timelines and all your staff members are following your plan.


Conclusion

Hosting a successful virtual conference can be quite intimidating, especially if this is your first time doing so. A great way to start is by planning your virtual conference and then executing your plan properly.


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 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.


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.


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 !”


Why is virtual conference important?

It builds new relationships. Not only does a virtual conference help establish and strengthen the relationship between exhibitors, speakers, and attendees, but it also builds strong partnerships between you and the people who assist in organizing and running the conference.


What social media sites are used for virtual conferences?

During a virtual conference, social media sites like Twitter, Facebook, and Instagram are where conversations between attendees are most likely to take place. Lead the charge and create an atmosphere of sharing by establishing a hashtag. Have your speakers and exhibitors guide attendees to use it.


How to drive attendee engagement?

Wherever possible, encourage speakers and exhibitors to broadcast themselves before or after any prerecorded presentations. Streaming live content brings a much-needed human element to sessions that could otherwise feel impersonal, and reminds attendees that while the conference may be virtual, there are still real people working behind the scenes.


Is the Game Developers Conference cancelled?

The Game Developers Conference (GDC) —one of the first conferences to face cancellation back in February—successfully broadcast a weeklong schedule of talks over live video-streaming platform Twitch. While hosting a virtual conference during social distancing presents logistical challenges, it can be done.


Can you make all your sessions available on demand?

Most virtual conference platforms will give you the option to make all of your sessions available on demand to attendees after the conference has ended. Not only does this give you a wide selection of video content to send out to those who were not able to watch live, but you’ll also have a great resource to use for future communications.


Step 1: Develop a conference program and invite speakers

You start off the same way you always do – putting together the agenda by identifying relevant topics and recruiting speakers. The advantage of hosting a virtual conference is the fact that you and your speakers are no longer limited by the geographical location.


Step 2: Pick out the best virtual event platforms for your needs

Picking the best virtual event platform depends on the size of your event, your budget, and the features you are looking to utilize. For example, Hopin allows you to sell event tickets, analyze event data, and offer your attendees a number of interactive tools like a live chat function and breakout rooms.


Step 3: Advertise your virtual conference

Use all the same channels you would normally use for an offline event. This includes email marketing campaigns, paid advertising, search engine marketing, media partnerships, affiliate marketing, etc. However, keep in mind that you can now vastly increase the scope of your promotional efforts.


Step 4: Test your tech

Even the best virtual event platforms can glitch if set up wrong. Check, double-check, and triple-check everything! Do test runs, train your speakers on how to use the platform, and learn its every single aspect. There really is no such thing as being overprepared when it comes to hosting events, be they in-person or virtual ones.


Step 5: Host your event

When the day arrives, make sure you have enough staff support to manage the event. The bigger the event, the more people you will need. Make sure you have clearly assigned roles. For example, someone in charge of moderating the chat, another person for technical issues, a third person to keep track of speakers, and so on.


Step 6: Do your post-event attendee care

Any event, be it online or offline, should strive to strengthen and expand a network. This, in turn, requires engaging your attendees before, during, and after the event. Make sure to send them the conference materials as soon as the event is over and keep them updated on relevant industry developments long after the event.


The Key To Success: Amazing Hosts & Presenters

High on Cummins’ list of how to plan a virtual event is to hire engaging presenters who are not only well-versed in your content but are also experienced in—and skilled at—addressing the camera.


15 Virtual Conference Best Practices

The following virtual event best practices were culled from a variety of experts and will be helpful for anyone learning how to host a memorable and engaging virtual conference.

image

Leave a Comment