What is a virtual conference



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.


How does a virtual conference work?

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.

What does virtual conference mean?

Virtual meetings, also known as virtual conferencing, is the hosting of a meeting in a virtual environment online. You can host a virtual meeting with audio, video, and screen sharing.

How do you attend a virtual conference?

Tips for attending a virtual conferenceClear your schedule. Set your out of office message on your email so that you are not tempted to check your email and respond. … Do some pre-work before the conference. … Test out your equipment. … Prepare to immerse yourself in the conference.

Is virtual and zoom the same thing?

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.

Is a virtual call a video call?

Video conferencing and virtual meetings are terms that are treated as interchangeable; while they are both tools that can be used in collaboration and training, they involve different types of technologies and are used in different ways.

How do you Zoom in virtual conference?

Technical team checklistSet up meeting and/or webinar settings. Work with the presentation team to clearly define and enable settings for each session — for example, if Q&A is enabled or if attendees can chat.Enable practice session. … Invite panelists. … Schedule a dry run. … Set up livestreaming. … Plan who will record the event.

What does virtually attend mean?

Virtual Attendance means that a person is not physically present at a Relevant Meeting, but instead is able to participate in and is present at the Relevant Meeting by means of a video and/or audio platform, in like manner to any person who may be physically present.

Why you should attend a virtual conference?

Flexibility But a virtual conference gives me the flexibility to pick and choose sessions, topics and speakers in line with what my goals are. It forces me to get laser-sharp with my objectives and helps me flex the calendar well. Attending a virtual conference is not at the exclusion of all else!

How do you make virtual conferences fun?

41 Ideas for Virtual Conferences to Try in 2022 (and Beyond)Host a Social Media Challenge. … Send Attendees Virtual Swag. … Offer Speed Networking. … Birds of Feather Breakout Sessions. … Include a Pre-Event Chatroom. … Use Audio-Only Discussions. … Have Sponsored Games During the Event. … Host a Giveaway.More items…•

What equipment do I need for a virtual meeting?

Windows or Mac computer (laptop or desktop) High speed Internet (1.5Mbps up/down and a wired connection is recommended) USB headset with microphone. Webcam (if required for your class)

What is difference between virtual and online?

Online – You complete class activities online at your own pace on the PimaOnline platform and may have some flexible meeting times. Virtual – You attend live online meetings on specified days and times and complete additional work independently.

What is the difference between virtual meeting and video conference?

But while video conferences just need two people talking by video, virtual meetings usually have significantly more in the way of features, including sharing screens, documents, other videos, whiteboards, notes, and more.

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?

Virtual Conference. What is a virtual conference? A virtual conference is a conference that happens online instead of in the “real world.”. In the past, this has meant that real-world conference programming is adapted almost 1:1 to virtual platforms instead, with events—if not centralized on a central platform—taking place across the internet, …

Is virtual conference more flexible?

Virtual conferences are also far more flexible when it comes to timing: There’s no longer a need to have an exhausting day that begins with a breakfast event and continues until an evening happy hour—and that’s all before you catch up on the office emails.

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.

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.

How are virtual conferences different from in person conferences?

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. The emphasis is obvious if you look at it from a purely budgeting perspective. In-person events are 25% tech expenses; 75% non-tech expenses where virtual events are 75% tech expenses; 25% non-tech expenses. There is little to no F&B or hotels, but there are livestreams and virtual booths, and in many cases, production costs.

What is virtual trade show?

A virtual trade show can be a great draw at a virtual conference but requires the right virtual event technology to pull off. Whether you use a tool that creates a 3D trade show or one that utilizes company logos and walk-in or prescheduled appointments, make it easy to use for attendees. Build in time in the event agenda to remind attendees to spend time in the virtual trade show.

How can virtual events help you?

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 to encourage networking at an event?

Using messaging tools and the event feed, attendees can connect with other attendees. By scheduling happy hours, breakouts, and one-on-ones, you further encourage networking.

What does it mean to take an event virtual?

Taking your event virtual often means adding new technologies into the mix. The first question on most planners’ minds is how are attendees going to access, consume, and interact with your event’s content…and each other? What does that experience look like? How interactive will it be?

What is the purpose of a virtual conference?

Common purposes of a virtual conference include educating your customers, facilitating networking, lead generation, and building brand awareness, among others .

How long do you have to be in advance to attend a virtual conference?

You need, at the very least, 6 weeks to prepare and promote the virtual conference, but if possible, give yourself at least 2-4 months in advance to allow better preparations and to maximize registrations.

What happens if a virtual conference is compromised?

If your virtual conference’s security is compromised, not only it can lead to financial and legal repercussions, but it can also hurt your company’s reputation on a long-term or even permanent basis.

What are the selling points of an in person conference?

When hosting an in-person conference, you can leverage quite a number of different selling points: the venue, decoration, catering, stage design, and so on.

What is the most important factor in hosting an in person event?

In hosting an in-person event, arguably selecting the right venue is one of, if not the most important factors that will make or break the event’s success.

What to consider when designing an event?

So, when designing your event, make sure to consider what message or idea you’d like to convey from the event and design your event around it.

What is the important information about an event?

All the important information about your event: name, theme/purpose, branding, and a complete agenda/schedule including dates, times, speaker names, and session details

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.

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.

Why do companies use virtual conferences?

Where small companies might have previously been unable to facilitate an event, due to financial limitations, running a virtual conference cuts the required spend by a considerable amount, by removing the need for travel, venue hire, accommodation or catering.

How can attendees interact with one another in real time?

Attendees can interact with one another in real time, by joining one of the many tables in the virtual conference space and even features sofa areas to facilitate more informal conversations.

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 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.

Can you return to work after a conference?

Once the conference is complete, those attending can simply return to work, or their home life, without further impact to their valuable time.

What is a virtual conference?

People often confuse a virtual conference with a virtual meeting or a meeting. Generally, virtual conferences are hosted online and include live sessions, panel discussions, demos, and more. The purpose of virtual conferences is lead and demand generation, adoption and retention, brand awareness, and relationship building. While having said is easier than done, pulling off a stellar virtual conference needs planning, presentation and proactivity. The below steps break down the process of hosting a virtual conference online.

How to improve virtual event?

Share your screen and navigate your attendees through your site of software. Finally, make sure to consider how hardware and equipment can improve your virtual event. For this, you might consider investing in an HD webcam as that can mark a stark difference in the results.

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: …

How to create a virtual event?

To create a virtual event, first research and select the software and equipment you will need to execute your event. Once you choose your technology, you can begin recruiting and invite experts to present. You may also begin to plan virtual activities such as online cocktail hours, remote team building games, and other web extras such as ecommerce shops and digital book nooks. When your planning is complete, you can advertise your event online and open the registration process.

How to set up a rewind for a conference?

You can set up an online rewind by uploading video of the virtual discussions onto your event website. This offering can drive more guests to sign up for your conference, since the flexible schedule affords overcommitted attendees leeway. If a prospective attendee was hesitant to register for fear of missing a main event, then unfettered access to a replay may convince that guest that enrolling is still worth the cost.

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.

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.

Where are you staying at a conference?

At traditional conferences, guests may ask each other, “where are you staying?” to which the reply may be, “the Hilton downtown right next to the art museum, ” or “an Airbnb lake house just outside the city.” If all attendees stay at the same hotel, the conversation may shift to, “what’s the view from your room?” In the case of my annual company meeting, I could only ever answer, “I can see the top of the parking garage from my window.”

Can you record a virtual conference?

Most virtual conference software like Zoom and GoToWebinar allows you to record meetings and lectures with the click of a button. With this technology you can easily offer a playback of virtual conference events to attendees. Perhaps Abdul intended on watching the keynote speech on mobile technology in medicine, but his son sprained an ankle at soccer practice and Abdul spent the afternoon at an urgent care instead. Or maybe Joyce found the panel on LGBTQ law so riveting that she wants a playback.

What is virtual event?

These are all examples of virtual events. A virtual event is one where individuals experience the event and its content online rather than gathering in-person. According to Google Trends, the world is pivoting to virtual more and more.

How many different types of virtual events are there?

There are a million different types of virtual events. Whether you’re throwing a virtual conference, a virtual meeting, or a virtual event, there is so much that can be done using your virtual event solution. But when it comes to virtual event ideas, sometimes waiting for inspiration to strike is a challenge.

Why do organizations need to make webinars virtual?

Budget: Your organization needs to cut costs and making smaller events and webinars virtual can help move money to the biggest event of the year that brings in the largest number of leads. It also helps to have a virtual or hybrid option when attendee budgets to travel are a concern.

What is missing from virtual events?

The only thing that’s missing is the venue and the attendees on-site. But, by thinking of virtual events not as small one-off presentations or as a webinar, but as value-added, engagement-driven experiences, you can create an impactful event that extends well-beyond a computer screen.

How long is a webinar?

What is a webinar? Webinars typically last somewhere from 45 to 80 minutes. Holding webinars virtually allows attendees from around the world to join in and listen as one or more speakers present the content. Companies can charge attendees to join webinars using online payment services or can be offered for free. Webinars typically use video conferencing tools that allow Q&A, the ability to present live or a pre-recorded video, and be offered as on-demand after the fact. Due to their one-off educational nature, webinars have thrived with 100% virtual attendance. These can also include internal and external trainings.

Why do people hold virtual events?

Virtual events are held for the same reasons as in-person events: to deliver your company’s message to drive leads and revenue, drive adoption, and build loyalty lifetime value. Meeting and event planners have been making the choice between in-person, virtual, and hybrid events for years and each type of event comes with its own set of pros and cons. For instance, a webinar benefits from being virtual as it is purpose-built to cast a wide net to deliver thought-leadership, training, or some other content, whereas a user conference or regional training program is purpose-built to create 1:1 in-person interactions that face-to-face delivery enhances. This year, Microsoft pivoted to virtual with their Build developer conference. When deciding whether or not to make your event virtual, consider what you hope to gain from the event and how well those goals can be reached virtually versus in-person.

How to prove ROI of virtual event?

Proving event ROI requires an analysis of costs and benefits . Costs are expressed as direct costs, indirect expenses, and opportunity costs. Benefits refer to direct revenue, attributed revenue, attributed sales pipeline, brand equity, and knowledge exchange. By using the data gathered during virtual events to weigh costs versus benefits, you can prove the success of your event. Articulate your event success metrics before the event begins. After the event, take time to understand if the event was successful based on your metrics and how to improve in the future.


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