In response to the evolving global landscape, businesses and organizations have been increasingly turning to virtual events and conferences in recent years. Technology advancements have made it possible to accommodate thousands of attendees in a digital environment, delivering highly engaging and memorable experiences.
The shift towards virtual events isn’t surprising – they provide numerous benefits. Not only are they more cost-effective, but they’re also less complex to orchestrate and can be attended with ease, offering vast convenience for participants.
So, if you are considering taking your events digital, this guide is for you. It sheds light on all the crucial aspects of planning and implementing a successful virtual conference. From platform selection to best practices, this comprehensive guide has it all.
Exploring the Concept of a Virtual Conference
A virtual conference is a digital event that echoes the structure and intent of a traditional in-person one, yet unfolds in a completely online environment. Like their physical counterpart, virtual conferencing aims at providing an interactive platform where attendees can participate in sessions, gain industry-specific insights, draw inspiration, and build valuable connections.
However, the unique facet of these digital events is the ‘virtual’ aspect. Here, a whole new universe opens up – geographical boundaries cease to exist. Irrespective of their location around the world, people can join these events with nothing more than a stable internet connection and a compatible device. This eliminates travel expenses and the need for physical presence, thus enabling an increasingly global participation.
Moreover, virtual conferences often foster an environment conducive to active participation. While in-person events can sometimes be daunting or overwhelming, especially for introverts, a virtual event can be navigated from the comfort and safety of one’s own space, thus reducing participation barriers.
Unveiling the Core Elements of a Virtual Conference
While the format of a virtual conference can take many shapes based on the event’s intent and target audience, some key features remain integral to creating a valuable and engaging event.
- Inspiring Keynote Address: This sets the mood for the event. A keynote speaker, often an expert or a thought-leader in the field, delivers a motivational speech, offering the attendees a fresh perspective and setting the tone for the conference;
- Educational Sessions: These can take various forms – panel discussions, webinars, workshops, or demonstrations – and are designed to impart knowledge, provoke thought, and inspire the attendees;
- Interactive Breakout Rooms: These smaller virtual rooms allow attendees to interact on a more intimate level, fostering an environment ideal for networking and in-depth discussions;
- Numerous Networking Opportunities: Apart from breakout rooms, networking can be facilitated via instant messages, video chats, a directory of attendees, topic-specific chat rooms, or forums;
- Closing Events: Virtual social events at the end of the day or conference, like digital happy hours or after-parties, can provide a casual environment where attendees can unwind and interact more freely;
- Virtual Exhibits: If the conference has sponsors, a virtual trade show or exhibit can provide a space for them to showcase their offerings;
- Gamification: Incorporating game-like elements can make the event more engaging. Rewards for participation or trivia contests can be a fun way to keep attendees involved;
- Additional Fun Elements: Giveaways, contests, entertainment acts, and ‘digital swag bags’ can add a touch of fun and keep the audience enthralled.
The Gains of Arranging a Virtual Event
Organizing a digital gathering unfolds a world of benefits for both the hosts and the attendees. Here’s a rundown of the myriad advantages that make this form of interaction an attractive proposition.
The Attendee Perspective:
- Global Accessibility: Geographic barriers no longer pose a hurdle. Irrespective of their location worldwide, attendees can join in, making it a truly diverse and inclusive experience;
- Affordability: The absence of travel and accommodation expenses makes virtual conferences a popular choice for cost-conscious attendees;
- Customizable Experience: Attendees can tailor the event schedule to their preference, choosing only those sessions that align with their interests;
- Flexible Timeframe: Recordings of sessions offer the flexibility to catch up with any missed discussions at a time that suits them best;
- Increased Engagement: The digital framework allows numerous interaction opportunities through chats, networking corners, Q&A sessions, surveys, and polling;
- Targeted Networking: Attendees can choose to connect with specific individuals or groups based on shared interests, facilitating meaningful interactions.
The Organizer’s Point of View:
- Unlimited Ticket Sales: The absence of venue capacity constraints leaves room for an unlimited audience, thus allowing a wider reach;
- Cost-Effective: Skipping venue rentals, catering, and other event-related expenses makes virtual conferences a cost-effective choice;
- Ease of Organization: Managing an online event is far less complex than coordinating an actual, physical conference;
- Increased Interaction Opportunities: The virtual space allows for a wealth of interaction opportunities, enabling the hosts to engage with the audience and promote organizational goals effectively.
The Blueprint to Organizing a Successful Digital Gathering
Setting up a virtual conference involves meticulous planning and strategic implementation. Many aspects echo those found in traditional, physical conferences – from the creation of engaging content and establishing sign-up mechanisms, to securing event sponsors, recruiting speakers, and promoting the event.
However, conducting a virtual event requires a crucial addition – a robust virtual conference platform that serves as the backbone of the event.
The Essence of a Virtual Conference Platform
A comprehensive virtual conference platform is essentially a digital tool that offers versatile functionalities that enrich the event experience. It seamlessly combines video conferencing, webinar capabilities, and several other interactive facets to create an engaging virtual space where attendees can ‘meet, interact and learn’.
Navigating the Selection of an Ideal Online Conference Platform
When venturing to host a virtual conference, choosing an all-encompassing platform is key. Here’s what to look out for:
- Robust Video Conferencing and Webinar Features: These should include attendee engagement tools like polls, surveys, and Q&A sessions;
- Breakout Room Capabilities: This allows attendees to network and interact in smaller groups for more focused, in-depth discussions;
- Networking Tools: These can range from a directory of attendees to interactive discussion forums;
- Customization Features: Ability to customize landing pages, emails, and virtual ‘lounges’ or ‘hang out’ spaces for attendees;
- Event Analytics: Insight into event metrics can help improve future engagements;
- Integration with Existing Tools: The platform should integrate smoothly with any existing tools or software you use, like membership management software;
- Reliable Technical Support: Should there be any technical issues, quick support for both the host and the guests is a must to ensure a smooth event.
Top 8 Platforms for Hosting Virtual Conferences
Here are eight top-tier platforms that can easily facilitate an impactful virtual conference:
Accelevents
With Accelevents, you can host a successful virtual or hybrid event with ease. The platform caters to a wide range of event management aspects, from ticketing and registration to live streaming and providing event analytics.
BigMarker
BigMarker is a robust platform, tailor-made for webinars and virtual events. You can customize your conference website, manage attendee registrations, automate email reminders, and personalize your guests’ event experience.
GoTo
GoTo is a reputable suite of virtual communication tools, with GoTo Webinar being one of the most popular. Host live or pre-recorded webinars, communicate effectively with attendees, and engage your audience with polls and surveys.
Hopin
A comprehensive event management tool, Hopin caters to in-person, virtual, and hybrid events. Its features span event marketing, landing page creation, attendee registration, live streaming, and fostering an engaging attendee experience.
MemberClicks’ Conference App
While primarily a membership management software, MemberClicks also offers a conference app, which is ideal for virtual events, conferences, and trade shows hosted by membership organizations. It facilitates attendee engagement and integrates seamlessly with your membership database.
vFairs
vFairs is a comprehensive solution for virtual and hybrid events. Its diverse features include webinar hosting, an extensive resource vault, personalized virtual swag bags, on-demand hosting, and virtual sponsor booths.
WebinarJam
WebinarJam is a holistic webinar platform catering to up to 5000 attendees. The platform allows you to create custom landing pages, engage attendees, and rerun webinar recordings.
Whova
Whova is an all-in-one platform designed for in-person, virtual, and hybrid events. The platform excels at increasing attendee engagement, offering networking opportunities, and incorporating gamification to boost interaction.
9 Steps to Hosting the Best Virtual Conference
Hosting a successful virtual conference may seem daunting, but with the right strategy and proper planning, you can effortlessly execute an engaging event. Here’s a comprehensive, step-by-step guide to help you create a captivating virtual conference that will not only wow your attendees but also meet your organization’s objectives.
Step 1: Outline Objectives
Begin by formulating clear goals that you wish to achieve from your virtual conference. These goals could range from:
- Revenue generation;
- Attracting a certain number of attendees;
- Onboarding new members to your organization;
- Boosting brand recognition;
- Establishing your organization as a thought leader in your sector.
Subsequently, consider what your attendees should gain from the conference. These insights will inform your event planning and promotion. For example, attendees could:
- Acquire crucial knowledge about their industry;
- Expand their network and foster new relationships;
- Participate in thought-provoking discussions and spark new ideas.
Step 2: Select KPIs and Success Metrics
After establishing your goals, decide how you’ll evaluate the success of your event. Tracking key performance indicators (KPIs) is a conventional method to gauge success. Examples of KPIs to monitor include:
- Number of participants (track both new and recurring attendees);
- Level of attendee engagement (measured by forum activity, questions during Q&A, poll participation, etc.);
- Attendee feedback score (gathered from post-event surveys);
- Number of new memberships;
- Revenue generated;
- Return on investment (revenue earned against expenditure)
Step 3: Establish a Timeframe
Set a date for your virtual conference and reverse-engineer your planning process to establish key milestones and deadlines. Important deadlines might encompass:
- Finalizing speakers;
- Securing sponsors;
- Choosing a virtual conference platform;
- Developing registration pages;
- Designing promotional materials;
- Dispatching invitations.
Step 4: Prepare a Budget
Even though virtual conferences eliminate the need for a physical venue, you should account for other potential expenses. Set a budget and allocate your funds accordingly. Your expenditure might include:
- Virtual conference platform and other software tools;
- Speaker and entertainment honorariums;
- Event promotion (e.g., paid advertising);
- Tangible goodies for attendees;
- Meal vouchers for attendees to order food delivery.
Step 5: Assemble Your Team
Identify individuals who will help in organizing the event and assign them specific roles. Even though virtual events require fewer personnel than physical events, volunteers with tech skills (such as graphic design or social media management) would greatly contribute to the event. It’s also advisable to designate moderators for each virtual space and planted audience members to ensure smooth operation.
Step 6: Configure Your Virtual Conference Platform
At this stage, your event blueprint should be clear. Begin translating this blueprint into your selected virtual conference platform, taking care of aspects like:
- Landing, registration, and confirmation page creation;
- Drafting confirmation and reminder emails;
- Creating event schedules and session information;
- Updating speaker and sponsor details;
- Populating networking spaces with icebreakers and conversation starters.
Step 7: Develop Content
While your speakers will deliver engaging content in their sessions, you should also consider other content to enhance your attendees’ experience. This includes pre-event, during-event, and post-event content. Now is the time to develop things like:
- Opening and closing speeches from your organization and brief remarks from session moderators;
- Social media content, paid advertising, press releases, etc;
- Promotional emails and website content;
- Information highlighting your sponsors;
- Supplementary resources for attendees;
- Post-event drip campaigns to keep attendees engaged and convert them into members.
Step 8: Draft a Master Plan for the Virtual Event
The aim once your virtual conference commences is to ensure a seamless experience. As such, craft a master plan encompassing schedules, vital tasks, assigned roles, and instructions. Importantly, foresee potential challenges and create corresponding troubleshooting guides and contingency strategies. Compile this master plan in a single document and ensure its accessibility to all team members.
Step 9: Post-Event Evaluation
When your virtual conference concludes, distribute a survey to all participants to garner feedback. Use this feedback to improve future events. Lastly, convene with your team to review the event — discussing what went well, what fell short, and what adjustments should be made for future sessions.
Mastering Virtual Conferencing: 20 Brilliant Strategies
Designing an Effective Virtual Conference Experience To guarantee a successful virtual conference, concentrate on making the event enjoyable, worthwhile, and seamless. Here are innovative ways to achieve this:
- Streamline the registration process: Ensure that the registration process is efficient, hassle-free, and pleasant. Whether the attendee chooses to alter or cancel their registration, ensure they can complete these tasks effortlessly;
- Foster communication: Regularly share reminders and directions for utilizing your conference platform, allowing attendees to resolve any issues before the conference starts;
- Distribute swag packages: Reinvent the traditional conference by sending attendees branded merchandise in advance. Encourage them to display these items during the conference to foster a sense of community;
- Personalize schedules: Empower attendees to curate their own schedule, focusing on the sessions that interest them most;
- Incorporate mobile apps: Enable attendees to participate via a mobile app, enhancing flexibility and convenience;
- Maintain platform accessibility: Post-conference, allow attendees to access the conference platform for a few months to a year to revisit key discussions and resources.
Boosting Engagement Engaging attendees fully in a virtual environment can be a tough challenge. Here’s how to tackle it:
- Develop an attendee directory: Facilitate networking by encouraging attendees to complete their profiles. This will allow participants to connect based on shared interests;
- Foster interactive opportunities: Beyond messaging systems, utilize discussion boards, resource sharing spaces, or video chats to boost interactivity;
- Implement gamification: Reward active participation with points, displaying the most engaged participants on a leaderboard and providing them with prizes;
- Encourage interaction during sessions: Incorporate Q&As, polls, and surveys to make your sessions more engaging and facilitate information retention;
- Establish breakout rooms: Create smaller discussion groups to enable active participation and deeper conversations;
- Promote social media engagement: Develop a unique hashtag for attendees to use, fostering community while spreading word about your conference.
Securing Sponsorship In pitching sponsorships for your virtual conference, highlight the unique benefits that come with virtual event sponsorship. Here are some ideas:
- Provide physical sponsorship perks: Use swag bags to include products from your sponsors, giving them exposure while attendees enjoy the additional items;
- Give branded prizes: Sponsors can provide prizes for your gamified elements, simultaneously rewarding attendees and promoting the sponsors;
- Promote sponsors via branded content: Display sponsor logos and messages throughout the conference to ensure continuous exposure.
Revenue Generation Tactics Here are some inventive strategies to generate revenue:
- Implement ticket selling: Cover your expenses and support your organization by setting different pricing tiers for tickets;
- Sell conference merchandise: Create an online store where attendees can purchase valuable publications or branded items;
- Provide advertising opportunities: Promote relevant businesses on your platform, ensuring the products or services offered align with your attendees’ interests;
- Convert attendees into organization members: Offer a conference-specific discount to entice attendees to join your organization;
- Monetize post-conference content: Allow non-attendees to pay a fee and gain access to all session recordings post-conference.
Conclusion
In summary, virtual conferences present unique opportunities for connectivity, learning, and growth. By fine-tuning every aspect, from the virtual experience to engagement, sponsorship, revenue generation, data utilization, and post-conference momentum, you can transform a typical virtual gathering into a truly unparalleled event. The future of conferences is virtual, and adopting these strategies ensures you stay ahead of the curve, delivering value and experience that attendees will remember. Be sure to read our companion article, ‘How to Write The BEST Thank-You Letter for Donations,’ for expert tips on crafting meaningful and effective donor appreciation letters.