Due to the sudden outbreak of coronavirus in the early months of 2020, restrictions have been imposed on public gatherings and travel has been banned. It resulted in a rapid inclination towards remote workstations to keep the business going. A sudden increase in the usage of virtual conference solutions and remote work tools have been witnessed as work from home scenarios have become the new normal around the globe.
Many organizations are unaware of the virtual event technology and are left in the cold figuring out how to quickly move on-ground events to a digital space. Companies who do not have any clue about virtual conferencing solutions resulted in canceling their conferences for the upcoming year completely. Whereas some are in a puzzle of how to host a successful virtual conference. With the change in scenarios, companies should not give up on hosting conferences, instead move their on-ground conferences to virtual space to keep the business running in the same flow.
Walking with the changing trends as going virtual is the new normal, business needs to adopt the new ways of hosting a conference online on the best virtual event platform. Hosting virtual conferences and events delivers immersive experiences to attendees and connects them in real-time irrespective of geographical location.
Going further we have shared:
- Key features to look for in a virtual event platform
- Benefits of virtual conferencing
Step by step guide for hosting a virtual conference successfully.
Table of Contents
What are the key features you must look in while selecting virtual webinar services?
Selecting the right virtual conferencing platform that offers interactive and engaging virtual webinar services helps to run your conference successfully. If the platform you opt for is not right, it will result in the fall down of an online event. Keep certain key features in consideration while finalizing your virtual event platform:
1. Go with a robust virtual conferencing platform
The market is leveraging ample virtual conferencing platforms. As rapid competition is going on between the top virtual conference and events platforms that serve the best, selecting the best that suits your needs is the best bet to rely on. Select a virtual conferencing platform that offers robust hosting features such as ticket sales, live chats, live streaming, virtual exhibitor booths, and much more.
2. Seamless and easy navigation
While selecting a virtual conferencing platform to host your online conference, look for a platform that allows attendees to navigate from one place to another easily without any hassle. A platform that is easy to navigate and offers seamless user experience, is the one to look for hosting a virtual conference.
3. Audience Capping
Select a virtual conferencing platform that allows unlimited audiences to join in the ongoing virtual event. A platform with no audience capping that enables you to manage immense audience traffic for any virtual event/webinar/conference is the one you must go with to host your online event.
4. Interactive engagement tools
Look for a platform that enables you to organize live polls, surveys, game, Q&A sessions, audio/video/text chat, one on one interactions, real-time offers to keep your attendees engaged throughout the conference. Apart from it, sharing screens, files, presentations, custom registration, capacity to hold a large number of attendees, whiteboards are an add on.
Benefits of Virtual Conferencing
With each passing day more and more companies are switching from conventional ways of hosting an event to virtual formats. Apart from saving the expenses spent on a venue, travel, accommodation, and food & beverages, hosting a virtual conference come with numerous benefits giving endless opportunities to leverage.
1. High accessibility
Moving a company event or conference in a digital space saves a lot of time and results in increased reach. Virtual conferencing solutions overcome the geographical barrier completely, making it easier to reach an audience residing in any corner of the world.
2. Generate qualified leads
Due to reduced costs and the ability to join the online conference from the comfort of own space, virtual conferencing platforms result in increasing the attendance of attendees at a virtual conference thus generating more qualified leads.
3. Increase participation and engagements
Virtual conferencing platforms incorporate interactive engagement tools such as live polls, surveys, audio/video/text chats, Q&A sessions thus resulting in real-time interaction between attendees and keep them engaged throughout the virtual event.
Related: Benefits of Having a Virtual Office
Measuring the success of an event becomes easy with virtual conferencing solutions. It tracks the complete event from start till the end and enables you to measure the metrics and keep the record of complete analytics which you may sometimes fail to keep during in-person events.
Virtual conferencing is a brilliant way to boost pan presence at a reduced cost. A presenter may even charge a fee to attend a conference that attendees are likely to pay as they are free from all the other expenses.
A step by step guide for hosting a Virtual Conference
Planning to host a virtual conference? Significant planning and strategy are a must to carry out virtual or hybrid events seamlessly. Determining the topic and hiring guest speakers to engage attendees is not alone enough to carry out an online conference successfully. To host a virtual conference, you need a safe and secure virtual conferencing platform that compiles interactive
engagement tools to carry out your virtual conference seamlessly.
We have shared a step by step guide that sets you to host a virtual conference that delivers excellent results. Let’s get started!
1. Select the right virtual conferencing platform
Nowadays, there are many virtual webinar software that’s absolutely free but it does not necessarily come with all the interactive features that make your online event outstanding and engaging. To host a large scale virtual conference that requires you to connect with many attendees, going with the paid virtual event platform is the best bet. The paid virtual conferencing platforms offer all the features you need for a successful virtual or a hybrid event and are safe and secure.
Right from holding the maximum number of attendees, screen sharing, audience engagement tools such as the ability to organize live polls, surveys, games, Q&A sessions, etc., event tracking, live streaming, on-demand content, audience analytics, and reporting, live audio/video/text chats and many more features like these are easily accessible via paid virtual conferencing platform.
2. Look out for additional presentation tools to engage attendees
While selecting a virtual conferencing platform lookout for additional presentation tools as well. It will help you to make your webinar or conference more engaging. Sharing screen during the conference while demonstrating presentation to attendees illustrates points in a better way. Take the full advantage of the virtual format and create slides to demonstrate important data and infographics.
3. Determine the topic of your conference and select speakers
While determining the topic of your virtual event be precise and specific instead of getting into the temptation of a wide range of topics. Focus on the relevant hot topic to engage the audience effortlessly.
While selecting a speaker for a webinar, it is suggested to have a panel of 2-3 expert speakers to engage the audience instead of having just one speaker for the entire event. Multiple speakers deliver better value to the online event as they share different perspectives.
4. Create a registration form for online attendees
Whether it’s a hybrid event or an online conference, creating a registration form comes next that asks attendees to sign up and pay a registration fee if required, to attend a virtual conference.
Embedding the registration form on the website can be easily found by google. Your registration form must include, date & time of the event, speaker information, attendee information, company links, and so on.
5. Promote your virtual or hybrid events
Promoting your virtual conference and events beforehand makes your audience aware of the upcoming event. Send out emails to existing clients and talk about your virtual event on social media channels as most of the population is easily available on social media. You can even approach social media influencers for promoting your event if your industry demands that. Make it a point to send reminders to registered attendees two days before an actual event.
6. Set up a customized branding tone for the virtual conference
To deliver immersive experiences the same as in-person events, select a virtual background that goes well with your brand image. Many virtual event platforms offer customizable backgrounds that enable you to feature the company’s logo, tailor the theme of a virtual conference, list other basic details, etc to package the event in a very professional format.
7. Engage attendees at a conference
To engage attendees with a virtual conference, organize live polls, surveys, and games to keep them hooked throughout the event. Offer live attendees to share their opinions in real-time, it keeps them engaged and involved with the ongoing presentation.
8. Follow up your attendees
Once the live virtual conference gets over, do not forget to follow up with your attendees. Send a feedback form to attendees who attended the session via email to gain their valuable insights. It helps in nurturing leads and enables you to understand which piece of collateral holds the interest of your attendees. Apart from it, you can send a thank-you note for attending an event as a token of gratitude. If you miss following up on them, you might be missing out on some fresh leads.
If you have not yet switched to virtual conference solutions, now is the time to get started and switch to virtual conferencing services to keep the business running even in the time of crisis.