7 tips to organize a successful virtual event

Check out these 7 tips to make virtual events easier to plan!

7 tips to organize a successful virtual event
Doriane Stagnol
Doriane Stagnol

How to prepare for an online event: 7 golden rules

In recent years, remote events have become very popular because of their flexibility and freedom. In today's world, we can be in the comfort of our sofa, under a coconut tree on a beach, between two flights at the airport, etc., while attending a conference, a course, or a concert on the other side of the world. There are many advantages for organizers as well: lower costs, more reach, less logistics, more flexibility, etc. Virtual events, however, cannot be improvised. A minimum amount of preparation and organization is required. In this article, we reveal the 7 golden rules for creating an online event that is sure to be successful.

1. Provide a quality program for your virtual event

The ideal conference program includes high-value-added content tailored to the needs of your target audience as well as quality speakers recognized for their expertise. Don't be afraid to offer original and diverse content. You could, for instance, alternate intense periods of work with playful breaks to energize your experience if the topic allows?

Ensure that the audience is aware of the schedule ahead of time. Suspense can, however, keep them intrigued. As an example, you could announce a surprise guest or content that will only be revealed on the day to registered participants.

Ensure that the different tools and resources for sharing with participants have been prepared in advance: courses, data, studies, videos, exercises, etc.

2. Choose a venue that fits the event's needs

As there are no face-to-face participants, it might be tempting to rush the selection of the broadcast location. What a mistake! The location of a remote event influences its success.

There are several parameters to consider. Ensure that the technical installation is in proper working order. Are the electrical connections adequate? Does additional lighting need to be provided? What about aesthetics? Do you have any ideas for decoration? There is no need for a large exhibition hall or a large conference room. Venues and decorations must stay consistent with the meeting's theme.

3. Make registration easier

Registration should be easy, quick, and smooth. Many people will be turned off by a lengthy and confusing process. All you need is a short form to fill out with basic information.

When it comes to a paid event, ensure the payment system is simple, reliable, and secure (like Lemon!). You should also consider offering several payment options, such as credit card, electronic payment methods like Paypal, and now Bitcoin.

You can make use of platforms that provide online ticketing. It is also relevant to note that there are platforms that already integrate the payment system.

4. Communicate clearly and effectively

Communication is the key to your online event's success.

Create a well-constructed landing page with compelling content if you have a website. Are you in possession of a contact list? That's great! Try setting up an email campaign with regular reminders!

You can also reach out to people through social networks. You can, for instance, create a teaser, set up a countdown, host a question-and-answer session to answer public queries. The possibilities are endless. It's up to you to decide which channel suits your project best. Whatever you do, be creative and innovative.

5. Make sure your platform is intuitive

Technology plays an integral role in the success of a virtual event. There are many options available today for broadcasting live or pre-recorded content online.

Make sure your platform is easy to use and accessible for participants. It shouldn't be necessary for them to install several applications. A suitable tool should include all the useful features for both the organizer and the audience: ticket sales, payment, video conferencing, document sharing, etc.

Before making your choice, consider the content that will be included in the digital event. Is there going to be a presentation? A virtual board or a screen sharing system will be needed if this is the case. Is there an opportunity for the audience to respond with written comments? Consider whether a live chat is feasible.

A fluid and intuitive experience is essential. Provide educational tools or user guides to explain how to access or use the platform.

6. Engage participants in discussion 

When it comes to virtual events, interactive elements are crucial to their success.

People struggle to stay focused when they are alone behind their phones or computers for long periods of time. The content of the screen must captivate the audience. The animation must therefore be dynamic.

Don't be afraid to set up interactive and collaborative content such as polls, quizzes, live chats, breakout sessions in virtual meeting rooms, etc., to make the meeting more friendly.

Engage the audience, ask questions, and invite feedback. It should be no different from a physical event.

7. Follow-up is imperative

Even after the event is over, the work continues. Following up with participants after an event is crucial to getting their feedback. Send out a satisfaction survey to accomplish this.

The data in your possession must also be analyzed as in any project: the number of participants in real time, the interventions with the most engagement, the time spent in specific sessions, etc.

Ultimately, the goal is to make future events better.

Last but not least, remember to thank the participants for attending and summarize the event to maintain your privileged relationship with them. A video recording of the meeting's highlights or a written summary of the discussion can be used.

By following these tips, you'll be able to give your audience an unforgettable experience. Interested in hosting a virtual event? Lemon is a videoconferencing platform that offers all the features you need for a successful event: integrated payments, ticket management, document sharing, a calendar, etc. Start organizing your virtual event for free!