4 Important Tips and Tricks for Organising Virtual Events

Virtual events have become more commonplace in the age of COVID-19. After all, commerce may pause, but it can’t stop for everything. Business has to continue, even if entrepreneurs and event organisers have to adapt. 

It might be daunting to imagine how a virtual event would work for large groups, but with a little planning and innovativeness, you might just create a memorable and pleasant experience for everyone involved. To help you do that, we have enumerated some key tips and tricks for hosting successful virtual events. With no further ado, here they are:

1 - Use the right platform

Most people think of Zoom when they think of virtual events, but there are plenty of platforms out there depending on your needs. The first thing you should consider is the number of people you invited. A 20-person event will have vastly different needs from one with 1,000 people. You may need a higher-capacity platform for the latter. 

2 - Think about pre-preparation

If you have any people of note speaking at this event, it might be better to have them relinquish control of their presentation to you. This is best done by having presenters pre-record their presentations. This can ensure that the event runs smoothly and allows them to focus on speaking and making connections with the audience. 

3 - Promote in every appropriate way

If your event is open to the public, you need to do whatever it takes to ensure its success. Way before the event is scheduled, it’s a good idea to start marketing it over the internet. If it is possible, start marketing and hyping the event months in advance. 

Social media is perfect if you’re hoping to attract the general public. LinkedIn might be better if you’re hoping to find professionals in your field. Facebook events also generate buzz and can give you an estimate of the number of attendees. If you’re marketing on Twitter, come up with a hashtag that attendees and organisers can use. 

If you have a network of contacts, email is the best solution. By sending out tailored emails, you might increase the success rate of each invitation. If possible, include some sort of package in the email that gives them an idea of the night’s agenda. 

4 - Leave room for interaction

Virtual events feel a lot more like broadcasting than mingling or celebrating. After all, there are no tables where professionals can meet other professionals. There is no banter to be made among the groups. Schedule and plan activities that facilitate interaction. This is easily done by breaking the audience into smaller and more manageable groups. 

You could give them points of discussion, questions that each individual must answer, and so on. If at all possible, assign moderators to every breakout group. 

Final thoughts

In 2021, organisers of virtual events have to be as creative as possible to generate and maintain interest. After all, participating through a monitor is a lot more difficult than mingling with guests. There are many ways to draw away the attention, so it is important to make the event as engaging as possible.

If you’re looking for help with video production or virtual events, book your free consultation with us at BFF Visuals. We are an Amsterdam-based company that helps businesses create unique content.