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How to Succeed with Your Virtual Event?

Organizing a virtual event requires both expertise in event planning and a good understanding of web technologies. To make informed choices, it's crucial to grasp the specifics of the available tools. If you lack this knowledge, don't worry—this blog post will give you a comprehensive overview, and you can supplement it with targeted Google searches using the right keywords.


Adapt, Adapt, and... Adapt!

First and foremost, in the virtual realm, it's essential not to try to replicate the same format as your usual "in-person" events. It's impossible to precisely reproduce the same aspects of an in-person event when transitioning to the digital mode. Having worked in the events industry for many years, we've noticed that certain elements that work well in person can be a complete failure in the virtual world. Nothing can replace non-verbal communication, in-person interactions around a buffet, in front of artwork, or even in the queue for the restroom. Someone can spend a whole day at an in-person event but may only stay focused for a few hours in front of a screen. Therefore, adaptation is key—there's no other choice!


As with any successful event, whether it's a trade show, gala, concert, forum, or fundraising event, you must begin by imagining or reimagining it. Quality content will attract your audience, but a solid engagement strategy is what will retain them. Find the best ways to interact with your audience! What do you want to share? What key messages should your audience remember? When organizing a virtual event, the priority is satisfying your targets.


Choose the Best Technology for Your Virtual Event

Here, you'll need to decide on the tools you want to make available to your audience. Is it an informative event like a conference, a trade show requiring interactions among participants, and should everything be done live or pre-recorded for a live broadcast on the big day? Certainly, pre-recording certain parts of your event can reduce risks and alleviate pressure on your team. It helps avoid issues related to the absence of a speaker, addresses internet connection problems, or "edits out" less relevant elements, somewhat akin to editing a TV show! Regardless of the chosen model, the experience must remain smooth and enjoyable. Therefore, it's essential to find creative ways to engage your audience.

For simple events like conferences or webinars, you can use platforms like Zoom, Skype, Webex, or others. However, for more elaborate events, don't hesitate to find the right platform for community management and also contact specialized webcasting providers.


Seize the Opportunity to Collect Maximum Data

Data collected during your virtual event is invaluable. It helps demonstrate its success. Identify your KPI and the data you can share to prove the event's return on investment to your partners, sponsors, exhibitors, and participants. Consider sharing your figures, videos, and highlights with your participants after the event!


Harness the Power of Social Media

A virtual event allows you to expand your geographical reach, providing an excellent opportunity to attract a new audience. Showcase your adaptability and position yourself as an organization that evolves with the times! However, you must always maintain your brand identity and, of course, your concept. After identifying your target audience, create a marketing strategy or action plan that can reach them wherever they are, whether on Facebook, LinkedIn, Instagram, Twitter, and in some cases, TikTok and Pinterest. Don't forget to create and promote your hashtag within your network.


In any case, a virtual event is a great opportunity to reinvent yourself. Technologies are evolving every day, and new platforms are emerging with new features. So, take advantage of it and be creative!


Do you have specific questions? Would you like recommendations for your next virtual event? Write to us at info@evenemenciel.ca


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