Changing Your Sails -
How to Create a Stand-Out
Virtual Event

“I can’t change the direction of the wind, but I can adjust my sails to always reach my destination.” – James Dean

What is a Virtual Event?

A virtual event is an occasion that takes place entirely online rather than in a physical location. Despite the difference in environment:

• Presenters convey information to attendees through video, audio, or text.
• Attendees can engage from their homes, participate in live chats, and use Q&A tools.
• The types of events remain varied, including webinars, workshops, online broadcasts of speeches, interviews, and instructional guides.

Benefits of Hosting a Virtual Event:

• Access to a global audience, making events more inclusive.
• Reduced costs for attendees as there’s no need for travel, accommodations, or meals.
• A decrease in the carbon footprint without the need for transportation and catering.
• Typically lower hosting costs due to no physical venue.
• 80% of virtual events offer free registration for attendees.
• Ability to produce and repurpose digital copies of the event.

Drawbacks of Virtual Events:

• Lack of in-person interaction.
• Shorter attention spans among virtual attendees leading to a shift in the event structure.
• Potential for technological glitches and issues.

Planning Your Virtual Event: Steps to Success

1. Vision & Purpose: Begin with a clear understanding of why you’re hosting the event. Define your goals, objectives, and target audience.

2. Concept Creation: Design an engaging theme to make your event stand out.

3. Format Determination: Decide if it’s going to be a webinar, live stream, panel discussion, etc.

4. Event Blueprint: Outline the event’s timeline, number of sessions, their lengths, and include Q&A segments.

5. Budget: As with any event, determine your expected income and expenses.

6. Scheduling: Choose a date and time, ensuring minimal clashes with other major online events.

7. Registration: Develop a user-friendly registration form.

8. Details: Dive into specifics:

   • Selection of guest speakers and entertainers.
   • Consideration of sponsors and contests.
   • Naming your event and creating a unique hashtag.
   • Marketing strategies including the use of influencers, social media, and emails.
   • Website development for event details, registration, and updates.
     
     

9. Production Needs: Decide if you can self-produce with tools like Facebook Live, YouTube Live, or Instagram Live, or if hiring a Virtual Event Production company is necessary. Ensure:

   • The technology is user-friendly.
   • Cybersecurity and platform compatibility measures are in place.

Making Your Virtual Event Stand Out

To differentiate your event:

• Exercise creativity and originality.
• Develop a unique theme and accentuate the virtual experience with advanced technologies.
• Use your already booked venue as a backdrop.
• Incorporate captivating speakers and unconventional entertainment.
• Engage sponsors to offer exclusive prizes and discount codes.
• Foster a sense of community through social media platforms, storytelling, and immersive environments.
• Add personal touches like home-delivered food or event “swag bags”.

To counteract shorter attention spans:

• Offer shorter yet more frequent sessions.
• Ensure engaging content and speakers.
• Introduce interactive breaks.
• Provide the event’s agenda beforehand to spark interest and allow attendees to prepare.

In the evolving landscape for Event & Wedding Planners, the direction may have shifted, but the destination remains the same. Embrace the transformation, capitalize on the vast possibilities of a global event, and revel in the flexibility that comes without physical constraints. Virtual events are the present and the future. Adjust your approach, and savor the journey.