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

Changing Your Sails - How to Create a Stand-Out Virtual Event - Ultimate Academy Event & Wedding Planning Course

“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.

Ways To Learn

5-Day Live Virtual Classroom

SALE - Save Up To $1400 On Your 1st Course
& Get Any 2nd Course For FREE - Ends Friday!


SALE - Save Up To $1400 On Your 1st Course
& Get Any 2nd Course For FREE - Ends Friday!