Structure of a Virtual Event: Key Factors to Consider

A few years ago, your organization produced the quick pivot to virtual events. In this pivot, you may have rushed to bring your own digital events to life, slicing corners to ensure you had an occasion for guests to attend at all.

However , studies have shown that these events are usually sticking around for the near future. This article summarizes it well : “Temporary convenience options that emerged as pandemic solutions can easily stick around for good. ”

This means it’s advantageous to revisit the key factors of your virtual events and be sure you’re building from a solid foundation. In this guide, we are going to cover the following aspects of virtual events:

  • Content plus Event Sessions
  • Exhibitor Experience
  • Attendee Engagement Strategies

Beyond simply discussing each factor, we’re going to cover tips plus strategies for successfully executing that will portion of your next event. Please remember, you can always bring in an eLearning consultant that specializes in virtual events to help you bring the ways of life.

Let us get started.

Content and Event Sessions

The content of your occasion, organized into individual event sessions, is the “meat and potatoes” of the experience. The main reason that members attend your own event is to participate in these types of sessions, as through the classes they can learn new information, network with peers, and more.

Because of this, content material is the core foundation of the event and if nothing else, it is the one factor that you want to prioritize executing effectively. Whenever reviewing your virtual event content strategy, make sure you consider the following aspects:

  • Presentation Format: There are a few various ways to present content to event visitors. You could pre-record keynote periods and speakers, and then transmitted those recordings during the occasion. Or, you could broadcast reside sessions and have speakers give their presentations to a live audience, similarly to how they would with an in-person event. Every approach has its own advantages and challenges; for example , pre-recording removes some pressure from your event day itself, but it can be more logistically difficult to coordinate with speakers in advance of the event.
  • Event Layout: This refers to how the content itself is structured. A more traditional layout would resemble a webinar—one speaker using a two-dimensional PowerPoint. A combination layout could include this webinar-style presentation, as well as live solar panel discussions featuring multiple panelists and audience engagement initiatives, which we’ll discuss later on in this piece.
  • Content Timing: Consider how long sessions and the time between them will last. Longer 60-minute sessions give themselves well to panel discussions and in-depth presentations, where you can have 45 minutes associated with content and 15 minutes of Q& A. Mid-length 30-minute sessions work well with 20 to 25 minutes of content and a quick five to 10-minute Q& A. Lastly, 15-minute sessions work well for customer stories, entertainment segments, and other options where you’re not planning to field questions from the audience. Think about this example schedule:

  • Ongoing Value: Just because you are live streaming content, that will doesn’t mean that it’s just valuable at the moment. Consider recording each event session plus repurposing it for later use. You are able to share it with event registrants who missed a scheduled appointment or two, sell it on-demand to organization members who have been unable to attend, or even utilize it as part of your articles marketing strategy .

How you choose to structure your event content can largely depend on the type of content material your event will include — for example , you may want to feature longer sessions and live engagement (rather than pre-recording) meant for events built around keynote speakers and networking possibilities.

However , your virtual encounter software can also set limitations on the type of content you can share and how you do so. Revisit your own technology to ensure it supports the type of content you want to reveal.

Exhibitor Experience

Events are a revenue opportunity for your organization, but not just through the event seat tickets you sell. Sponsors and event exhibitors are also valuable revenue generators for your occasion, so it’s important to provide a great experience for them.

When you’re umschlüsselung out the sponsor experience, there are two main facets to keep in mind—the types of sponsorship opportunities you’ll provide and how you’ll price all those opportunities.

Regarding the types of sponsorship opportunities, think about the following options:

  • Live Talk: This involves equipping sponsors with their own live chat rooms or other functionality that allows them to message directly with event guests who seem to may be interested in their products or even services.
  • Poster Hall: A virtual poster hall involves sponsors creating a electronic “poster” that displays their branding. Event guests may scroll through the posters and find out which companies are sponsoring the event.
  • Conference Scheduling: Provide sponsors with their own digital meeting rooms and allow them to schedule one-on-one meetings along with guests who may be interested in their offerings.
  • Virtual Booths: With a virtual presentation area, sponsors can provide information about their own product or service via pamphlets, brochures, product videos, and hyperlinks to their website.
  • Event Marketing: Consider offering more traditional paid press options for example display ads and ads across your virtual occasion platform to sponsors. You might allow sponsors to display their logo on your pre-event outreach, such as in email plus social media campaigns.

Pick and choose which possibilities would align well with your event and begin creating support packages.

Consider creating tiered sponsorship packages, such as a Gold package which includes the most or highest-value possibilities, a Silver package that features slightly fewer opportunities, and a Bronze package that features fundamental sponsorship perks. From there, restrict the number of each tier which you offer to increase demand. In case every sponsor is able to buy the “Gold” package, it will be hard to adequately highlight each or make the case for it being the more valuable option.

Attendee Engagement Techniques

At this point, your event guests have been going to virtual events for nearly 3 years. While many people are fans from the virtual event experience and the increased accessibility it provides, it’s also true that it is easy to lose focus whenever staring at a computer screen.

Attendee engagement methods are crucial in order to re-engage occasion guests who have lost focus. This includes strategies such as:

  • Live Chat: Give guests the ability to chat with one another, event organizers, and occasion presenters throughout the event. Visitors can send in questions, responses, and ideas to be energetic participants in any sessions.
  • Question plus Answer Sessions: During sessions, give guests the opportunity to share any questions they have about the content plus receive responses. This promotes them to listen for the duration of the big event and make the most of each session.
  • Community forums: Consider producing discussion boards that focus on specific topics and aspects of your own event. Guests who discovered sessions particularly valuable can network with other guests who have shared interests.

Lastly, consider which includes short breaks throughout the event to allow guests to step away from their computers. Whenever they have scheduled breaks in order to step away, guests can focus more intently throughout event sessions.

While we initially pivoted to virtual events a couple of years ago, it’s clear these events are sticking about going forward. It’s worthwhile to revisit the foundation of your activities to ensure you’re set up to achieve your goals as you continue hosting this type.

By addressing content and event sessions, the exhibitor encounter, and attendee engagement, you are going to cover all of the key aspects necessary for a strong event. Best of luck!

Amber Winter could be the Director of Sales & Marketing at Web Courseworks. She’s committed to helping association executives realize the potential of their education programs and turn all of them into high performing income generators. Amber was named one of Madison, Wisconsin’s 40 under 40 and the quantity 1 LMS salesperson simply by Talented Learning.

The post Anatomy of a Digital Event: Key Factors to Consider appeared first upon Marketing Insider Group .

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