How Does a Virtual Event Work? Tips, Benefits, & More
Virtual events continue to stay popular even. Though popularized during the pandemic, and rightfully so, virtual events were here before 2020 and they are certainly here now. A virtual event is simply an event that is held online, rather than in person. This type of event has many benefits, which we will discuss in this blog post for beginners.
What is a virtual event and how does it work?
A virtual event is an event that is held online instead of in person. There are a variety of different formats and types of virtual events, but they all have one thing in common: they allow people to interact with each other without being in the same physical space.
Virtual events can be used for a variety of purposes, including conferences, seminars, and training sessions. One of the benefits of virtual events is that they can be more accessible than in-person events. Anyone with an internet connection can participate in a virtual event, no matter where they are in the world.
The benefits of virtual events
Virtual events have many advantages over in-person events. For one, virtual events are more accessible since they can be attended from anywhere in the world. All you need is a computer and an internet connection.
This makes it possible to reach a wider audience than you would if you were hosting an in-person event. Additionally, virtual events are more cost-effective since you don't have to worry about renting space or paying for travel expenses. You also have more control over the environment of a virtual event, which can make it more engaging for attendees.
Plus, you can use technology to create interactive elements that would not be possible with an in-person event. For example, you can use polls and surveys to gather feedback and create a more engaging experience for attendees. Overall, virtual events offer a number of advantages over in-person events.
Features of a virtual event platform
Here we will go over the five main features that you should look for in any virtual event platform. We will also be exploring the details of each one to give you a better understanding of how it could benefit you and your next community event.
1. Events happening virtually
Breakout groups
In any successful event, networking is key. It's how we make connections, exchange ideas, and build relationships. But in a virtual event, networking can be a challenge.
That's where break out groups come in. Break out groups allow attendees to network with each other in small, intimate groups. This allows for more meaningful conversations and connections. And because the groups are small, everyone has a chance to participate and be heard.
Additionally, break out groups can be used to discuss specific topics or generate ideas. So whether you're looking to build relationships or exchange ideas, break out groups are an essential part of any virtual event platform.
Live streaming
For virtual event platforms, live streaming is an essential tool that can be used to engage and connect with attendees. Live streaming allows attendees to interact with each other and the speakers in real-time, making the event more interactive and engaging.
Additionally, live streaming gives attendees the ability to watch the event on their own schedule, which is especially important for those who can’t attend the event in person. Overall, live streaming is a valuable tool that can help virtual event platforms to reach and engage a wider audience.
Q&A and polls
Q&A (question and answer forms) and polls are an essential part of any virtual event platform. These give attendees the opportunity to interact with each other and with the presenter(s), and they help to keep the event moving forward as well as pushing deeper into the learning objectives.
Q&A allows attendees to ask questions via text chat and get clarification on points that they may have missed either by return text chat or by the speaker addressing them verbally in real time. Polls help to gauge understanding and ensure that the material is being covered in a way that is most helpful to attendees.
Emphasis on Q&A and polls in a virtual event platform helps to create a more engaged and interactive experience for all involved.
Discussion forums
Discussion forums are a key component of any virtual event platform. They provide a space for attendees to interact with each other, ask questions, and share ideas.
Forums also allow event organizers to post updates and announcements, which can help to keep everyone informed and on track. In addition, forums can be a useful tool for networking and building relationships with other attendees.
By taking part in discussions, attendees can get to know each other better and establish connections that may be beneficial both during and after the event. For all these reasons, it is clear that discussion forums play an important role in virtual events.
Hybrid events (in person and virtual)
A hybrid event is a mix of an in-person event and a virtual event, giving participants choices. With a synchronous hybrid event on the right platform, attendees can interact with each other in person and online, making it the perfect way to connect with people from all over the world. Other hybrid events occur asynchronously, meaning the online portion of the event is before or after the live piece.
Hybrid events are also great for businesses. They allow sponsors to reach a wider audience and generate more leads. So if you're looking for a way to connect with people and grow your business, consider hosting a hybrid event.
2. Community inside the Virtual Event
1 on 1 chat and video
While virtual events have many advantages, one of the key benefits is that they provide a platform for 1 on 1 chat and video. This feature allows attendees to connect with each other in a more intimate setting, which can help to build relationships and foster collaboration.
In addition, the 1 on 1 chat and video feature can also be used to deliver presentations or training sessions. This can be especially beneficial for companies who want to provide their employees with continuing education opportunities.
As a result, the 1 on 1 chat and video feature is an essential part of any virtual event platform.
Networking
In today's business world, networking is more important than ever. The ability to connect with potential customers and clients online has opened up new opportunities for businesses of all sizes.
However, networking can also be a challenge, especially for small businesses. This is where virtual event platforms can be a valuable tool. By hosting events such as webinars and podcasts, businesses can reach a wider audience and build relationships with potential customers.
In addition, virtual events can be a great way to connect with influencers in your industry. By providing quality content and building connections, you can create a powerful network that will help your business succeed.
User profiles
User profiles are important in any online platform, but they are especially crucial in a virtual event platform. A user profile allows other users to see who you are, what your interests are, and how to contact you.
It also allows you to see the same information about other users. In a virtual event platform, user profiles help to create a sense of community and collaboration. They allow users to connect with each other, share ideas, and work together to create a successful event.
Moreover, user profiles can also be used to promote and sell tickets to an event. By including information about an upcoming event on a user's profile, organizers can reach a larger audience and sell more tickets. Ultimately, user profiles are an essential tool for any virtual event platform.
Home rooms where people with similar interests can interact
Home rooms, often called social breakouts or topic-defined roundtables, provide a space for people with similar interests to interact and connect with each other. Whether attendees are looking for a place to discuss business challenges or meet new friends, home rooms are a great way to get and stay connected.
Many virtual event producer have had great feedback with evening sessions dedicated to those who love bourbon, or books. And creating topics for the breakouts helps all those who run, for example, and also are attending the event, to connect with other runners. Looking at people holistically is a way to personalize the event and create delightful experiences that keep them coming back.
Forums
When you're planning to host a virtual event, it's important to have a robust platform that will allow you to interact with your attendees in real time or outside of the event.
One of the most important features of a good virtual event platform is a forum. A forum gives attendees a place to ask questions, share ideas, and give feedback. It also allows you to keep track of the conversation and ensure that everyone is on the same page. In addition, forums can be a great way to build community and connection among attendees.
When used effectively, forums can be an essential part of a successful virtual event.
Social feeds
Social feeds are a great way to add interactivity and engagement to a virtual event platform. By displaying a feed of recent social media activity, attendees can get a sense of what others are saying about the event, and jump into the conversation.
This can help to create a more dynamic and engaging experience for all involved. Additionally, social feeds can be a great way to showcase event sponsors and partners. By prominently featuring their activity on the feed, you can give them valuable exposure and help to build relationships.
Ultimately, social feeds can help to make a virtual event more successful by fostering interaction and providing valuable marketing opportunities.
3. Learning doesn’t stop
On-demand library
An on-demand library is a valuable feature for any virtual event platform. It allows attendees to view recorded sessions at their convenience, which is especially beneficial for those who are unable to attend the live event.
It also allows attendees to revisit sessions that they found particularly useful or interesting. In addition, an On-demand library can be a valuable marketing tool, as it provides potential attendees with a taste of what the event has to offer.
As a result, an On-demand library can help to boost attendance and ensure that virtual events are successful.
Courses
While there are many benefits to hosting virtual events, one of the most important is the ability to offer courses with certifications or continuing education credits. By offering courses within your virtual event platform, you can provide your attendees with the chance to learn new skills and knowledge.
This can be especially beneficial for businesses that are looking to promote their products or services. In addition, by offering courses within your virtual event platform, you can also help to build relationships with your attendees. Attendees who take courses are more likely to remember and connect with the information that they learned.
Learning groups or cohorts
In any educational setting, be it a physical classroom or a virtual event platform, one of the most important factors for learner success is the ability to work well in groups, often called cohorts.
Learning groups provide students with the opportunity to share ideas, collaboratively solve problems, and learn from their peers. In a virtual event platform, learning groups can be especially important in helping learners feel connected to their fellow attendees and fostering a sense of community.
Additionally, learning groups can help to ensure that everyone is engaged and participating in the event. By providing students with ample opportunities to work together, virtual event platforms can help to create an environment that is conducive to learning and growth.
Learning progress tracker
One of the key benefits of a virtual event platform is that it allows attendees to track their learning progress. This can be a valuable tool for both individuals and businesses, as it helps to ensure that everyone is getting the most out of the event.
By tracking progress, attendees can identify areas where they need more education and focus their attention accordingly. For businesses, a learning progress tracker can help to measure the effectiveness of a training program or seminar.
By understanding which topics are being learned most effectively, businesses can adjust their curriculum to better meet the needs of their employees. In today's increasingly competitive world, any advantage that can be gained by tracking learning progress should not be ignored.
With a learning progress tracker, virtual event platforms provide a powerful tool for both individuals and businesses.
4. Platform & Support
Customer Service
As more and more businesses move their events online, it's important to have a virtual event platform that is easy to use and provides excellent customer service.
A good customer service team can help customers with any problems they may have using the platform, from technical issues to billing questions. In addition, a good customer service team should be available 24/7, so that customers can always get help when they need it.
Reporting and Analytics
Analytics and reporting play a critical role in the success of any virtual event platform. By understanding how users interact with the platform, organizers can identify areas that need improvement and make necessary changes.
Additionally, analytics can help to identify trends and insights that can be used to improve the overall experience for future events. Furthermore, by tracking key metrics such as registration rates and engagement levels, organizers can gauge the success of their events and make necessary adjustments.
In short, reporting and analytics are essential tools for any virtual event platform that wants to optimize its performance and deliver a successful event.
5. Integrations
Registrations systems, CRMs, HR
For a virtual event platform, registration systems, CRMs, and HR systems are essential. They help to streamline the process of managing guests and attendees, and they provide a central repository for all of the information related to the event.
Without these systems in place, it would be difficult to keep track of who is registered for the event, what their contact information is, and what their schedule is. In addition, these systems help to automate many of the tasks associated with virtual events, such as sending out reminders and follow-up emails.
As a result, they can save a lot of time and effort for both the event organizers and the attendees.
Fast updates and bug fixes
When planning a virtual event, it is important to choose a platform that can provide fast updates and bug fixes. With so many people logging in from different locations and using different devices, there is bound to be an occasional glitch.
A good virtual event platform will have a team of developers who are quickly able to identify and fix any bugs. This ensures that the event runs smoothly and that all participants have a positive experience.
In addition, a platform with fast updates is more likely to have the latest features and be compatible with the latest technology. This can be essential for ensuring that your event runs smoothly and is able to take advantage of the latest innovations.
When choosing a virtual event platform, be sure to ask about their process for updates and bug fixes. A platform that is able to provide fast, reliable support will help to ensure a successful event.
Seamless platform integration
Seamless platform integration is critical for a virtual event platform. A virtual event platform must be able to integrate with the leading webinar and audio conferencing platforms in order to provide a complete solution for customers.
The integration must be simple and require no additional software or hardware. It should also be able to support all major web browsers and mobile devices.
Additionally, the virtual event platform must have a robust API that allows third-party developers to create integrations with popular business applications.
By providing seamless platform integration, virtual event platforms can provide a complete solution for customers and help them get the most out of their investment.
The different types of virtual events
Online summit and virtual conference
Online summits and virtual conferences are events that are held entirely online. That means that instead of meeting in person, attendees log in to a website or portal to participate.
These events can be live or recorded, and they usually involve a mix of video presentations, audio interviews, and written content. Many online summits and virtual conferences also offer opportunities for networking and collaboration.
Because they are held online, these events are usually more affordable and accessible than in-person events. They also offer a great way to connect with like-minded people from all over the world. Whether you're looking to learn from industry experts or meet new colleagues, online summits and virtual conferences are a great option.
Webinars
A webinar is a seminar that is conducted over the internet. Webinars can be used for training, product demonstrations, or customer presentations. They are a convenient way to share information and reach a large audience without the expense of travel.
Webinars are usually presented in real-time, with slides or video to help deliver the content. There is also usually a Q&A session at the end, where attendees can ask questions and get clarification on what they have learned.
Webinars can be recorded and made available for playback at a later date, making them an excellent resource for those who were unable to attend the live event. Whether you are looking to learn something new or share your own expertise, webinars are an excellent way to connect with others from all over the world.
Virtual trade shows
A virtual trade show is an online event where businesses and industry professionals can meet to network, learn about new products and services, and grow their businesses.
Virtual trade shows typically feature exhibitors from various companies, who showcase their products and services through videos, webinars, or other digital content. Attendees can browse the exhibitor booths, watch presentations, and chat with other attendees from around the world.
Virtual trade shows offer a convenient and cost-effective way for businesses to connect with potential customers and partners. They also provide an opportunity for businesses to reach a global audience without the need for travel.
Hybrid events
A hybrid online and offline event is one that takes place both in person and online. Whether it’s external hybrid events or internal hybrid events these events usually have a physical component, such as a conference or workshop, as well as an online component, such as an online stream or chatroom.
Hybrid events can be a great way to reach a larger audience, as they allow people who can't make it to the physical event to still participate. They can also be a great way to connect with people from all over the world.
However, hybrid events can also be more challenging to organize than purely online or offline events. If you're considering holding a hybrid event, it's important to consider both the logistics of the event and the needs of your audience. With careful planning, a hybrid event can be a great success.
Online recruiting events
Online recruiting events are becoming increasingly popular, as they offer a convenient way for employers to connect with potential candidates.
These events typically take the form of webinars or virtual career fairs, and they provide an opportunity for job seekers to learn more about a company and its open positions. Online recruiting events also allow employers to reach a larger pool of candidates, as they are not limited by geographic location.
In addition, these events may be less expensive than traditional recruitment methods, such as attending job fairs or advertising in newspapers. With the advantages of online recruiting events, it is no wonder that more and more companies are using this method to find top talent.
3. How to plan a virtual event
With so many people now working remotely, virtual events have become a popular way to stay connected and engaged. If you're thinking of hosting a virtual event, there are a few things you'll need to consider in order to ensure its success.
- First, you'll need to decide on the format of your event. Will it be live stream, or pre-recorded video? Each option has its own benefits and drawbacks, so it's important to choose the one that best suits your needs.
- Once you've decided on the format, you'll need to come up with a theme and some content.
- Live streams can be used to provide viewers with behind-the-scenes access or to showcase a new product launch. And pre-recorded videos can be used to share helpful tips or demonstrations.
- No matter what type of content you choose, make sure it's engaging and relevant to your audience.
- Finally, promote your event in advance so that people have time to save the date in their calendars. Use social media, email marketing, and other channels to spread the word about your upcoming virtual event.
By following these steps, you can plan and execute a successful virtual event that will keep your audience engaged and connected.
Tips for promoting your virtual event
With so many events going virtual these days, it's more important than ever to make sure your event stands out from the crowd. Here are a few tips to help you promote your virtual event and ensure its success:
1. Get creative with your marketing and event planning. Just because your event is online doesn't mean you can't get creative with your marketing. Utilize social media, email marketing, and even traditional print marketing to get the word out about your event.
2. Make it interactive. People love events that are interactive and engaging. Utilize live streaming, chat features, polls, and other tools to make your event as interactive as possible.
3. Offer incentives. You can promote your virtual event by offering early bird pricing, discounts for groups, or even giveaways. On the flip side, you can offer a sliding scale of pricing that gets higher as the event gets closer, similar to airline seats.
4. Get the word out early. Start promoting your event website well in advance to give people plenty of time to clear their schedules and make arrangements to attend.
5. Follow up afterwards. Make sure to follow up with attendees after the event is over. Send a survey to get feedback or just drop them a line to say thanks for coming.
By following these tips, you can promote your virtual and hybrid events successfully and ensure that they’re a hit!
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