Organizing a virtual event requires both professionalism in the organization of events, but also a certain knowledge of connected technology. Since everything happens online, you need to have some understanding of the tools available. If this is not the case, rest assured, you will learn very quickly!
Organize a virtual event: the choice of the concept
The starting point for organizing a virtual event is your basic concept. This translates firstly into the type of manifestation. Have you planned a concert, conference, seminar, or other category of events? You cannot transform this information even when you migrate to virtual.
Then imagine your event. What do you want to share? What messages do you want to send? Your visions must be precise. It is only after that you can seek the services of virtual event professionals. They own the platform and can make your project a reality.
Choose a location
If you have rented a conference room for 200 people, this may not be appropriate for the change of context. To organize a successful virtual event, you need to find a suitable venue
Think about the brightness, the technical installations, but also the aesthetics of the place itself.
Because of the confinement, all event venues have surely closed their doors. Do not hesitate to call on your professional knowledge to find the ideal room. You don’t necessarily need a scene. Even a well-lit corner of a room might do the trick for some. The roof of a building to have a panoramic view is just as pleasant, as is a pretty garden. Explore your imagination!
Since you had to skip the perfect place, you have to recreate the atmosphere it brought. Although a completely empty room can be very artistic at times, it is not necessarily pleasant when it comes to organizing a virtual event. Space should reflect the identity of your event.
Symbols of your business should also be visible. Imagine a TV show. You can see all the logistics there: sofas, a coffee table, sometimes even cups of coffee. Everything must remain natural according to your concept. You are spoiled for choice!
the best technology to organize your virtual event
Opt for the best technology to organize your virtual event
This important detail should be discussed with your suppliers. These will provide you with valuable advice on making your wishes come true. In this step to organize your virtual event, you must make the choice of the tools that you want to make available to your audience.
These are mainly comments, question-and-answer sessions, forums, etc. You must carefully consider the feasibility, but also the practicality of your choices. The experience must remain fluid. For this type of event, the public will obviously prefer to participate. It’s up to you to see how to satisfy them.
Accessibility above all!
Can’t your event take place to live? Know that this is as much a pain for you like your audience as well as the participants. When you decide to host a virtual event instead, you need to keep the satisfaction of your targets as a priority.
First and foremost, you have to make sure that this new format of your concept is accessible to everyone. Make sure that each participant understands how to access the event. Then, provide advice on how to use the platform and the various tools. Assign a technician to answer technical questions if possible. Everyone should feel comfortable.
Make use of social networks
Communicate thoroughly about the new format of your project. Organizing a virtual event does not give access to as many communication channels as during a live event. Your best asset remains social networks. Considering all the panoply available for free, you can use them all.
However, you must keep the identity of your concept. Study the influence of the social network and see how to exploit it. Just because everyone is on a particular site doesn’t mean it’s also suitable for you. Don’t forget to create your hashtag to complete it all.
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