How to organize a virtual event?
If you have ever thought about organizing a virtual event for your brand or company, it is likely that you have faced the situation of not knowing which steps to follow or which tools you need to do so.
With the rise of virtual events, more and more companies and organizations are venturing into hosting events in fully digital spaces. Therefore, doubts about how to organize them are becoming more common. Here are the stages you need to follow to make a successful virtual event:
Pre-Production
In virtual event production, planning is key. It is important to define the objectives you want to achieve with this event, who it is aimed at, which media you will use to disseminate the event activities, and choose a date that allows you to organize everything related to the event in advance and have enough time for the invitation.
In this stage, it is pertinent to make a list of speakers who can participate in our event and the platform that we will use for the event development that meets all your requirements.
At KMJK, we specialize in organizing virtual and hybrid events and we dedicate ourselves to developing every stage of the process, from conceptualization, invitation, creation of virtual environments, streaming and live broadcasts, induction for attendees in a virtual environment, and much more.
A list of the things you should have in this stage would be:
- Choose the virtual event platform that adapts to the objectives of your event
- Create a registration landing page for event attendees
- Invitation strategy that can include content for social media, email, and newsletters, digital advertising, among others.
- Induction for speakers
During the Event
When the event days arrive, it is of utmost importance to carry out previous tests to verify that all sections of the virtual environment work as desired, as well as to conduct previous rehearsals with speakers to avoid unwanted errors in the live event.
At KMJK, we have a technical team that is connected to attend to any doubts that users or event attendees may have regarding the use of the platform.
During the event, develop all the activities planned in the pre-production part, according to the announced schedules. Good time management guarantees that attendees feel comfortable with the experience.
Do not let your guard down with communication about the event on digital media at this stage. Even at this point, you can attract new attendees and ensure that more people know about your brand, service, product, or company.
Post-Event
Not everything ends with the event; there are still several important functions to perform once the virtual meeting is over. What elements should we consider after the virtual event is finished? Well, here is a list of the most important ones:
- Analyze metrics and verify the number of attendees, time spent, and other relevant data according to your previously set objectives.
- Post-event communication to all attendees, making it clear that you are grateful for their attendance and sharing where they can re-watch recordings of the event, among other things.
- Share your results with your audience, write press releases, and make a video summary with the best moments of the event that can serve as testimony.
- Make decisions for the next virtual meetings, identifying areas of opportunity to work on in upcoming virtual events.
With more than 10 years of experience in organizing events, we have a work methodology that has allowed us to carry out more than 100 virtual events in 2021 alone. By following these stages carefully, you too can have a successful virtual event.
