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Top 10 Tips For Going Virtual
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As challenging as this shift has been, event organisers have found an interesting way of switching to the next best alternative - <em>virtual events.</em></p><p>Virtual platforms including HexaFair and INXPO have become the most popular for making engaging and productive virtual trade shows possible and bringing people closer in today鈥檚 socially distant world.</p><blockquote>With fixed objectives in mind and the right virtual events platform, a majority of organisers have been able to come out stronger and achieve exceptional results. If you鈥檙e thinking of planning a virtual event, there are many things to consider, from the right platform to use, to the available budget, and what you can realistically produce in your time-frame.</blockquote><p>Here is a list of essential tips and practices that will help you create a successful and engaging virtual event:</p><ol><li><strong><strong>CHOOSE THE RIGHT PLATFORM</strong></strong></li></ol><p>It's important to choose a virtual platform that will align with the event requirements, the type, the number of attendees, and the number of sessions you want to host.</p><p>For instance, for a large event you can consider 6Connex, HexaFair or vFairs which are packed with features, including 3D interactive avatars, pre-recorded/live product demos, multitrack agendas, and in-depth analytics and post-event reports whereas for a small size event, Zoom or gotowebinar might be more appropriate.</p><p><strong>2. SET A REALISTIC TIMELINE</strong></p><p>Virtual events are successful because of the amount of planning and work that goes into them behind the scenes.</p><p>The timeline varies considerably according to the size of the event - allow up to 6 months for a large scale exhibition of conference and as little as 4-6 weeks for a smaller webinar. Plan your timescales carefully and stick to them to ensure the best results.</p><p><strong>3. DEVELOP A MARKETING STRATEGY</strong></p><p>Email marketing is considered to generate the greatest ROI for event promotion.</p><p>Many advanced virtual events platforms support an in-built email functionality. For people who are new to email marketing, Mailchimp is a great place to start and has a free option to get you going. In case, you鈥檙e looking to run email marketing campaigns with more integrations, you can consider Active Campaign. It also supports direct integration with Zoom.</p><p>If you have a budget, consider paid media partnerships. Paid media will help you to target a wider audience outside of your current database. You鈥檒l also be able to retarget your website visitors.</p><p>Consider offering special discounts, cross-promotional opportunities, or even speaking opportunities to get your event in front of relevant audiences.</p><p><strong>4. PROMOTE YOUR EVENT ON SOCIAL MEDIA</strong></p><p>Rather than using all the social media platforms, think about which one or two platforms would be most beneficial, depending on the event type, size, and the ones your audience are using..</p><p>Create an event-specific hashtag and use it before, during, and after the event.</p><p>Consider asking your influential followers on social media to promote your event to their audiences. Think of ways you can make the promotion mutually beneficial. They could benefit from being an affiliate of your event or you can promote their future events.</p><p><strong>5. INCLUDE A MIX OF LIVE STREAMED & PRE-RECORDED CONTENT</strong></p><p>Even if people are stuck at home, they still may not want to spend an entire day attending a virtual conference.</p><p>Offer them a choice by including a mix of pre-recorded and live-streamed content, all of which should be available on-demand afterwards so attendees can access sessions on their own time.</p><p>For example, you could have some of your speakers pre-record their presentations, while your high-profile keynotes can host a live-stream. This might help in driving excitement and increase audience engagement.</p><p><strong>6. KEEP ATTENDEES ENGAGED</strong></p><p>The moment we step into a physical event, we know what to expect from it. Similarly, a virtual event and its interface have a great impact on attendees.</p><p>Right from the landing page where visitors form their first impression and decide whether to proceed or not, the design needs to motivate the audience to maximise sign-ups.</p><p>During the event, it is important to ensure that the environment replicates the experience of an in-person event. Take breaks every 20-30 minutes to do a poll, conduct Q&A sessions, and encourage your speakers to regularly check in with the attendees.</p><p>7. <strong><strong>PROVIDE CONFIGURABLE BOOTHS AND ADVANCED BRANDING</strong></strong></p><p>In case of virtual trade shows, choose a platform that offers features including customisable branding, live streaming, real-time chat, survey/poll management, attendee management, and reporting/analytics.Enable exhibitors to showcase their products & services using a variety of booth designs.</p><p>Promote engagement and networking opportunities with 1:1 and group chat features. If an attendee visits a booth, have a pop-up showcasing that company's information, description, and link out to a separate page displaying all the services offered by the company.</p><p><strong>8. MAKE USE OF ENGAGEMENT TOOLS</strong></p><p>The success of any event is majorly determined by its engagement rate.</p><p>An event management platform can be used for live chat tools, one-to-one as well as group discussions, surveys and polls to ensure that visitors can smoothly interact with exhibitors in real-time.</p><p><strong>9. GENERATE DETAILED REPORTS</strong></p><p>One of the key differences between a virtual event and a physical one is the reporting capabilities of virtual events.</p><p>Choose a platform that offers exhibitors detailed statistics reports including the number of visitors, number of chat room interactions and number of transactions performed during the event.</p><p>When choosing your virtual events platform, consider reporting and analytic features as these features will help you measure your ROI and optimise your KPIs. Capture registrations data that can be later added to the CRM or mailing lists for lead generation purposes.</p><p><strong>10. TEST YOUR SOFTWARE BEFOREHAND</strong></p><p>Schedule a test run before the event so you are aware of the problems you might encounter during the event. In case of any equipment-related issues, try contacting the platform鈥檚 customer support for emergency services, and find a solution at the earliest.</p><p>There might be chances that all your audience may not be tech-savvy and hence you can help them with FAQs along with a handy guide.</p><hr><p>Virtual events have gained more importance in the world since the COVID-19 outbreak and can be a powerful tool, whether they're used during a health crisis or not. Virtual events are not complicated, with good research and careful planning they can be a new revenue and awareness generator for your company.</p> </div> </section> </article> </div> </main> <aside class="read-next outer"> <div class="inner"> <div class="read-next-feed"> <article class="post-card post tag-hash-blog "> <a class="post-card-image-link" href="/blog/supporting-your-employees-mental-health-huriya-khan-yusufzai/"> <img class="post-card-image" srcset="/content/images/size/w300/2020/09/Untitled-design--4-.png 300w, /content/images/size/w600/2020/09/Untitled-design--4-.png 600w, /content/images/size/w1000/2020/09/Untitled-design--4-.png 1000w, /content/images/size/w2000/2020/09/Untitled-design--4-.png 2000w" sizes="(max-width: 1000px) 400px, 700px" loading="lazy" src="/content/images/size/w600/2020/09/Untitled-design--4-.png" alt="Supporting Your Employees Mental Health" /> </a> <div class="post-card-content"> <a class="post-card-content-link" href="/blog/supporting-your-employees-mental-health-huriya-khan-yusufzai/"> <header class="post-card-header"> <h2 class="post-card-title">Supporting Your Employees Mental Health</h2> </header> <section class="post-card-excerpt"> <p>Even though mental health remains somewhat of a sensitive topic, it is important to break down barriers and change the workplace culture to protect everyone's mental health.</p> </section> </a> <footer class="post-card-meta"> <ul class="author-list"> <li class="author-list-item"> <div class="author-name-tooltip"> Huriya Khan </div> <a href="/author/huriyamk/" class="static-avatar"> <img class="author-profile-image" src="/content/images/size/w100/2021/03/IMG_20200822_173715.jpg" alt="Huriya Khan" /> </a> </li> </ul> <div class="post-card-byline-content"> <span><a href="/author/huriyamk/">Huriya Khan</a></span> <span class="post-card-byline-date"><time datetime="2020-07-23">23 Jul 2020</time> <span class="bull">•</span> 3 min read</span> </div> </footer> </div> <div class="post-card-open-link"> <a target="_blank" href="/blog/supporting-your-employees-mental-health-huriya-khan-yusufzai/"><img src="/assets/images/link_open.svg?v=1b89d686bd"></a> </div> </article> <article class="post-card post tag-event-industry tag-hash-blog "> <a class="post-card-image-link" href="/blog/our-pick-of-the-top-7-virtual-event-platforms/"> <img class="post-card-image" srcset="/content/images/size/w300/2020/07/Why-I-Travl-Alone--17-.png 300w, /content/images/size/w600/2020/07/Why-I-Travl-Alone--17-.png 600w, /content/images/size/w1000/2020/07/Why-I-Travl-Alone--17-.png 1000w, /content/images/size/w2000/2020/07/Why-I-Travl-Alone--17-.png 2000w" sizes="(max-width: 1000px) 400px, 700px" loading="lazy" src="/content/images/size/w600/2020/07/Why-I-Travl-Alone--17-.png" alt="Our Pick of The Top 7 Virtual Event Platforms" /> </a> <div class="post-card-content"> <a class="post-card-content-link" href="/blog/our-pick-of-the-top-7-virtual-event-platforms/"> <header class="post-card-header"> <div class="post-card-primary-tag">Event Industry</div> <h2 class="post-card-title">Our Pick of The Top 7 Virtual Event Platforms</h2> </header> <section class="post-card-excerpt"> <p>Virtual event technology allows users to share information and obtain instant feedback using real-time interactive features like polling and Q&A sessions. But going completely digital is not an easy task and requires a robust tool to run a virtual event effectively.</p> </section> </a> <footer class="post-card-meta"> <ul class="author-list"> <li class="author-list-item"> <div class="author-name-tooltip"> Azreen Khan </div> <a href="/author/azreen/" class="static-avatar"> <img class="author-profile-image" src="/content/images/size/w100/2020/12/IMG-20201203-WA0011-1.jpg" alt="Azreen Khan" /> </a> </li> </ul> <div class="post-card-byline-content"> <span><a href="/author/azreen/">Azreen Khan</a></span> <span class="post-card-byline-date"><time datetime="2020-07-07">7 Jul 2020</time> <span class="bull">•</span> 5 min read</span> </div> </footer> </div> <div class="post-card-open-link"> <a target="_blank" href="/blog/our-pick-of-the-top-7-virtual-event-platforms/"><img src="/assets/images/link_open.svg?v=1b89d686bd"></a> </div> </article> </div> </div> </aside> <footer class="site-footer outer"> <div class="site-footer-content inner"> <nav 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[] : $interests $.ajax({ url: "https://api.resources.eventackle.com/subscription", type: 'post', headers:{ 'Content-Type':'application/json' }, data: JSON.stringify(data), complete: function () { }, success: function (data, status) { if(status == "success"){ $subForm.addClass('success').removeClass('invalid') $subsEmail.val('') } }, error: function(e){ $subForm.addClass('invalid').removeClass('success') } }); }) //subscription form submit let $authorForm = $('form[data-author-form]') $authorForm.submit(function(e){ e.preventDefault() $authorForm.removeClass('success invalid') let $authorEmail = $authorForm.find('input[name="email"]') let data = {} data.email = $authorEmail.val().trim() data.user_id = "" $.ajax({ url: "https://api.resources.eventackle.com/contribution", type: 'post', headers:{ 'Content-Type':'application/json' }, data: JSON.stringify(data), complete: function () { }, success: function (data, status) { if(status == "success"){ $authorForm.addClass('success') $authorEmail.val('') } }, error: function(e){ $authorForm.addClass('invalid') } }); }) }); function goBack(){ if(!window.history.back()){ window.close() } } </script> <script> $(document).ready(function () { // FitVids - start var $postContent = $(".post-full-content"); $postContent.fitVids(); // FitVids - end // Replace nav with title on scroll - start Casper.stickyNavTitle({ navSelector: '.site-nav-main', titleSelector: '.post-full-title', activeClass: 'nav-post-title-active' }); // Replace nav with title on scroll - end // Hover on avatar var hoverTimeout; $('.author-list-item').hover(function () { var $this = $(this); clearTimeout(hoverTimeout); $('.author-card').removeClass('hovered'); $(this).children('.author-card').addClass('hovered'); }, function () { var $this = $(this); hoverTimeout = setTimeout(function () { $this.children('.author-card').removeClass('hovered'); }, 800); }); }); </script> </body> </html>