Best Practices For Hosting Virtual Events
Posted on April 30, 2023
Categories: Best Practices
Virtual events have become the new norm even as we adapt to a new normal after the pandemic. Hosting a successful virtual event requires meticulous planning and execution. In this blog, we will discuss some best practices for hosting virtual events.
1. Choose the Right Platform: Choosing the right platform is crucial for a successful virtual event. There are several platforms available such as Zoom, Webex, Google Meet, and Microsoft Teams, each with its own unique features. Consider the size of your audience, the type of event, and the features you need before selecting a platform.
On ZMSEND, you can connect your free account to Zoom to automatically create events on your calendar, or coy and paste other video links from Team, Webex, Google Meet etc. to the dashboard.
2. Test Your Technology: Technical glitches can ruin an otherwise perfect event. Test your technology before the event, including your internet connection, microphone, camera, and lighting. Ensure that all participants have the necessary equipment and software to participate in the event. If you are podcasting or have regular events, having a professional microphone will always be a good investment. When you don’t have to worry about equipment malfunctions or adjust your set up every time, your energy can be focused on hosting the call or event more efficiently.
3. Create Engaging Content: Virtual events require engaging content to keep the audience interested. Use a mix of live and pre-recorded content, interactive polls, and Q&A sessions to engage the audience. Keep the content short and concise to maintain the audience’s attention. Plan ahead and do some homework, it pays off in the end.
4. Practice Good Time Management: Virtual events should be well-timed to avoid losing the audience’s interest. Plan for breaks in between sessions and stick to the schedule to ensure that the event runs smoothly.
5. Encourage Audience Interaction: Virtual events can feel impersonal, but audience interaction can help create a sense of community. Encourage participants to ask questions, share their thoughts, and network with each other during the event. Use breakout rooms to encourage small group discussions and networking.
6. Provide Technical Support: Technical issues can arise during the event, and it’s essential to have technical support available to troubleshoot any problems. Have a dedicated team to handle technical issues and provide a backup plan in case of a major outage.
If you are a one-person operation, having the right productivity tools on ZMSEND will help save a lot of time and hassles. Schedule reminders in advance, or WhatsApp your guest or groups and share a unique link to your event. Take advantage of the auto-generate event website on ZMSEND where you can customise with more event information, FAQs, speaker bios and pay direct to your own Stripe account.
7. Follow up After the Event: Follow up with participants after the event to gather feedback and assess the success of the event. Use the feedback to improve future events and keep participants engaged.
ZMSEND’s guest list CRM helps you to track the participants for each call/ event. You can export the list or send the next invite to past participants directly from the platform.
In conclusion, virtual events require careful planning and execution. By following the best practices outlined above, you can host a successful virtual event that engages your audience and achieves your goals. If you would like a free one-on-one demo, please contact us at firstname.lastname@example.org