How to Plan a Virtual Event Step by Step

Events taking place in a virtual platform are acquiring a major role in business activities. The benefits of these types of online meetings as opposed to face-to-face meetings are very important, and can be summed up


Crucial steps to follow in order to successfully plan a virtual event

The need to plan a virtual event properly is becoming a priority for businesses as they participate more in these types of interactive activities. The benefits of online meetings as opposed to face-to-face ones are very important, and can be summed up as follows:

  • Lower costs: Both in the organization of the event and in travel.
  • Higher attendance rates: As it is a virtual event, it can be accessed remotely from any computer or mobile device with an Internet connection.
  • Measurable results: real-time access to all participant data provides companies with effective information on the return on ROI.

These clear advantages of events in the virtual world make them ideal alternatives for holding all kinds of activities. From small meetings to large fairs, or onboarding sessions to team building activities, the types of possible events are merely endless.

As a general rule, when organizing any type of event in an interactive virtual space, it is essential to determine what will favor the success of the event and is therefore key to decide which format is the most appropriate in each case: videoconferences, webcasts, webinars, online meetings or virtual fairs.

Also, your organizers must take into account your audience: localization, language, and means of connection, the quality of the content you will make available and the tools to do so, and also assess the personal and financial resources needed for its implementation.

In short, it is a matter of planning all the details so that the event is successful and fulfills its objectives. In order to have a clearer scheme of actions to follow, we have drawn up a list of steps in order to facilitate the process and make the right decisions.

4 Keys to Plan a Virtual Event Successfully

There are still many companies that show their concern when it comes to designing an activity within an interactive virtual space, outside the mechanisms of more traditional events. Most of their concerns revolve around the difficulty of their organization and the skills needed to carry out this planning.

But don’t panic. Almost all the principles on which the planning of an online event is based are the same as those of a face-to-face event, with the same needs for preparation and pre-production. But with one difference: one is done in a physical environment and the other in a virtual platform, remotely.

Therefore, it involves a series of actions that are not complicated, but simply have to be taken into account. These are the 4 essential steps when planning a virtual event:

1. Define the format and platform

Like live encounters, virtual events can take place in a variety of ways: a meeting, an online conference, a virtual training workshop, etc. For this reason, the first thing to define is how to reach the public, since the key is that, unlike the face-to-face format, in the virtual one, the audience can disconnect at any time.

The main objective in order to achieve success is to offer attendees a unique experience, something different that allows them to stay connected from beginning to end. To do this, it is advisable to use the resources offered by the virtual world to recreate abstract situations that are uncanny that of reality.

In this sense, the use of interactive avatars in 3D is remarkable. They are virtual characters that simulate each of the participants and allow them to create a scenario in which they can interact and communicate.

This innovative proposal comes from Virtway Events, a company that provides companies with unique 3D technology of virtual worlds for the organization of all kinds of events, from small online meetings to large virtual fairs.

2. Adapt to the public and their interests

Since virtual event attendees are remote, it’s necessary to understand how they behave and what their priorities are. In order to do this, it’s very useful to draw up a list of questions that will allow us to get closer to their interests. Some of the most important are:

Have they previously participated in a virtual event?
How is their technological knowledge?
What type of activity do they respond best to?

Answering these questions is key to obtaining very useful information from the audience and choosing the perfect topic for them.

3. Determine how to advertise the event

Like traditional meetings, online events should also be promoted. The online tools we have at our disposal are infinite and have the ability to reach more people at a lower cost than traditional advertising campaigns.

This is where social networks have a special protagonism. We can start with the usual methods of publication on Facebook and Twitter, but if we want to go one step further (which we do), we have to use other methods.

For example, we can take advantage of the potential of Instagram or Snapchat to show viewers a preview of where the event will take place and who will be in charge of carrying it out. It is also interesting to take advantage of the contents of social networks to include information on the activity in video format, tutorials for the connection, details for the registration of participants or interactive guides to workshops or conferences in which participants can interact.

4. Choosing a One-Stop Provider

Selecting who will be in charge of the organization and implementation of a virtual event is a crucial step in order to achieve success. There are two basic elements when carrying out a virtual meeting or event.

First, the technical aspect should be taken into consideration. It’s fundamental to provide advanced technological support, using all the tools available to virtual platforms and ensuring that there are no problems that hinder the connection or limit user experience.

Second, the creative environment is essential for transmitting the correct message that stands out. Presentations, graphics and videos that hold the attention of the participants at all times is essential.

In order to carry out these two elements, it is essential to have the support of an experienced provider with a solid track record. In addition, if possible, it is recommended that you know how to provide a comprehensive response to these needs, that is, that you offer interesting technical and creative alternatives, so that all the details of the organization are concentrated in a single distributor of services.

The success of the virtual event depends to a large extent on the effectiveness of planning all aspects surrounding your organization. But beyond that, the real key to success is innovation. Daring to do something different, being creative and taking advantage of the possibilities that technology gives us are the three basic pillars that will determine the result.

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