Changing Your Sails - How to Create a Stand-Out Virtual Event

“I can’t change the direction of the wind, but I can adjust my sails to always reach my destination.” – James Dean

The landscape of the Event & Wedding Planning industry is ever-evolving, compelling professionals to adapt and innovate. Embracing the shift towards virtual events has become essential, even outside the context of global health concerns. Virtual events have carved out a significant niche, recognized for their versatility and wide-reaching potential.

What is a Virtual Event?

A virtual event is defined as an event organized, delivered, and attended entirely online rather than at a physical location. This format retains the core essence of traditional events, with presenters delivering information to attendees through video, audio, or text, supplemented by interactive features such as live chats and Q&A tools.

Virtual events can range from webinars and workshops to small conferences and online broadcasts of speeches, interviews, and demonstrations.

The Benefits of Hosting a Virtual Event Include:

The ability to reach a broader, even global, audience.
Reduced costs for both organizers and attendees, as there are no travel, accommodation, or food expenses.
A smaller carbon footprint, thanks to the absence of physical travel and catering.
Reduced overall event costs, potentially making it more affordable for attendees.
The production of a digital copy of the event, which can be reused or repurposed.

Potential Challenges of Hosting a Virtual Event:

1. Lack of In-person Interaction: Virtual events miss the physical presence, reducing natural networking and the sense of community. This absence might diminish the conveyance of emotion and connection essential for impactful events.

Mitigation Strategies:

Host virtual networking with breakout rooms for discussions.
Engage attendees with interactive tools like polls, live chats, and quizzes.

2. Shorter Attention Spans: The online setting, filled with distractions, makes maintaining focus difficult. Attendees may multitask or disengage more easily than at physical events.

Mitigation Strategies:

Keep sessions short and engaging, with valuable content delivered succinctly.
Incorporate breaks and multimedia elements to sustain interest.

3. Technological Issues: Reliance on technology poses risks of connectivity issues, software glitches, or security breaches, potentially disrupting the event.

Mitigation Strategies:

Conduct tech rehearsals and choose reliable platforms.
Have technical support ready and backup content available.

By proactively addressing these challenges, organizers can create a more engaging and seamless virtual event experience.

Planning a Virtual Event Involves:

Defining the event’s purpose, goals, and target audience.
Developing a unique theme to make the event stand out.
Deciding on the event’s format, such as a webinar or live stream.
Outlining the event, including its timeline, sessions, and interactive elements.
Creating a detailed budget, similar to in-person events.
Choosing a suitable date and time, considering other online events.
Designing a registration process.

Micro Details to Consider:

Selection of guest speakers and entertainment that aligns with your event’s theme.
Utilizing sponsors and contests to enhance the event’s appeal.
Marketing your event through various channels, including social media, to reach a wider audience.
Ensuring the technology used is user-friendly and secure.

Creating a Standout Event:

Creating a standout virtual event in today’s saturated market demands creativity, attention to detail, and a personal touch. Here are expanded strategies and ideas to ensure your event not only captures but retains attendee interest and becomes a memorable experience.

Leverage Cutting-Edge Technology:

Utilize augmented reality (AR) or virtual reality (VR) to create immersive experiences. For example, an AR app could allow attendees to visualize event-related objects or information in their own space, while VR could transport them to a fully immersive environment.
Employ interactive and real-time engagement tools, such as live polling, virtual hand-raising, and real-time Q&A sessions to foster a two-way conversation.

Engage Top-Notch Speakers and Entertainers:

Curate a diverse lineup of speakers renowned not only for their expertise but also for their ability to engage virtual audiences. Consider conducting pre-event interviews and promoting these on social media to build anticipation.
Incorporate entertainment acts that translate well into the virtual format, such as digital magicians, virtual escape rooms, or live music performances streamed directly to the audience.

Offer Unique and Personalized Attendee Experiences:

Personalize attendee digital swag bags with vouchers for online experiences, e-books, or subscriptions relevant to the event theme.
Implement virtual networking opportunities that mimic in-person events, such as “speed networking” sessions where attendees are randomly paired for short conversations.

Deliver Food or Gifts Directly to Attendees:

Partner with local businesses to deliver meal kits or specially curated snacks for the event, allowing attendees to enjoy a shared meal experience remotely.
Send out event-themed gift boxes prior to the event, which could include items like branded merchandise, snacks, and interactive tools to be used during the event (e.g., VR headsets for a virtual tour).

Innovate with Event Design and Themes:

Design your virtual event space with a creative theme that engages attendees from the moment they log in. Use virtual backgrounds and digital environments to set the scene.
Create themed breakout sessions that allow deeper dives into specific topics in smaller, more intimate groups.

Enhance Engagement with Gamification:

Introduce gamification elements to encourage participation, such as points for attending sessions, interacting with sponsors, or completing event challenges. Offer prizes for top scorers to motivate continued engagement throughout the event.

Provide Opportunities for Real-Time Feedback:

Encourage live feedback during sessions through polls and surveys to gauge attendee engagement and adapt the event flow as necessary.
Offer virtual “feedback booths” where attendees can leave video messages or chat with event organizers in real time.

Utilize Social Media and Community Building:

Create a hashtag for the event and encourage attendees to share their experiences on social media. Feature live social media walls during the event where posts tagged with the event hashtag are displayed.
Build a community around your event by setting up a dedicated event forum or group on social media platforms where attendees can connect before, during, and after the event.

By focusing on these areas, you can transform a standard virtual event into an extraordinary experience that stands out. Remember, the goal is to create an engaging, memorable event that resonates with attendees long after it concludes, fostering a sense of community and connection despite the virtual setting.