Hosting a live event is an uphill task with lots of planning, workforce, and a big budget involved, with no room for errors to pop up. The same happens with virtual events. It takes a lot of hard work and focuses on organizing a virtual event successfully. Virtual events have been a blessing since the events shifted from in-person meetings to virtual meetings. Virtual events are getting exceedingly popular with time. According to Grand View Research, the virtual events market size was valued at USD 78 billion in 2019 and is projected to grow at a rate of at least 23% per year from 2020 to 2027. The transition was newer to many organizers, and it forced them to host outside their comfort zones. Unfortunately, mistakes happen unintentionally and get rectified immediately so that the event proceeds smoothly. So to successfully conduct a virtual/hybrid event, let's look at six common blunders and how to avoid them:
1. Choosing the right platform:
Not having a perfect platform can be a daunting task to host a virtual event. There are dozens of virtual event platforms available, but choosing the right one is tricky. To ensure that you have selected the right platform, make a checklist of features you want in your event and match the platform that suits your list. Our virtual event platform is secure, customizable, and easy to use to deliver an immersive virtual experience for the audience.
2. Avoid too much content:
Content is a crucial component of the virtual event. Having the right balance in the planning of sessions and their durations can lead to better audience engagement. No one enjoys sitting through heavy PowerPoint presentations for longer durations in an event. To not let that happen, focus on delivering informative, short yet engaging content with having frequent breaks in between sessions for the attendees to relax and look forward to the event. VIRTEX provides attendees with café and game zones so that attendees' excitement stays for the entire event.
3. Rehearsing for the event:
Rehearsals are mandatory to make sure you conduct a successful virtual event. Having red flags in between circumstances does not look good. To avoid that, make sure that your audience and tech support teams are a part of this process to understand how the day will flow and spot any potential weak points in your setup. Ensure that everything goes well smoothly to deliver brilliant event experiences to attendees when the actual event date arrives.
4. Inexperienced Speakers and Host:
If the speakers/host are not engaging enough, it becomes pretty hard for attendees to remain enthusiastic in the virtual event. Get experienced speakers and have their content beforehand so that there won't be any technical issues. Speakers are an essential part of your virtual event. Providing necessary tools will help them put on a show that engages the audience actively.
5. Boarding the right sponsors:
Forgetting to include sponsors is like missing sweetness from the chocolate. Having them on board can add value to your event as well as generate revenue. They are the trustworthy sources of any event, be it physical/virtual/hybrid. As per Marketing, 91% of event organizers get their event sponsored to attract more sponsorship to generate additional income. Sponsors should be related to the theme of the event for better engagement.
6. Following up with attendees:
For a successful event, it is essential to get a follow-up of attendees. Follow-up can be taken as a thank you email or a post-event survey at the end of the event. Send it to attendees, presenters, sponsors, volunteers, and staff to better understand how the event was and what to improve in the future.
Many common challenges can be avoided with proper knowledge of how to overcome them. As the saying goes, you learn from your mistakes and improve upon them in the following virtual/hybrid event.