When everyone is going online, hosting virtual events has become not only a necessity but also a powerful way to connect with people regardless of geography. It doesn’t matter if you are managing a professional network, an educational group, or a social community, Virtual events give you a great platform to share ideas, spark discussions and build lasting relationships.
According to Grand View Research, the virtual events market was valued at $114 billion in 2021 and is projected to grow at a compound annual growth rate (CAGR) of 21.4% to 2030. This phenomenal growth underscores the fact that virtual events aren’t merely a passing trend but they are reshaping how communities interact in our increasingly interconnected world.
In this article, I’ll walk you around and through a detailed step-by-step guide on how to host virtual events. I’ll also be sharing interesting facts & data on how to plan a virtual event, practical tips and sprinkle a little humor along the way.
Let’s dive in!
What Is A Virtual Event?
A virtual event is just like a typical gathering or I can say meeting that takes place entirely online, rather than in a physical location. It uses digital platforms like Zoom, Microsoft Teams, or other specialized event software to bring people together for a variety of purposes.
Virtual events can range from small team meetings to large scale conferences. It makes them an awesome option if you want to host a virtual event without the logistics of an in-person setup.
Benefits Of A Virtual Event
Virtual events come with a host of advantages:
- With no geographical boundaries, Hosting events online allow you to connect with participants from around the world.
- They generally require less investment than in-person events since you save on venue rental, travel, catering and other logistical costs.
- Attendees can join from anywhere, fitting the event into their own schedules. Plus, sessions can often be recorded for later viewing.
- Interactive tools like live polls, Q&A sessions, and breakout rooms help keep the audience involved and make the experience more dynamic.
- Those digital platforms provide detailed analytics so you can track attendance, engagement and other important metrics to measure the success of your event.
- Virtual events have a smaller carbon footprint compared to traditional events, making them an eco-friendly alternative.
Types Of Virtual Events
There are several types of virtual events, each designed to meet different needs and objectives:
- Webinars: Educational or training sessions where a speaker presents information to an online audience. Webinars are great for deep dives into specific topics.
- Conferences: Multi-session events that often span several days, featuring various speakers and topics. Virtual conferences can include keynote presentations, panel discussions, and networking opportunities.
- Workshops: Interactive, hands-on sessions focused on skill-building or practical applications. Workshops encourage participation and active learning.
- Trade Shows and Expos: Virtual trade shows enable companies to showcase their products or services to a global audience, often with virtual booths and one-on-one chat features.
- Networking Events: Designed to foster connections among participants. These events often include breakout sessions or themed discussion rooms to facilitate networking.
- Panel Discussions: Sessions where multiple experts discuss a topic in depth, often moderated to ensure balanced participation and audience interaction.
- Q&A Sessions: Events dedicated to answering audience questions in real time, providing direct engagement and immediate feedback.
How to Host Virtual Events In 9 Simple Steps
We have crux the long and time consuming procedure to provide you a simple and easy to follow 9 steps guide to help you host virtual events in your online community:-
1. Define Your Event Goals
Every successful journey begins with a clear destination. In the context of virtual events, defining your event goals is akin to setting your GPS coordinates. Ask yourself:
What is the primary purpose of this event?
Is it to educate, network, promote a product, or simply bring your community together?
Who is your target audience?
Are they existing community members, potential new joiners, industry professionals, or a mix of all?
What outcomes do you expect?
Do you want to boost engagement, generate leads, increase brand awareness, or foster collaboration?
Imagine planning a road trip without knowing the destination—you’d end up circling aimlessly!
As a virtual event host, When you clearly specify your goals, every decision you make (from content to promotion) becomes more aligned and effective. Write down these objectives and refer to them frequently during your planning process.
2. Choose The Right Virtual Platform
Choosing the right platform to host virtual events in your community is prominent to the success of your virtual event. With so many options available, here’s a breakdown of some popular platforms and their unique strengths:
- Zoom- Widely recognized for its ease of use, Zoom is ideal for webinars and meetings with large audiences. In 2021 alone, Zoom hosted an astonishing 3.3 trillion annual meeting minutes—enough time to watch the entire Friends series over 600 million times!
- Google Meet– Great for casual meetups and smaller groups, Google Meet integrates seamlessly with Google Workspace, making it a superb choice for communities already using Google’s suite of tools.
- Microsoft Teams– Perfect for professional discussions, Teams offers robust collaboration tools, file sharing, and integration with Microsoft 365, serving well to business-focused communities.
- Discord– Initially popular among gamers, Discord has evolved into a versatile platform for communities that thrive on real-time conversation, voice channels, and a mix of multimedia content.
When selecting your platform, consider the following:
Feature Set: Does it support interactive elements like breakout rooms, screen sharing, and live polls?
User Experience: Is it intuitive for both hosts and attendees?
Capacity: Can it handle the number of participants you expect?
Technical Reliability: What are the reviews regarding uptime and customer support?
Your choice of platform sets the foundation for the entire event experience, so choose wisely!
3. Plan Engaging Content and Format
The heart of your virtual event is its content. A well-structured program not only informs but also entertains and energizes your audience. Here are some popular formats to consider:
Webinars
These educational sessions typically feature expert speakers who share insights on a specific topic. Webinars are perfect for deep dives into industry trends, case studies, or how-to sessions. Remember, the goal is to make the session interactive. If your motive is to plan a virtual event that educates, encourage questions throughout and consider using tools like live polls to keep the audience engaged.
Panel Discussions
Bring together a group of experts to share diverse perspectives on a topic. Panel discussions work well because they offer multiple viewpoints, leading to richer, more balanced conversations. A moderator can help steer the discussion, ensuring that every panelist gets a chance to contribute.
Q&A Sessions
Sometimes, the best content comes from the audience itself. A dedicated Q&A segment allows attendees to ask questions and get real-time answers. This format not only clarifies doubts but also encourages deeper engagement as participants feel directly involved.
Workshops
These are hands-on sessions where attendees can learn by doing. Workshops can be highly interactive and are great for skill-building sessions. Whether it’s coding, digital marketing, or creative writing, a well-designed workshop offers practical value and fosters a sense of achievement among participants.
Fireside Chats
A more informal format where a host has a one-on-one conversation with an expert. This relaxed style often leads to more candid insights and personal stories, helping to humanize the speaker and build a stronger connection with the audience.
Tips For Virtual Event Content Planning
- Using different formats supports various learning styles and keeps the energy high.
- Incorporate live polls, quizzes, and breakout sessions. Studies show that events with interactive elements see up to a 47% higher retention rate.
- Weave stories into your presentation. People remember stories far better than bullet points. Share success stories, case studies, or personal anecdotes.
- Use slides, infographics, and videos to break up text-heavy content. Visual elements help maintain attention and reinforce your message.
4. Build Your Event Agenda
A detailed agenda is like a roadmap for your event. It guides both speakers and attendees through the session and helps manage expectations. Here’s how to build an effective agenda:
Create a Timeline
Start with a clear timeline for your event. Outline when each segment will begin and end. Include time for:
Introductions and Icebreakers: Start with a warm welcome and a fun icebreaker to set the tone.
Main Presentations or Discussions: Clearly schedule each session, allowing for smooth transitions.
Interactive Segments: Allocate time for live polls, Q&A, or breakout sessions.
Breaks: Even in a virtual setting, it’s important to give participants a few minutes to relax. Consider scheduling short breaks if the event runs longer than an hour.
Define Roles
Assign roles to team members:
Moderator/Host: Guides the discussion and ensures the event runs on time.
Technical Support: Troubleshoots any issues that may arise.
Content Facilitator: Keeps the conversation engaging and helps transition between segments.
Prepare For Flexibility
Even the best-laid plans can face unexpected hiccups. Build in buffer time between sessions to handle any overruns or technical delays. A little flexibility goes a long way in maintaining a smooth flow.
5. Promote Your Virtual Event
An outstanding event can fall flat if no one shows up. Effective promotion is important to make sure your event reaches the right audience. Here are some strategies to help you get the word out:
Email Marketing
According to HubSpot stats, segmented email campaigns can drive up to a 760% increase in revenue. So, write personalized invitations and follow-up emails. Use engaging subject lines and clear calls to action. Segment your mailing list so you can customize messages for different groups within your community.
Social Media Outreach
Utilize platforms like Facebook, LinkedIn, Twitter, and Instagram to create buzz around your event. Consider creating an event hashtag and encourage your community to share it. Visual content, such as teaser videos or behind-the-scenes images, can remarkably boost engagement.
Influencer and Partner Collaborations
Leverage the reach of influencers or partner organizations within your niche. When a well-respected figure promotes your event, it builds credibility and can drive higher attendance.
Dedicated Landing Page
Studies have shown that events with dedicated landing pages can see attendance increases of up to 20%. Create a visually appealing and informative event landing page. This page should include all the key details (agenda, speakers, registration information) and be optimized for mobile devices.
Paid Advertising
If you have a good budget, consider using paid ads on social media platforms or Google Ads. Targeted advertising can help you reach potential attendees who might not be aware of your community otherwise.
6. Ensure a Smooth Technical Setup
One of the most dreaded aspects of virtual events is technical glitches. A well-prepared technical setup can mean the difference between a seamless experience and a chaotic disaster.
Here’s how to get it right:
Test, Test, Test
Run multiple tests before the event. Check your:
Internet Connection: Ensure you have a reliable, high-speed connection. If possible, use a wired connection rather than Wi-Fi to avoid disruptions.
Audio and Video Equipment: Test your microphone, camera, and any other peripherals. Consider having backup equipment on standby.
Platform Features: Familiarize yourself with the platform’s features. Test screen sharing, breakout rooms, and interactive tools such as polls or chat functions.
Recording Capabilities: If you plan to record the event, verify that the recording function works smoothly.
Develop a Backup Plan
Prepare for the unexpected:
Have a backup internet connection ready, such as a mobile hotspot.
Keep another device on standby to log into the platform in case your primary device fails.
Assign a dedicated team member or hire external technical support to troubleshoot issues as they arise.
Provide Clear Instructions
Ensure that both your speakers and attendees know how to use the platform. Consider sending out a quick-start guide or hosting a brief orientation session a few days before the event.
Create a “War Room”
Set up a dedicated space (or virtual room) where your team can quickly address any technical issues during the event. This helps ensure that problems are resolved swiftly, keeping the event on track.
7. Engage Attendees During the Event
An engaged audience is the lifeblood of any successful virtual event. Here are some creative ways to keep your attendees involved:
Start with a Bang– Kick off your event with an exciting introduction or a fun icebreaker. Consider asking a light-hearted question or playing a quick game to warm up the crowd (if required).
Use Interactive Tools to Utilize the platform’s interactive features:
Live Polls and Surveys: Ask questions in real time to gauge opinions or test knowledge.
Chat Rooms and Q&A: Encourage participants to submit questions or comments throughout the session. A live chat moderator can help ensure that questions are addressed.
Breakout Sessions: For larger events, use breakout rooms to facilitate small group discussions. This not only increases interaction but also allows for more in-depth conversations.
Gamification: Introduce elements of gamification, such as quizzes or competitions with small prizes. This fun twist can boost engagement and add a memorable dimension to your event.
Note:- BuddyBoss platform comes with Gamification feature for both its community and course platform.
8. Personalize The Experience
Make attendees feel valued:
Acknowledge Participants: Use attendees’ names when addressing questions or comments.
Spotlight Sessions: Consider featuring participant stories or experiences related to the topic.
Interactive Content: Use multimedia elements like short video clips, infographics, or live demonstrations to break the monotony of talking heads.
Monitor Engagement Metrics- Keep an eye on real-time analytics:
- Monitor how many participants are staying throughout the event.
- Gauge the level of interaction in chat rooms or Q&A sessions.
- Use poll data to adapt your content on the fly if necessary.
These strategies not only make the event more dynamic but also encourage a sense of community among your attendees, making them more likely to return for future events.
9. Follow-Up and Gather Feedback
The event doesn’t end when you click “end meeting.” A well-executed follow-up can reinforce the value of your event and set the stage for future successes.
Send a Thank-You Email– Within 24 hours of the event, send out a personalized thank-you email to all participants. Include:
A brief recap of the session’s key points.
- Links to recorded sessions, slide decks, or additional reading material.
- Information on upcoming events or how to join the community discussion.
Collect Feedback– Gathering feedback is critical for continuous improvement:
- Use tools like SurveyMonkey or Google Forms to ask attendees about their experience. What did they enjoy? What could be improved?
- Encourage discussions on your community platforms. Ask open-ended questions to spark conversation.
- Dive into your event analytics. Metrics such as drop-off rates, engagement during Q&A sessions, and overall attendance can provide insights into what worked and what didn’t.
According to a Bizzabo report, 80% of event planners rely on post-event feedback to enhance future events. Use this feedback to fine-tune your approach and address any shortcomings.
Share The Recording– For those who missed the live event or want to rewatch key segments, make the recording available on your website or community portal. This not only extends the event’s life but also allows more people to benefit from your content.
Nurture The Community– Finally, keep the conversation going, create threads or groups dedicated to the event topic. If the feedback indicates high interest, consider hosting a follow-up session or a series of deep discussions.
Use your newsletter or social media channels to update the community on how their feedback is influencing future events.
Additional Tips and Tricks for a Stellar Virtual Event
While the steps above cover the fundamentals, here are some extra tips to help you host a virtual event that stands out:
Practice Makes Perfect– Conduct full rehearsals with your team to iron out any kinks. Simulate the event environment as closely as possible. Also, ensure your speakers are comfortable with the technology and familiar with the event format.
Create a Fun Atmosphere– Consider hosting events around a fun theme. Whether it’s a “virtual carnival” or a “techie treasure hunt,” a theme can add a layer of excitement. Encourage participants and speakers to use themed virtual backgrounds. It’s a small touch that can create a sense of unity and fun.
Address Time Zone Challenges– If your community is spread across different time zones, consider offering multiple sessions or recording the event for later viewing. Make sure your promotional materials clearly state the event’s time zone and offer a conversion tool or schedule for international attendees.
Monetizing Your Event– Think about partnering with brands or companies interested in reaching your audience. Sponsorships can help cover costs and add credibility to your event. If your event offers premium content or expert sessions, ticket sales might be an option. However, be sure to balance monetization with community accessibility.
Learn More
Why settle for a one-time event when you can launch a membership site that grows over time?
Learn From The Experts– Look into how other communities and organizations have successfully hosted virtual events. Learn from their challenges and successes. Stay up-to-date with emerging trends and new tools in the virtual events space. The landscape is evolving quickly, and innovative ideas can set your event apart.
Some Virtual Event Hosting Plugins For Your Online Community
To host virtual events in your online community, the right plugin can make all the difference. Top choices like The Events Calendar, EventOn, Modern Events Calendar, and WP Event Manager simplify every step, from scheduling and registration to ticketing—directly from your website.
What’s even better is that these plugins aren’t just for one-off events. They’re built to support multiple events.
You can plan a series of webinars, workshops, or large conferences. This means you can reuse the same system time and again, ensuring a consistent, streamlined experience for both you and your attendees.
Beyond planning and hosting, many of these plugins offer extra features to help manage and grow your community. They allow you to track attendee data, manage member registrations, and even support recurring events, making it easier to keep your audience engaged over the long term.
Final Thoughts
You might feel overwhelmed with all the above information on How to host virtual events but with thoughtful planning and a passion for community engagement, you can overcome any challenges that come your way. Each event is a learning experience that helps refine your process and bring you closer to your community.
As you start planning virtual events, keep in mind that the best virtual events are those that feel personal and authentic. Why? Because it is not just about changing how you host a virtual event, it’s also about creating a space where people feel connected, inspired and part of something bigger.
Moreover, platforms like BuddyBoss can help simplify the process. With its user-friendly tools and focus on building engaging online communities, BuddyBoss makes it easier to create memorable virtual events that keep your audience coming back for more.
So take a deep breath, plan carefully, and get ready to host an event that leaves a lasting impression on your online community.
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