There aren’t too many businesses that experienced success to the level that the video communication platform Zoom did in 2020. Because of the pandemic, and the number of people working from home, more people are using Zoom now than ever before.
If you yourself want to know how to host a virtual event, you may be thinking that Zoom is the best way to do so. But depending on what kind of event you want to host, and how many people you want to attend that event, you may be better suited by going a different route.
Want to know how to host a virtual event in 2021? Need help with the virtual event planning process? Look no further, because we’ve got you covered!
In this article, we’ll give you an in-depth guide on how to host a virtual meeting or event. We’ll tell you how to get started planning, what your concerns should be, and even what problems to be on the lookout for.
That way you can host a virtual event that goes off without any issues.
Choose a Time to Hold Your Event
Just because you’re hosting a virtual event doesn’t mean you shouldn’t plan for it far in advance. The more heads up you give your potential virtual guests, the better chance you have for a large turnout.
Our advice? Go ahead and pick a date and start planning now. Try to give people at least a month’s heads up, too, so they can make sure not to double-book themselves during that time slot.
Advertise Your Event Heavily
Perhaps the biggest benefit of having a date picked out for your virtual event is the fact that you can start promoting your event to the masses. This is especially important if you’re hosting a large virtual event that you want hundreds, and even thousands, of people to attend.
One of the best ways to promote an event online is via social media. So, figure out which social media platform your target demographic is the most active on. Then, create a social media campaign that is centered around that specific social media platform.
If you can, try to limit yourself to one or two social media platforms at most. Trying to market yourself online on more than two or three platforms is a great way to spread yourself too thin, which isn’t what you want to do.
Make Sure Your Gear Is Powerful Enough
Depending on what kind of virtual event you’re going to host, you may need to invest in some quality gear to get the job done. Having the right tech is essential to ensuring that your event goes off without a hitch, which is why renting equipment is a viable option for many.
No matter what kind of event you plan on hosting, making sure that your tech is up to par is an absolute must. Bad gear will most certainly lead to a bad event, which of course isn’t what you want for your brand or business.
Pick a Virtual Streaming Platform
One of the biggest challenges for people who are hosting a virtual event for the first time is deciding which virtual streaming platform to use. Because there are so many options to choose from, picking the right one for you can be a bit overwhelming.
We’ll be honest. Picking a platform to stream on is not as simple as picking out the perfect Venues West facility for your event. Depending on what kind of event you’re holding, some platforms may be better than others.
Our advice? Reach out to people in your niche who have held streaming events before. Asked them about the gear they used, and which streaming platform they went with, and then go from there with your own planning.
Perform Plenty of Tests Beforehand
Got all of the planning for your event out of the way? Know what kind of tech you need to pull it all off? If so, go ahead and start running some closed-door tests for your event so you can work out any kinks that may pop up along the way.
Not only will this help you prevent tech issues, but it’ll help you with the overall formatting of your event, too. And if you’re going to be doing a lot of speaking, you can even practice what it is you’re going to say, which can help you combat nerves.
Make It Entertaining and Have Fun
There are pros and cons to hosting a virtual event. While it’s much easier for your guests to attend a virtual event, it’s not as easy to keep your guests entertained at one. After all, they don’t have food, drinks, and the company of other guests to keep them occupied.
Because of this, we recommend that you make your virtual event as fun and as entertaining as possible. Keep it light, make some jokes, and try to keep people engaged throughout your event.
Also, be sure to mix things up presentation-wise. Don’t lean too heavy on speeches, or video content, as you’re more likely to lose the attention of your guests by doing so.
Still Not Sure How to Host a Virtual Event?
Now that you know how to host a virtual event, you’re ready to get out there and start making some waves! Just remember to invest in the right gear, practice often, and keep your event fun and engaging.
If you do those three things, plus put in the effort to practice and perfect your presentation, you’ll be happy with the results of your virtual event.
Not the best with computers? Looking for more useful tech tips and tricks? Check back with our blog often for tons of ideas and information on all the latest tech gadgets.
