Top Tips for Hosting a Successful Small-Scaled Virtual Event: Part Two
A compilation of the best ways to execute an effective online event
Welcome back to our two-part series, Top Tips for Hosting Virtual Events, where we explore the best strategies and tools for hosting a successful virtual event. This is a follow up to part one, where we discussed best practices for large-scaled virtual events.
Today we’re introducing part two of our series, where we will focus on smaller and more intimate virtual events! Similar to our last blog, we’ll be putting together a list of the best tips from online webinar companies, and how those strategies can help your company before, during, and after an event.
To ensure the impact of your event, there are several items to cross off your to-do list. Like lists but don’t like making them? Worried you’ll leave something out? Don’t worry, we’ve got your back.
- Ensure Impact by determining your audience – do this by asking questions, “what is the purpose of this event, what do we want the outcome to be, and who needs to see this outcome?”
- Establish KPIs early in your process – by outlining specific goals, it makes it easier for you to pick out the best platform to host your event. 41% of event organizers use Zoom for their small virtual events and in a close second, Microsoft Teams.
- Content Creation or Selection – at in-person events, it was easier to know what specific content you could deliver to your guests. Take the opportunity to get creative – don’t let your audience suffer from Zoom fatigue! Consider offering incentives such as prizes or rewards to build up excitement towards the event. Bring in guest speakers and plan for breakout sessions that break up the monotony.
- Promotional Content – once your content is ready to go, implement your promotional content. Develop a landing page that your audience can visit to learn about the details of the event. Don’t forget to send personal invitations to each attendee to make them feel appreciated. Hype up the value and be sure to send constant reminders.
- Understanding Your Audience – understanding your audience makes a huge difference towards their perception of your brand. A useful tool for this pre-event polling, either directly from the anticipated audience or from your organization’s relationship holders.
- Wear White Gloves – with smaller events, attention to detail is absolutely crucial. You have an opportunity to roll out the red carpet here with your logistical execution. Everything from food and beverage selection and delivery, to personalized gifting and messaging is on the table.
During the Event
- Keep your audience engaged and focused – by integrating digital elements, you can increase the value of your event; even by doing something easy like having a virtual background contest.
- Interactive Elements – if you choose to include an interactive component in your event, make sure that your attendees are prepared with whatever supplies they will need in advance.
- Additional Content – prepare supplemental content and planned transitions to avoid dead air and keep your audience engaged. The use of gamification comes into play again here. By providing games and contests, not only do you drive participation, but you fill a secondary content block and cultivate attention with an awards show.
- Engaging the Audience – besides gamification, another tool at your disposal is social media. Create a hashtag for your event and put a team member in charge of live-tweeting during the event – this encourages your audience to share their experiences on social media platforms at a later time.
After the Event
Once your event is over, reflect on how it went. If you chose to record it, assemble a group tasked with reviewing it. If you took photos or any other digital content during the event, this is the time to send along kodak moments to your attendees with a personalized note – keeping the line of conversation flowing.
- Data Collection – remember to go back and analyze the data collected over the course of your event. With this new data – numbers of registration, session feedback, social media engagement, your business can leverage those insights into direct leads. Remind yourself of the overall goals and KPIs put in place before the event. This will help you measure the success of your event and determine what changes to put in place before your next event.
- Attribution Modeling – the beauty of small events is the level of data integrity they offer, and how that in turn enables dependable attribution modeling. Your organization knows these relationships. Have user profiles that include the relationship history, and, most importantly, the previous KPIs with that relationship. Tracking how these KPIs change before and then over an index following the event will highlight some of the event you can attribute to the event itself.
There are always risks incorporated when hosting a new type of event – especially a virtual one. Details can always slip through the cracks, and hosts can easily make the mistake of providing their guests with the technology to connect with them but forgetting to guide them through the process that enables a successful event.
In a challenging environment, check lists play a crucial role, and by following the steps above you are boosting your chances for engaging with your audience before, during, and after your event. At Best.Day.Ever. we strive to keep connected with our guests through collected data and converting the goodwill fostered from the event. For more information on how BDE can help your business stay connected and relevant, click the button below.