How Does a Virtual Event Work?

Wondering How Does a Virtual Event Work? While virtual events will certainly never take away the value of face-to-face interaction, in a world where words like “COVID-19,” “Coronavirus,” and “Social Distancing” have become the new norm, the idea of a virtual event is more acceptable than ever before. In fact, we’ve been hearing a lot about replacing canceled in-person events in lieu of virtual events, but how does a virtual event work? 

And, once you get people to attend your virtual event, how do you get them to engage throughout the entire event and stick around until the end? 

Virtual Events Require Careful Planning

Like all events, hosting a virtual event will require careful planning in order to prove success. Virtual events require all of the essential planning of vendors, keynote speakers, activities, and entertainment that you would have at an in-person conference or event — they just don’t require a large venue and they don’t have live, in-person attendees. 

As you plan your virtual event, consider the following:

● Great targeting, promotion, and marketing will encourage high attendance.

● Content is the key element of a virtual event — make it count!

● Keeping attendees engaged will improve perceived value for those engaged in your virtual event.

● Prepare to measure the success of your event by capturing data on engagement, attendance, and ROI associated with your event.

How the Virtual Event Works

While each virtual event will work slightly differently depending on various factors such as topic, content, and attendee age or demographics, most virtual events carry similar traits. So, How does a virtual event work? 

Technology!

Technology is what makes a virtual event such a successful opportunity to reach attendees without face-to-face interactions. The technology used to produce virtual events generally includes video conferencing tools as well as a conference platform, web apps, webpage, and appropriate equipment to film and broadcast the event.

In order to host the virtual event, you’ll need:

● A virtual event website or a host site for marketing your event.

● A registration page, link, or another form of processing attendee information, registration, access levels, and payments.

● Live streaming software or a live streaming app such as YouTube Live, Facebook Live, Twitch, Livestream, or others.

● Professional-grade digital video camera (Or smartphone for amateur event capture)

● Lighting equipment for casting light on your speakers and for lighting the scene of any areas to be captured for your live event.

● A webinar platform or private host. Zoom, ClickMeeting, GoToWebinar, and Livestorm are the most common.

● Strong WiFi Connection or boosters and other forms of equipment that will ensure strong and sustained WIFI service during the stream.

● Speakers, microphones, and audio equipment that integrates with the existing technology used for your virtual event.

Next time someone asks, “How does a virtual event work?” You can help them understand by providing them with this information as well as recommending that they call Beverly Boy Productions to learn more about virtual event planning and the benefits of hiring a professional camera crew to capture and help them stream their future events.