How virtual event platforms have changed the event industry?

But traditional, in-person events are notorious for how resource-heavy they can get, especially with budgets! Fast forward to today, we know that virtual events and webinars play a huge role in any organization’s success, allowing businesses of all sizes to reach new customers, create thought leadership and grow their reach.

While virtual events may have become a top-priority for marketing teams, the world over, it pays to understand the exact reasons for such a rapid transformation in the events industry. In what ways do virtual events stand out as the superior alternative to traditional, in-person events. How exactly can organizations benefit from investing in virtual events? 

Here are some of the most important reasons why global organizations have been switching to virtual events. 

Why are Organizations Switching to Virtual Events? 

1. Global reach: Virtual events open up the opportunity for businesses to target and attract participants from all over the world. This allows you to reach a much wider audience base and market your business on a global level. A traditional in-person event does not provide this luxury, as it requires attendees to be physically present at the specific venue. 
   
   
2. Sustainability: Virtual events have a minimal environmental impact, when compared to traditional in-person gatherings. You get to eliminate the need for people to travel, save  on electricity, reduce paper consumption, etc – all of which help to reduce carbon emissions.
   
   
3. Cost-effectiveness: Virtual events are definitely less expensive to host than traditional in-person gatherings. Organizers do not have to invest a bomb on venue rentals, catering, transportation, safety protocols, and so many other expenses that come with hosting traditional events. 
   
   
4. Audience Insights: Virtual events enable companies to gather real-time audience interaction data and feedback from attendees, which can subsequently be used to tweak the ongoing event and also inform your future event marketing strategies and product development.
   
   
5. Data-driven insights:- Virtual events offer a wealth of information that may be used to improve your marketing strategy. Attendee engagement, session popularity, booth visitor data, and a lot of other nuanced metrics that may be tracked, measured, and improved for virtual events.
   
   
6. Flexibility: Because virtual events take place online, you have a variety of formats to explore. To participate in or host a virtual event, you only need an Internet connection and a device that can connect to the Internet. Most systems are compatible with desktop computers, laptops, smartphones, and tablets.
   
   
7. Increases engagement: Virtual events might be more interactive than in-person ones. This is because they include a range of participatory elements like as polls, surveys, Q&A sessions, lounges and breakout areas.

How to create a successful virtual event? 

Here are some best practices to help you put together a virtual event that delivers value to the organizers as well as attendees. 

Step 1- Define your audience

Before you design your virtual event, you need to know your target audience. This will help you in determining the type of event you want to host. Now define the objectives or results you hope to achieve from the event, based on your target audience. It also helps you to decide when and where to hold the event, and what should be convenient for your attendees. 

Define your target audience by considering their age, occupation, their interests and goals, andsuch details. This allows you to organize an event that is beneficial to them. Consider what problems your audience may be facing, so you can curate an event that can help them find possible resolutions. 

Step 2- Choose a virtual event type and format

There are several types of virtual events to choose from, including networking gatherings, industry expos, fundraisers, and conferences. Once you’ve defined your audience and goals, you should be able to determine the type of event you want to hold. 

The second factor to consider is the format of your virtual event. You can pick between live streaming, pre-recorded events, or a combination of the two. A live stream event is one that you broadcast and your audience joins in real time. You can also record a live broadcast event for other attendees to view later.

Step 3- Plan the content

Now that you know the specifics of your virtual event, spend time curating high-impact content. Make a plan outlining the themes you intend to cover, the sessions you want to include, and the presenters. Assign time slots to each topic or session so you can approximate the duration of the entire event and make adjustments as needed. 

Step 4 – Consider the logistics

Next, plan the logistics for your event. This includes details such as when the event will take place, who will be invited, and how you plan to host it. Because it’s a virtual event, the most critical factor to consider is the technology you’ll employ. At this point, examine the following questions to assist you to figure out the logistics of your event:

1. Which platform will you use to host the event? If you already have an existing virtual event platform, does it serve you well or do you need to replace it with a better platform? 
2. How many attendees are expected?
3. Can that virtual event platform serve the number of attendees expected?
4. Does that platform support the event format, such as allowing guest speakers to become hosts or setting up separate rooms for smaller discussions?
5. How will you deliver invitations and track your responses?
6. How will you handle payments or donations from attendees?
7. Who are the speakers at your event, and do they have the necessary equipment or technology to participate?
8. What to do in case of tech difficulties or glitches?

Answering these questions can help you organize the ideal event. It enables you to tackle problems before they occur and be prepared for the day.

Step 5 – Send out virtual invites or promote the event

Create a personalized email campaign and send out invitations to your target audience after you’ve completed all of your planning. Consider using event management software to send out invitations and collect response more efficiently. Collecting responses allows you to determine the amount of people who will attend your event and plan accordingly. Organize all the participant contact information so that you can track accordingly. 

How to Create a Virtual Event on Airmeet?

Step 1: Go to the homepage or host login page of Airmeet. Sign in with your official credentials. Once you login to your account, click on the “Create Event” button.