How to Turn Your Live Event into a Virtual Event
There may be times when you have to make a quick shift and your options are to cancel the event or to make it virtual. Turns out, making an event virtual isn’t that hard if you have the right infrastructure in place. Sorting out travel, lodging, F&B, and other pieces will require effort, but shifting the content from physical to virtual isn’t as difficult as you might think!
The value of face-to-face interaction will never go away, but there are times when going virtual is a necessary part of your event program & strategy as refer to recent announcement made by World Health Organization (WHO) declaring COVID -19 is a global pandemic. The Health Ministry of Malaysia (MOH) has also earlier advised all mass gatherings be postponed to minimize the spread of Covid-19 and even though the event is after restriction period - there is a need to ensure minimal mass gatherings. Virtual events are not a replacement for other types of events, but a new type to add and to enhance your entire program during this unforeseen crisis.
What is a Virtual Event?
A virtual event is one where individuals experience the event and its content online rather than physical gathering. Examples webinar online, Virtual Sport (watched and on demand workout class virtual run, E-sports, etc) or joined a meeting using a video conferencing tool (Digitell, Evia, Zoom Meeting, GoToMeeting, Skype,etc)
Virtual Event Elements
A virtual event is built around content, attendee engagement, and data. Video production quality and connectivity will be important, as well as the site that houses the agenda and content. Here are the elements that make up a virtual event:
- Event website
- Event online registration
- Live presentation content
- Live, one-way audio/video
- Question and answer
- Live polling
- Note taking/favorite slides
- Recorded content
- Interactive video conferencing
- Feedback surveys
Build/Set up Event Website
Your event website is used for event promotion. It serves the same purpose, regardless of whether the event is virtual or physical. Your event website is your key promotional tool to attract interest potential attendees and entice them to register for the event.
After the event website is ready, to promote the event website affiliate tool can help to keep track and monitor the page view & sale revenue base on preference channel such as facebook, website, wechat, WhatsApp group, KOL/Youtuber, Newsletter,etc. Affiliate tool will show the report which channel is better respond.
Online Registration is your first tool for data collection and critical to your event. Online Registration allow attendees to submit preferences, personal information and make payment online if required. An online registration allows attendees to register easily and provides event organizer with the data they needs.
Email marketing can drive demand for an event, increase registrations, keep attendees informed before and after the event, updates leading up to your event date, and feedback surveys. Email is the best way to communicate with attendees at all stages of the event. Use an email marketing tool that can deliver branded, personalized, automated email when sent.
Event feedback is very important for virtual events when event organizer don’t have the ability to get expressions or verbal feedback from attendees onsite. Additionally, feedback can be used as a tool to qualify virtual leads and drive them to sales.
Virtual Events as Part of Your Event Program
In closing, adding virtual events as a key digital strategy to your event program is a good idea. While we know that virtual events do not hold the same power of face-face interactions, circumstances may necessitate going virtual, sometimes on very short notice. Having a plan and the proper technology in place, means an alternative that you have full confidence in and one you can trust to deliver the engaging, informative experiences to attendees.
Coronavirus (COVID-19) Awareness
In light of the Coronavirus (COVID-19) outbreak, we recommend checking the World Health Organization's website for the most accurate and up-to-date information.
We've also created a series of blog to share with you the important of Event Technology Information can help you on organizing event.
Stay safe and healthy!
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