The mandatory guide to virtual events

virtual events can cushion some cancellations and postponements of events and represent a real alternative to location-based events that cannot be held during the pandemic. Turning a virtual event into a successful event requires not only reliable infrastructure and programming, but also structured guidelines, careful planning, a convincing concept and the appropriate content. It's not that easy, because very few organizers and event managers have experience in planning and running virtual events. So how do we transform our concepts for analog events into a compelling virtual event? What do we have to pay attention to? AirLST has now hosted and supported several virtual events. In close coordination with our clients' planning departments, new ideas were tried out, concepts developed and the technical infrastructures for powerful virtual events were implemented. After an initial evaluation, we have put together our mandatory guide for you, which clarifies the most important stages and points of a virtual event:

What should be considered before a virtual event?

The aim of the event must be clear‍

Reflect on why you are planning the event: What is your target group? What do you want to achieve with the event? How can these goals be achieved in a virtual format? How affine is your target group in the virtual world and how can you constructively support them through a virtual event?

What is the format of the virtual event?

‍Not The 1:1 transformation of an analog event into a digital event is always possible or useful. The shared experience of a concert audience is in no way comparable to a live stream into the living room. Common ground and closeness must therefore be established differently, so that from a physical concert, for example a Live stream with an integrated forum and chat, in which fans can exchange ideas. And that is why the question of goals is so important; the goals determine the format and features of the virtual event.

Develop visualization and design‍

Events are often a welcome break from everyday office life. It's a shame if we have to spend more time in front of the computer to attend a virtual event. The virtual event venue should therefore be carefully designed and developed. A virtual event should also be a welcome change: an appealing design motivates participants to interact and makes it easier to navigate through the virtual event.

Set agenda and process ‍

The more careful the planning, the more structured the virtual event can be staged. Clear processes and a clear agenda help guests participate. Time buffers should be planned so that technical problems, toilet breaks or navigation difficulties do not leave participants hanging out and demotivating.

What does the virtual event look like?

Set up a greeting and check-in‍

Every guest should feel welcome. How often have we sat in front of the live stream, on which a test image or an empty stage can be seen? Sitting in front of a computer while waiting can be pretty frustrating. The guest's participation in the virtual event must be appreciated. A digital check-in makes it possible to greet the guest personally. Short introductory videos help to get around the platform and can prepare the guest for the virtual event and what to expect. This not only shakes hands with the guest, but also makes sense to bridge waiting times until the start of the live stream.

Provide guidance and support‍

A moderated virtual event has a lower cancellation rate and increased participant activity. Participants should always know where they are at the event and how to navigate through the virtual platform. This is a learning process and the experience of participating in virtual events has not yet been developed, which is why easy to reach support and a structured, inclusive event concept are essential.

Encourage interaction‍

Tools such as breakout rooms, video or text chats, shared notes, virtual whiteboards, and virtual network areas encourage participants' interaction. However, guests are often unprepared or not used to using such tools. A brief introduction and instructions to the tools should therefore always be provided. An easy-to-reach support team can also help overcome such obstacles. Networking should also be supported. Moderated networks by presenters help to overcome the virtual reluctance of guests.

Schedule interim surveys ‍

Short interim surveys activate participants who are distracted, ask for brief comments on event content and involve guests. They also help with the evaluation and follow-up of the virtual event.

Set up follow-up ‍

Here, the virtual event differs little from any other event. A follow-up reminds participants of the event, contextualizes and strengthens leads, and builds bridges for inquiries and next steps.

Create a media library

A virtual event creates a lot of exciting material, which should be used productively. By setting up a virtual event archive or a media library The participants can also access the content in the long term. This increases the half-life of the event and also the reach.

Don't forget to evaluate‍

A final evaluation is essential, after all, we are still in the middle of the learning process and want to find out how to get the most out of virtual events. To do this, we need the support of participants and a reliable data basis.