Organizing a virtual conference for the first time can be intimidating for you. But even if you barely have any idea of the virtual conference and events, your audience still needs the best experience that is valuable to them.
This shift from offline to virtual events may be difficult, but it is another form of opportunity for you to engage your audience. And you are not alone, as we have curated the list of best practices for organizing a virtual conference in 2022.
7 Best Practices for Virtual Conference Organizers
1. Set your Virtual Conference Objectives Clear
If you want to organize a successful virtual conference, then it is important to plan every detail strategically. A plan will help you get everything for the virtual conference. Firstly, clearly state your event objectives. Note the purpose of organizing the virtual conference and the topic or theme on which you will discuss at the conference.
2. Make a Budget for your Virtual Conference Ideas
All the planning won’t be effective if they put you in a financial crunch. So if you want to avoid this situation, set a budget from the initial stage. Research in the market and create a draft of your requirements along with their cost. Then fix a budget before you start getting things in action. The research and budget will give you a clear picture of how can you plan your virtual conference ideas and where you will need help with additional funds.
3. Plan Engaging activities
With no personal touch in the virtual conference, it is difficult to engage the audience. But you can add engaging elements and activities to your virtual conference to make it interesting for your audience. Some of the ways to make your virtual conference interactive are:
- Display a live social wall
- Use polls
- Keep a Q/A session
- Create a virtual photo booth
With these activities/elements in your virtual conference, you can avoid making your audience bored and disinterested in your event.
4. Hire a good Moderator and Select the Ideal Speakers
When inviting people to attend your virtual conference, ensure that they take some valuable information with them. It’s your responsibility to make your conference worth it for your audience.
So be selective when assigning a moderator for your conference and finalizing the speakers. It is important to give the right direction to the conversations at your conference.
5. Create a Marketing Plan to get the Audience
You may have planned an amazing virtual conference, but who will attend it? To bring the audience to your event, you need to inform people about it. For this, you need to make a marketing plan that will launch your virtual conference in public. A few things you need to decide are:
- Target audience
- Marketing channel
- Marketing funnel
- Marketing spend
- Registrations required and its process
- Timeline for promotions
All these are the important things you should take care of while planning your virtual conference marketing. Make sure you have enough time to plan, promote and execute the event. 65% of the marketers take 6 weeks to promote the large virtual conferences and get the required registrations.
Also, decide if you want to run paid ads, do influencer marketing, get an audience organically, or just invite your community.
6. Find the Right Platform and Tech Tools
Your virtual conference will completely rely on your virtual event platform and the tech tools you have selected. When your audience attends your conference, their only way to get a good experience is through the virtual platform. So make sure your platform is robust in providing a quality event experience. The interface should be easy for you and your audience. Also, look at the quality of audio and video supported by the platform.
If you want to integrate any other tools on your virtual event, like the social wall for virtual events, virtual photo booth, etc., then see the compatibility of your virtual platform and the tools.
7. Do a Trial Run
Before your actual virtual conference, do a trial run with your team. Understand and check if the platform is working fine or not, are the integrations working properly, is there any other technical glitch or user interface that you don’t understand. Also, invite your moderator and speakers, if possible, to do a practice run of their dialogues and speeches.
The process of a trial run will help you find and fill the gaps in your preparation so you can organize a successful virtual conference.
Let’s Wrap Up
If you are inexperienced in organizing virtual conferences, you must follow expert advice. If you follow each of the tips we discussed above, you will be able to plan and organize your virtual event successfully. Make a note or save the list so don’t fail to implement them for your next virtual conference.
So are you ready to make your next virtual conference big and memorable for your audience?