{"id":40459,"date":"2020-04-27T11:51:39","date_gmt":"2020-04-27T09:51:39","guid":{"rendered":"https:\/\/www.sotrender.com\/blog\/?p=40459\/"},"modified":"2025-12-17T09:49:29","modified_gmt":"2025-12-17T08:49:29","slug":"plan-virtual-event","status":"publish","type":"post","link":"https:\/\/www.sotrender.com\/blog\/2020\/04\/plan-virtual-event\/","title":{"rendered":"Virtual Event Planning 101: Event Planning Made Easy"},"content":{"rendered":"

Events are being canceled everywhere to prevent further spread of COVID-19. Consumer behavior is changing and this affected several industries as a result. Entertainers and brands that rely on concerts, conferences, and premieres have to go digital or lose revenue.<\/span><\/p>\n

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Those of us working in social media and the entertainment industry saw a huge shift. Events such as <\/span>SXSW have been postponed in Texas<\/span><\/a>, while <\/span>Advertising Week Europe<\/span><\/a> has been moved online. Basically, organizations and brands have to adapt or accept their losses.\u00a0<\/span><\/p>\n

But what can you do during the lockdown when the show must go on? How can you pull off a spectacular event online?<\/span><\/p>\n

We\u2019ve got you covered.<\/span><\/p>\n

In this article, you’ll learn about the <\/span>materials<\/b>, <\/span>steps<\/b>, and <\/span>analyses <\/b>you need to host an event that will provide value to your audience.<\/span><\/p>\n

Virtual events in a nutshell<\/strong><\/h2>\n

They\u2019ve been around for some time, but here\u2019s a quick introduction if you\u2019re not familiar with them. You and other people will join an online meeting through one of the many platforms available. For example, you\u2019ve probably watched at least one<\/span> Instagram Live<\/span><\/a> with a celebrity or influencer or a YouTube stream.\u00a0<\/span><\/p>\n

Events can come in three forms:<\/span> in-person, virtual, or hybrid<\/b>.<\/span><\/p>\n

You can think of <\/span>Social Media Marketing World<\/b><\/a> as a hybrid event, though it was mostly in-person. Those of us who couldn\u2019t attend in person paid for a virtual ticket and had access to talks, speeches, and workshops. This one requires more planning, but it ultimately brings in a greater audience.<\/span><\/p>\n

Why should I host a virtual event?<\/strong><\/h2>\n

There are so many upsides to hosting an online event<\/a>! Hopefully, you\u2019ll see why we\u2019re so enthusiastic about them.<\/span><\/p>\n

They\u2019re cheaper than in-person events. <\/b>You don\u2019t have to rent a venue, pay for billboards, or other printed media, and you could be fine with just your smartphone. If you need higher-quality audio and video, you can invest in a webcam and\u00a0wireless headset with mic for work<\/a>. What\u2019s more, you can use that money saved to pay for advertising to reach a bigger audience.<\/span><\/p>\n

The next benefit is that <\/span>you can measure the results immediately<\/b>. You will be able to track how many people watched the event, including at any given time. Cross-check these results with how your audience engaged with your content leading up to the event. That way, you\u2019ll know if you created hype around the event and if your audience wants more.<\/span><\/p>\n

Finally, <\/span>these events are accessible to everyone<\/b>. Some of your clients or fans might not be able to pay for travel and accommodation expenses to attend your event. Now, they\u2019ll be able to attend from the comfort of their own home.<\/span><\/p>\n

Virtual event checklist<\/strong><\/h2>\n

We prepared an infographic to help you plan your next virtual event. When you’re in a jam and can’t find this article, you can take a quick peek and continue planning without any stress.<\/p>\n

\"Virtual<\/a><\/p>\n

What type of event can I host?<\/strong><\/h2>\n

Live Q&A session<\/strong><\/h3>\n

Since we\u2019re all stuck and going a little stir crazy, why not take the time to talk to your fanbase? Connecting with your followers <\/span>provides you with insights into what they expect from you. <\/b>What’s more, you can answer some long-awaited questions for them. In the end, <\/span>your fans will finally be able to meet the people behind the brand<\/b>!<\/span><\/p>\n

Q&A sessions are relatively easy to pull off, but it doesn\u2019t hurt to prepare in advance. How you should prepare will depend on your end goal. \ud83d\ude09<\/span><\/p>\n

If you already regularly engage with your audience, you could have a <\/span>candid conversation on <\/b>Instagram Live<\/b><\/a>. You could answer questions as they appear on the screen, or if they catch your attention. This could be a good option if you\u2019re already established and are on friendly terms with your fans.<\/span><\/p>\n

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However, if you\u2019re more of a planner, you can post an <\/span>Instagram Story with the question sticker<\/span><\/a>. The only downside to this is that you\u2019ll potentially have hundreds of questions, and no way to organize them.<\/span><\/p>\n

Another thing you can do is <\/span>go on a relevant subreddit and make a thread there<\/b>. For example, you can go on the \/IAmA subreddit to answer questions via text. If a question stands out, you can answer it during an online event. If you have your own subreddit, you can let your fans know that you\u2019ll be doing a live Q&A session where you will answer questions with the most upvotes.<\/span><\/p>\n

\"Photopea<\/a><\/p>\n

Webinars and online conferences<\/strong><\/h3>\n

If your goal is to create a list of new leads and drive sales, you should definitely be more systematic about it. Keep in mind that <\/span>webinars<\/span><\/a> come in a few different forms, including <\/span>Q&A<\/b>, <\/span>interviews<\/b>, <\/span>panels<\/b>, and <\/span>sales<\/b>.<\/span><\/p>\n

The interview and Q&A formats are similar, but you\u2019ll have more control over the questions you ask in an interview. As for panels, you will have to organize a group of experts to discuss a topic, while someone moderates the discussion. <\/span>Finally, to make a sale, you should educate your audience about an issue in the industry, acknowledge their needs, and <\/b>present your competitive advantage<\/b><\/a>. If they\u2019re interested, they\u2019ll leave their emails and you\u2019ll have a new list of leads to follow up with.<\/span><\/p>\n

Platforms<\/strong><\/h3>\n

ClickMeeting<\/b><\/a> comes up rather often. You\u2019ll be able to create customized email invitations for attendees, create a registration page, and even a waiting room with a schedule. Presenting to your attendees is even easier because you can stream your webinar on Facebook and YouTube, create polls, and even use instant chat translations. All in all, it\u2019s a platform that makes webinar organization easier.<\/span><\/p>\n

Alternatively, you can check out <\/span>Livestorm<\/b><\/a>. Save your webinars so that your audience can access them any time they want, or automate your webinar to save time. Like ClickMeeting, it has email customization, but it is integrated with HubSpot, Google Calendar, and Zapier to name a few.\u00a0<\/span><\/p>\n

Here are some basic things you could do to keep track of your performance later:<\/span><\/p>\n