Virtual Events

Hosting Virtual Events: 11 Proven Virtual Event Tips

The Eventcube Team
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Ready to host your next virtual event? It's no mean feat. There are a number of factors involved in creating the perfect virtual event so we've compiled this list of tips and tricks to make your life easy.

Ever since the explosion of social media, live-streamed content was already witnessing a steady rise in popularity. With 2020 ruling out a large number of in-person events at least in the near future, hosting virtual events has become the next big thing for creators, businesses, brands and bands alike.

Just like an offline event, a well-organized virtual event involves creativity, planning, and preparation ahead of time. Doing so will offer your audience an engaging experience, and ensure that everything flows smoothly and without a hitch.

To help you make your next virtual meeting, concert, or live webinar a roaring success, we've put together a list of 11 proven tips for virtual events. These easy yet crucial tricks will give you everything you need to plan and execute an uninterrupted, engaging, and successful livestream.

Our 11 proven virtual events and live streaming tips are:

  • Create a virtual event structure plan
  • Invest in, or hire audio, video & lighting equipment
  • Choose a reliable virtual event platform that provides ticketing tools
  • Test that you have super fast Wi-Fi and a solid network connection
  • Create virtual event networking opportunities
  • Check the technical specifications of your virtual events platform
  • Include a clear call to action at your virtual event
  • Always do a test run
  • Get virtual sponsorship and include a branded backdrop
  • Use graphics overlays and on screen text
  • Run pre-event promotions

1. Create a virtual event structure plan

With everyone live streaming performances and conferences, what can set your event apart? Creating an interesting virtual event flow is crucial to keeping your audience engaged and not have them tune out and log off. This will avoid any awkward lulls and avoidable disruptions.

Have a plan beforehand for how you will kickstart the livestream, and divide your event into different segments. We cover planning virtual events in detail over on our guide to virtual event planning.

2. Invest In, or hire audio, video & lighting equipment

High-quality audio, video, and lighting setup are a must-have for successful live streaming. Invest in a good camera and microphone so that your audience can enjoy the stream with great clarity. However, try not to make your setup too complex to avoid any last-minute technical glitches. If this is out of your budget there are many agencies that can help with planning your virtual event, including providing all of the equipment. For example London Filmed offer a virtual event production/planning service.

3. Choose a reliable virtual events platform that provides ticketing tools

The quality of your livestream depends greatly on the technical capabilities of the platform hosting it. This is why picking a good and secure streaming service is one of our most crucial virtual event tips.

Make sure to choose a platform that allows you to seamlessly host your event on one or several platforms like Youtube, Facebook, and Instagram at once. You'll also want features like breakout rooms, virtual venues, live chat and panel capabilities.

Furthermore, you are probably going to want to sell tickets to your event. Look out for platforms that offer to handle ticketing and other features that allow you to customize the look and feel of the event to your requirements.

We can certainly help with this aspect of things, as our virtual events platform provides an all-in-one service, packed full of features.

4. Test that you have super fast Wi-Fi, a solid network connection and a failover WIFI solution in place

The last thing you'd want is for your network to drop out or slow down in the middle of your stream. Avoid disappointing your audience by double-checking your WIFI connectivity and internet speed by using tools like these.

Free up your bandwidth by pausing any heavy apps or software for the duration of the event and even have a backup, failover WIFI connection that kicks in - in the rare event your virtual event drops its connection.

5. Create virtual networking opportunities

We do understand that virtual interaction is not the same as enjoying an in-person audience. However, adding an interactive element will go a long way in boosting engagement and making your audience feel included and like they are getting real value from the event.

You can encourage virtual networking by using chat and break out rooms or follow some of the ideas we cover in our top tips for virtual networking events right here.

6. Check the technical specifications and feature set of your virtual events platform

Every virtual events platform is different, make sure to check the audio-visual and hardware specifications that are needed to host an event on your streaming platform of choice. Some platforms may require you to use specific recording software, so keep an eye out for that ahead of time to avoid any unpleasant surprises on the D-day.

7. Include a clear call to action on your events landing page

With a little forethought, your virtual event audience can go from one-time viewers to long-term followers. To do this, include a clear call to action. Call to actions could be something simple - like asking your audience to follow you on social media, sign up to your mailing list, or visit your website. But including a call to action that is exclusive to your event will have a higher conversion rate.

For example, if you're hosting a virtual event for marketing professionals. Include a CTA that provides value for marketing professionals. For example, starting a Slack channel for indeed to carry on networking and sharing knowledge on - post the event.

Your call of action can vary. However, try not to be too salesy about it, and instead, strike a balance by spacing it out throughout the event as gentle reminders.

8. Always test run your event

We've all heard of dry runs and sound checks for real-life events, so why should virtual events be any different? Create an event planning checklist and check your setup and overall event flow by doing a quick test run-through.

If your livestream involves asking multiple guest speakers to join in, then make sure to test that out well ahead of time. This will leave you with ample time to make any technical adjustments if needed.

9. Get virtual sponsorship and include a branded backdrop

Getting sponsorship for your virtual event can provide some much needed funds and give added authority to your event. We cover this in more depth in our guide to event sponsorship.

When planning the visual aesthetic of your event, keep in mind that first impressions matter. Invest in good lighting, and consider customising your backdrop to suit the theme and topic of the event - include your sponsor and any exclusive offers they may be providing for attendees.

If you're hosting a meditating workshop, then having natural light and plants in the frame may help your audience. However, in case you aren't able to tweak your surroundings, then go for a fitting and visually engaging virtual background.

10. Utilise graphics, overlays and on-screen text

Using graphics and overlays add a distinct visual element to your stream, and helps your viewers enjoy a more immersive experience. You can use overlay and graphics to add a custom border around the video and to add engaging graphics to indicate livestream starting soon or "be right back", instead of leaving a blank screen for the audience to stare at.

We highly recommend Lightstream's studio product for this sort of thing. It will allow you to run multiple video streams, add text and animations to your broadcast with ease.

Using on-screen text to drive home key points or details of your event will help the audience absorb it better.

11. Run pre-event promotions

While planning for everything planned for the event day, don't forget to spread the word! Pre-event promotions are crucial for people to know when to buy their tickets and tune in. Allow yourself plenty of time to promote the virtual event across all social media platforms, via your mailing list, WhatsApp, and other channels.

Hosting a virtual event can give you a vibrant, engaging way to connect with your audience and enhance your own or your brand's appeal. We hope these live streaming tips help you achieve success with your next event! By investing time and effort ahead of time, you will not only stand out from the sea of all other livestreams but also create a unique, memorable experience for your audience.

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