THE 5 BASICS OF ORGANIZING A VIRTUAL EVENT

These are the 5 basic things to consider for planning an online events

Virtual events have become the new normal since the outbreak of COVID-19  and it has revolutionised the way we do things. To control the spread of the virus, physical events and gatherings have been put on hold which led to the introduction of an alternative way of doing events – to do it online.

Though virtual events sound a little ultramodern, they have been already widely adopted as another efficient way of doing events years ago. Even ordinary individuals who may have a little tech knowledge have started creating online events using several social media platforms.

Hosting a virtual event may sound complex but there are ways to simplify it by learning some of its basics. If you are new to virtual events and have been tasked by your superior to create an online event for the company, these are the 5 basic things you should consider for planning your first virtual event.

 

(1) The format of the event

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It is important that you know the format of your virtual event. Do you want engagement between the speaker and the participants, or you just want participants to simply watch via live streaming platform? Both are possible though.

If you want engagement like how a physical event is done, you can use a web-based conferencing platform wherein speakers, performers, and the audience can log in to a virtual platform together and see each other online.

On the other hand, if you just want to assign a specific time for your audience to watch an event, for example, a webinar or a public talk, you can do either prerecording of the event or live recording and use a social media platform to live stream it for your audience.

 

(2) The Online Platform to Use

 

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One common platform that is widely used now is Zoom. This platform can help you achieve your desired format as it perfectly works like an online meeting that you can modify, such as incorporating performances, online games, and speeches.

Zoom offers both a free account and charge a minimal monthly fee for upgrades. You do not need to limit yourself to using Zoom as there are other platforms that can be used. Some of them are free, so just simply explore your options.

If you want your event to be exclusive, you may opt not to do live streaming. But if you wish to do it publicly, you can use Facebook Live or YouTube Live, or any other social media platforms. Try to recall the first time you tried using Facebook Live, it works the same way.

 

(3) Your Event Ideas

 

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To learn new things, you must not forget the basics. If you are a seasoned or novice event planner or no event experience at all, recall the basics of doing a physical event, analyse each segment and think of its virtual equivalence.

Most physical events start with some background music for the guests. If you are doing it virtually, you can easily share music with your audience while they wait for the event to start. You can also share a welcome slide, which is the equivalence of a stage backdrop.

When it comes to performances, artistes and celebrities can still be engaged like the way we do for physical events. We can do pre-recording or do it live. Most talents now have modified their performances to suit the virtual version of an event.

Eating meals together can also be explored. Since you are not in a hotel ballroom to savor your first dish or dessert, you can have food delivered to every participant to intensify the event experience.

 

(4) Your Budget

 

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You must know exactly the goal that your virtual event wants to achieve to determine the budget you may need for the event.

As there are multiple platforms available at different rates and packages, it is important that you explore your options very carefully.

If you are anxious about this area, you can always speak with a professional. Contact an event company to get immediate ideas and solutions. Event companies can provide you several options based on your event brief and can give you a cost estimate right away over the phone.

(5) The Required Manpower

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Every event, be it big or small, in-person or virtual, requires competent individuals to pull it off.

So, if you do not intend to engage an event company, you can gather your team members and determine each other’s strengths and capabilities, and how to utilise and maximise them to carry out your first virtual event. There will always be someone familiar with web-based conferencing and social media platforms.

However, doing a virtual event does not only require technological adeptness but it also requires high quality of contents, impressive programme flow, overall coordination among all parties involved, attention to detail – and most of all commitment to producing a successful, flawlessly executed, and remarkable virtual event.

 

Conclusion:

If at this point you require professional consultancy services for your upcoming virtual event, please contact us at That’s Innovative. You may visit our website to explore our virtual events packages and promotions. You may alternatively directly contact our professional event consultant at 85541231 for an immediate event consultation.

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