5 Virtual Event Best Practices You Can’t Miss

We’ve all had to adapt to new ways of doing things this year. And for many of us, that includes how we run events! Today, more events are taking place virtually than ever before. That’s why we knew it was time to share our virtual event best practices with you today!

5 Virtual Event Best Practices You Can’t Miss

It’s going to take a long time (if ever!) for events to go back to how they used to be.

So it’s a good idea to get on board with these virtual event best practices now and make the most of them! Let’s get started.

How to Be a Great Virtual Event Speaker: Top Tips

The virtual space is currently booming and virtual events are now more popular than ever. With that, event speakers who have mastered the art of delivering in-person presentations now have to adjust. How do you become a great virtual event speaker and what adjustments can you make to keep your audiences’ interest?

How to be a great virtual event speaker

We’re here to give you our best tips for how to be a great virtual event speaker so you can deliver compelling content and a presentation to be remembered.

If you’re planning an event you might benefit from our social media marketing event strategy tips.

7 Ways to Improve Virtual Attendance at Your Next Event

If it feels like everywhere you turn, you see an invite to a virtual event or an ad for an upcoming virtual gathering, you’re not wrong! These remote events are more popular than ever as we adapt to a whole new way of living and working in 2020. But how can you make YOUR virtual event stand out from the crowd and get the higher virtual attendance you’ve been hoping for?

Today, we’re going to tell you how!

Want to Make Your Virtual Event Stand Out? Try This!

In-person events used to rule industries of all kinds as there’s nothing quite like face to face interaction in creating relationships and connections. Now that things have forever changed, virtual events are taking the lead. So how exactly do you make your virtual event stand out?

There are hundreds of virtual events taking place, and they’re all doing everything they can to grab the attention of their target audiences.

While virtual events are becoming more and more saturated, the great thing is that they are mostly uncharted waters. There’s plenty of opportunities to get creative and create a memorable and exciting experience for those who attend your virtual events.

If you need to move an event online at the last minute, you can check out our tips for doing so here.

How To Moderate a Virtual Event

So you’ve been asked to moderate a virtual event. Great! 

Do you know what to do next?

There are so many benefits to moderating a virtual event, from endless networking opportunities to the social media oomph, to the elevated exposure. It’s a chance to really put your best face forward and show the world (or a limited audience) what you’re really made of.

So jumped at the opportunity—good for you. 

Here’s a rundown of what a virtual event moderator does, and a few tips to do the best job you can possibly do.

Ten Virtual Event Ideas to Keep You Ahead of the Curve

If you’re like every other event planner in the world right now, you’re scrambling to think of more and better virtual event ideas every day. Online event hosting has become the new normal, whether you were ready for it or not—COVID-19 has turned the events industry (along with pretty much every other industry in the world) on its head. So where have you landed?

Event planning is a competitive business. And every busy event planner knows, you have to stay ahead of the curve to keep landing those contracts. You are expected to knock every event out of the park with innovative new ideas and impressive results. And to do it all with lower and lower budgets.

Nine Tips To Promote Your Virtual Event Effectively

Do you know how to promote your virtual event? There are a few things that you have to do to make sure you draw the right audience. Here are nine of them.

How to promote your virtual event

If you’re like a lot of us in the event planning industry, you’ve had to do a lot of hustling in the last few months to quickly recalibrate your business model. You’ve had to remake yourself into a virtual event planner fast because if you didn’t you would sink. You’ve been learning new skills on the fly, and if you’ve been successful, you’ve been able to shift an existing event online or even launch some new ones.

6 Steps For Putting On A Virtual Event That Works

You’ve been thinking about putting on a virtual event for a while now, but haven’t gotten around to it yet. 

Putting on a virtual event can seem really daunting if you’ve never done it before. The technology to learn, the different platforms, how to advertise to an online audience…there are a lot of questions and new things to learn that surround a virtual event. Even if you’re an experienced event planner, putting on a 100 percent virtual event presents a whole new set of issues and problems to troubleshoot and solve.

With current events keeping almost everyone at home to do most of their work and leisure activities online, now is the time to put on your first virtual event.

So, how does one actually put on a virtual event? If you go step by step, it’s not as complicated as you think. 

We’ve broken it down into steps for you, to help you put on your first virtual event without a hitch. 

6 Steps For Putting On A Virtual Event That Works

1. Assess your audience. 

Before you can do anything else you need to know who your audience is. Your audience will decide all the components of your event, from which platform to use, to what topics to focus on, to how to market most effectively. It all comes down to what your audience is so make sure you ask yourself a few questions about who they are, such as what are they interested in? How tech-savvy are they? And how do they interact online? This will help you figure out how to market to them and keep them interested once you have them at your event.

2. Figure out your format.

Just like live events, there are several different configurations to any virtual event so use your now defined audience to decide which one would be best for them. Are they a more passive audience or do they like to interact? Are they skills-based or experience-based? How much time do they have? Based on these and other questions, you can design your event’s format accordingly. Maybe your virtual event will be a single simple seminar with a question-and-answer session at the end. Maybe it will be a complicated multi-event format with plenty of real-time interaction, polling, and audience participation. Use your audience research to decide on what will keep them engaged.

As a professional in the event planning industry, you’re in the perfect position to help your colleagues find the right speakers to make their meetings great! Connect with our SpeakerShare program to learn how you can make a commission from referring speakers!

3. Pick a platform.

Based on your format, now is the time to research your platform options and decide on the one that will best optimize your virtual event, for yourself, your presenter(s) and your audience. Make a list of what you need to make your event a success, find the ones that meet those criteria, and utilize their free trial packages (most online platforms will offer this) to test them out and find which one fits best for you. Don’t forget to keep your audience in mind—will they adapt easily to a new platform, or would a familiar streaming service such as Facebook or Youtube be best for them?

4. Pick your presenters.

As in a live event, having a host and speakers who are engaging, knowledgeable, and quick-on-their-feet is essential. In the case of virtual events, it is also important that your speaker can adapt to an online audience and is tech-savvy enough to troubleshoot tech issues on the spot and engage seamlessly with a virtual audience. 

Are you a speaker? Read this post to learn how to let the world know you can present virtually.

5. Choose your “when and where”.

Just because your event won’t be with a live audience, doesn’t mean you don’t have to commit to a time and place—don’t think that these particulars don’t matter. You can have the most interesting virtual event in the world but it won’t do much good if half of your audience is asleep because you’ve scheduled it in the wrong time zone. So pay attention to your audience and what their needs are, time-wise. You can even poll them to figure out what their optimal time is to commit to an online event. And venue matters, as well. You might be tempted to host in your living room, but keep in mind that your background can make your event look cheaper than it is. Consider renting an office space or boardroom for a more professional presentation.

6. Let the world know!

Okay! You’ve finally got the basics of your virtual event figured out. Time to let the world know! Maximize social media and your mailing list to get the word out in as many ways as possible. Promote as many aspects of your event as you can, including your presenters, your venue and your themes/topics. Don’t forget to use hashtags to maximum effect, and if you’re using a social media platform to stream your event, use that platform for leverage as well.

Good luck with your virtual event! And happy planning.

Looking for the perfect speakers for your virtual event? Search our speaker marketplace here—we’ve even added a new “Virtual Presentation” filter to our search criteria.

Did you find this article helpful? Here are three more you might enjoy:

Corporate event planning: ten tips to make it unforgettable!
Why are these people (still) happy during a pandemic?
Developing the breakthrough mindset and succeeding.

Let The World Know You Can Present Virtually

All of us here at eSpeakers want to send our best wishes to all of you in the speaking industry during this challenging time. These are these unprecedented times in this industry, but there’s something you can do right now

When we see a challenge, we also see opportunity. Many companies are instituting work-from-home policies and social distancing. This new work environment is challenging for many employees, creating a more fragmented workforce and straining company morale.

We believe that you can help ease concerns and boost morale through virtual presentations. We see virtual events becoming extremely popular in the upcoming months.

How is eSpeakers Helping?

We have added “Virtual Presentation” to our search filter on eSpeakers Marketplace and other directories we power. This allows event organizers to find those experts who are able to present virtually using a tool like Zoom. 

We are currently promoting virtual presentations to event organizers around the world as an alternative to live events, and to help build company morale. This is live as you read this, and we are already seeing increased profile views for speakers doing virtual presentations.

How Can You Help?

If you are equipped and capable of presenting remotely using a tool like Zoom, you need to identify that capability in your eSpeakers profile. We’ll take care of the rest.

MARK YOUR PROFILE AS VIRTUAL READY

To be found in the “Virtual Presentation” search filter above, tag your presentation(s) with the “Webinar / Virtual Presentation” presentation type.

You can do this in two ways.

  • Login to eSpeakers and go to MY PROFILE. Then select PROGRAMS and then click edit next to the programs you can present virtually. Once you are in edit mode on your program, click the program type drop-down menu and select WEBINAR / LIVE PRESENTATION. Save your change and now that program will be found when an event organizer searches with the “Virtual Presentation” search filter. The only draw-back to this option is that when all the restrictions are lifted and you go back to your regular business, you may want that program listed under a different presentation type.
  • The other option (preferred) is to add a new program just for virtual presentations. You would add Virtual presentation as the program title, and you would write something like this in the program description. “I can present any of my programs virtually. My office setting is professional and I have high-quality equipment to broadcast my virtual presentation.” You wouldn’t have to make any changes to your existing programs with this option.

If you are ready now to present remotely, take 2 minutes to identify yourself that way on your eSpeakers profile so that you’ll come up when event organizers filter for that.

We have one additional suggestion we have for you: incorporate “epidemics and pandemics” into your Force Majeure terms in cases where a client is hesitant to sign off.  

We’ve faced hard times like this in the past as an industry, and we’ve battled through them together. Here’s to brighter weeks and months ahead. 

Sincerely,

Joseph Heaps & Dave Reed

eSpeakers