Live Streaming & Webcasting Virtual Events Webinars

Guide To Virtual Events


As we entered into the digital world, digital ways are overcoming the in-person activities with each passing year. Going virtual has become the new norm. An incline in a large number of virtual events has been witnessed across the globe in the past few years. The worth of face to face interactions and in-person events holds its impotence but going digital has become a necessary part of organizing events in today’s era.

Virtual events have gained up their pace and became immensely popular in recent times. Whether you are planning for multi-day conferences, meetings with clients or delegates across the globe, internal team meetings, organize educational sessions, all can be carried out well digitally on the virtual event platforms.

Virtual event solutions not only boosts your audience attendance as they overcome the barrier of geographical constraint but also helps in keeping them engaged throughout the event.

It come with various benefits apart from being a more reachable and cost-effective measure, it makes it easy to measure the success of an event. Hosting a virtual event requires some planning, of course, less than in-person events, to promote the event, engage audiences, and create lasting memories for audiences to reminiscence in the long run.

It can resolve all your worries about booking a venue, accommodation, foods & drinks, travel expenses. You can now create an impactful hybrid event that adds value, boosts engagements, and delivers memorable experiences much beyond than a rectangle screen. Time to take a plunge in the digital world and start delivering events with lasting memories.

In this article, we are sharing all about virtual events and how it’s beneficial for any business or an event.

What are Virtual Events?

An event that is organized digitally and potential audiences can enjoy it irrespective of their location from the comfort of their own space, are known as virtual events. It allow attendees to attend an event online rather than gathering in-person. 

You must have experienced virtual events at least once. If you have attended a conference from your desk using video conferencing or watched an on-demand lecture or attended an online class from your home, attended a webinar online, all are the forms of virtual events.

Nowadays, virtual event services have become an integral part of every organization. The unfortunate situations happening around the world like today made more and more organizations adopt virtual event solutions to carry out their events without getting affected by the external environment. The future of the hybrid events is anticipated with an incline of a huge percentage of organizations and businesses with each passing day. If you have not yet planned for a virtual event, now is the time to step up your game and compete with the changing dynamics and enter the new world.

Types of Virtual Events

Virtual event services enhance your event experiences thus boosting your presence and delivering exquisite results. Let’s have a look at some major types of virtual events you must have experienced once in a while.

1. Webinars

A seminar that is organized on the web and allows audiences from around the world to join in, is known as a webinar. It is a type of virtual event that lasts for around 40 to 80 minutes. A Webinar has one or more speakers to present the content in front of the event attendees. Companies select a speaker that can hold audiences interactively throughout the event and have a thorough knowledge of the subject. The webinar speaker answers the attendees questions. Companies may sometimes even decide to charge the attendees at the time of registration or offer a free webinar. Here is a complete guide to webinar services and solutions.

Interactive tools like Q&A sessions, chats, audio & video conferencing, etc. allows you to interact with attendees during a webinar. On-demand virtual webinars are even available for later use in case if someone missed it. An increase in the percentage of audience attendance has been seen when compared to in-person events as it reaches its audiences irrespective of geographical locations.

2. Virtual Conferences

Conferences conducted over the web in a digital space to connect with business partners, clients, shareholders, and so on residing in any corner of the world without having to travel are known as virtual conferences. Interactive tools used during virtual conferences makes it easy to share slides and presentations during a hybrid conference. It allows attendees to share their feedback and thoughts with other attendees in real-time and build their agendas.

3. Internal Virtual Events

Internal events are a part of every organization nowadays. Whether you want to plan a virtual town hall meeting, offer training to the newbies of an organization, hire new employees, onboard new employees, conduct department or team meetings and so on all can be carried out digitally. Organizations are adopting the best virtual event services that make it easy to carry out internal communications on the best virtual events platforms that are safe and secure, keeping your privacy intact. Some organizations are widespread across the globe and gathering all the employees at a single place is nearly impossible. It help to bring the employees of an organization under one roof in a digital space and communicate the message to them with ease thus saving time and resources.

4. External Virtual Events

Various external events can go digital just like the internal events of the organizations. External events require a little more work when compared to internal hybrid events. Trade shows and expos are one of the external events that can be hosted on virtual events platforms. It resulted in increased audience attendance and reduced costs. External virtual events reach millions around the globe and allow attendees to tune in live irrespective of their location. Try using interactive tools not only help in engaging your attendees interactively but even results in better lead generation and conversion rates. Here is all about virtual events and B2B Marketing.

Why Host Virtual Events?

Virtual Events

It have been on a rapid rise in the current era due to their sets of various merits. Every virtual event has its purpose and a different set of potential target audiences. Interactive tools like chat rooms, help desks, etc. used during hybrid events help to interact with the global audiences throughout the event and keep them hooked. 

Virtual event solutions help to bring a wider segment of audiences at a single space digitally, thus boosting presence and increasing revenues. Consulting a virtual event service provider helps you to carry out your hybrid events seamlessly on the virtual event platforms thus overcoming the barrier of geographical limitations, time, and resources.

If you have not yet switched from conventional ways of organizing events to hybrid events, now is the time to plan and host a virtual event.

Benefits of Virtual Events

1. Virtual Events are a budget-friendly measure

Virtual events are cost-effective when compared to in-person events and deliver valuable experiences to audiences worldwide. In-person events require you to invest lots of money on venue, accommodation, foods & beverages, travel expenses, marketing, and so on. Virtual events cut off the amount spent on these completely. Whether you plan for a corporate event or a brand event, virtual events result in saving resources and are the best bet to rely on if you are on a budget, thus achieving your set goals.

2. Increased Accessibility

As compared to in-person events, virtual events are highly accessible. It can be accessed by anyone living in any corner of the world which is far beyond the reach of physical events. The barrier of geographical constraint has been completely resolved with live virtual events thus boosting more interactions and leads. Virtual event solutions allow anyone to access the event from the comfort of their own home and from the device and browser that best suits them.

3. Virtual Events work on a casual approach

In-person events are exclusive and one needs to dress up to attend a physical event. Be it a conference or a meeting a formal dress code is a must. Virtual events alleviate the formality while making it a more convenient and casual event for attendees where all decked up in a formal suit no longer holds importance.

4. A time-efficient measure

Physical events require planning from six months before the actual event. Right from meetings with sponsors & vendors to selecting a location for the event all are done a few months prior to the event. In events, a virtual event platform takes about a month for complete event set up, a lot less when compared to physical events. Customer support is offered by Virtual events platform service providers before, during, and after the event. Apart from it, they even look for any technical glitches before an event and hire a staff that runs a virtual event, thus resulting in saving time.

5. Virtual Events deliver valuable experiences

It offer valuable experiences to each audience, thus making an event more successful. It allows audience to interact directly with the brand by asking relevant questions and sharing their feedback through comments in real-time. The brand itself answers the most important questions in events. Brands take feedbacks into consideration results in boosting better engagement.

6. Virtual content is sharable on various platforms

Videos of virtual events can be shared on various social media platforms that help in reaching targeted audiences. Clips of hybrid events can even be used on websites to generate traffic while showing them a glimpse of the previous events.

The possibilities of hybrid events are endless and would benefit you in great ways in the times ahead, thus explore this new world and take the most out of it to benefit your business.

How To Host Successful Virtual Event?

Virtual Events and Trade Fair

Hosting a successful virtual event is not as tough as it seems to be. With the right planning, it is easily achievable. Time is calling to embrace the virtual event platforms and solutions. Let’s take a look at certain points to keep in mind to host a virtual event.

1. Determine the objective

Before hitting the live button to attract the potential audience, the objective of hosting a virtual event should be clearly defined. The topic of an event should be clear to a broadcaster & speaker to achieve set goals and desired outcomes.

2. Content is the king

Content is still the king whether it’s a blog or a virtual event. Unique content is a must to evoke the interest of audiences and keep them hooked throughout the event.

3. Create an outline for the budget

Decide on the budget before proceeding with the planning for your virtual event. Make a checklist of resources and where to allocate them to make your virtual event successful.

4. Time to plan your virtual event

You must be clear about what work you need to do before, during, and after a virtual event. Plan your event accordingly. Decide beforehand on the format of the event, time & date of the event, interactive tools used during the hybrid event to engage audiences, how many sessions you need to host, and so on to carry out your digital hybrid event successfully.

5. Select the right virtual events platform

Several platforms with brilliant features are available nowadays to host an event. Selecting the right platform depends on the type of event you want to host and the audience you want to reach.

6. Offer temptations

Create offers that your audience can’t deny on. Organize Q&A sessions that allow the audience to ask questions and their queries directly. Offer on-demand recordings of the virtual events to audiences who missed it thus resulting in more reach.

7. Keep the audience hooked throughout the event

Keeping the audience hooked with the event is a must to make your event successful. Work out on effective marketing strategies that attract a wide segment of audiences around the globe. It is important to keep audiences hooked with the event as it contributes to the success of an event.

8. Set date and time

Select the date and time of your virtual event as per your target audience. If your event is targeting audiences around the globe, consider time zone in mind while selecting the date-time of event.

9. Promote your event

Promote your event 3 weeks before the event on social platforms to make your audience aware. You can send reminders a day or two before the actual event.

Times ahead are calling to go digital, if you have not yet entered the gateway of digitalization, now is the time to switch from in-person events to virtual ones!

Manages the Marketing of Dreamcast & leading the team for the sales pitch, business development, client servicing, retention. Brand development, Developed brand strategy for various clients. Strategic Consulting, including business plan & sales strategy development. He also enjoys sparing time to write about his new findings of the industry. Specialities: Sales Management, Sales Strategy, Demand Generation

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