virtual event management Archives

Virtual events offer convenience, cost savings, flexibility, and far fewer overheads and logistics to manage. They are a great option for various types of events, from conferences and trade shows to networking sessions and webinars. With the right technology, the organization process can be easy and hassle-free.

Although virtual events offer a variety of benefits, one common challenge that event managers face is keeping attendees, participants, and guests engaged from behind their screens. Luckily, there are some innovative tech ideas that you can incorporate into your next virtual event to ensure your audience remains attentive, interacts with the speaker, and leaves inspired.

Types of Virtual Events

When we discuss virtual business events or gatherings, we’re talking about any type of occasion that can be supported on a digital platform. The global virtual events sector was valued at roughly $78.53 billion in 2023 and is expected to grow at a CAGR of 18.8% between 2023 and 2030, according to Grand View Research statistics.

These events can vary drastically, including (but not limited to):

Webinars and training sessions
Conferences, expos and trade shows
Workshops and interactive classes
Business networking meetings
Social occasions (birthdays, weddings, and parties)

With attendee locations a non-issue, much higher flexibility, and fewer upfront costs to manage, event planners and guests alike recognize the benefits of virtual events. That said, engagement on a virtual platform can be the biggest challenge. Attendees sitting and staring at a screen constantly can be prone to distractions, affecting their experience.

Additionally, some virtual event platforms can be prone to digital interference, equipment failure, and glitches. Some platforms in the past have been prone to data breaches, leading many to seek alternatives with reputable security patching and incident response procedures, to safeguard their data.

Some users also find virtual events a bit more impersonal, making it challenging to create a sense of belonging and foster a personal connection among attendees.

With this in mind, what can event organizers do to make their virtual events – whatever the occasion – more interactive and personable while bridging technological gaps?

Enhance Interactivity Through Technology

The key to making virtual events more interactive lies in choosing an event platform and utilizing the best possible features to your advantage. Incorporating more technology into your events can be the biggest driver in keeping your audience engaged, creating more personable responses, and cultivating a collective sense of belonging.

With the right technology, you can also ensure that participant data is safeguarded and properly used, which will undoubtedly require some essential due diligence before you plan your event.

Here are some innovative ways to incorporate interactive elements into your events.

QR Codes. These codes can serve many purposes, from polls and Q&A sessions to post-event surveys. You can utilize QR codes to create fun games or send audience members to specific pages on your website. When attendees use their phones to locate the right resources, event sessions or networking spaces, it bridges an easy technological gap.
Personalized Messaging. You can create tailored messages for your attendees via the chat box and other messaging features. Consider collecting feedback in real-time from attendees via the chat, so that you can follow up later with a personalized email. You can even use this data to recommend one-on-one or small group networking meetings with like-minded attendees who are a good ‘data match’, or who share similar goals from attending.
Interactive Live Streaming. Live streaming can be a great way to capitalize on a physical event – such as a product launch, a sales expo, or a trade show session – and let a wider audience get in on the action. You can cater to both in-person and virtual attendees, offering real-time polls and surveys face-to-face and via your live-streaming platform. You can time your speech or presentation with on-screen graphics that trigger at the right moment, or based on audience input. If you hold live Q&A sessions with real-time messaging and response facilities, you’ll be casting a much wider net.

Broader Strategies for Increasing Event Engagement

While virtual event technology forms the backbone of interactive events, it is not the sole contributor to an engaged audience. You should consider broader strategies that encourage active participation throughout the event, particularly if it lasts several hours.

Remember to build anticipation and foster a sense of connection before your event begins. Allow plenty of time for a ‘buzz’ to build, which you can do through a mixture of pre-event social media posts and paid ads, email campaigns, website blogs, and delivering printed materials when interacting with partners, sponsors, or prospective attendees.

Decide how much you want to divulge ahead of your event, as a large portion of intrigue might hinge on surprises or unpredictability. Depending on the occasion, some participants may prefer knowing what to expect by looking at a timetable or schedule. This will allow them to plan accordingly, and attend specific portions of the event that matter most to them. Alternatively, to encourage participation from as many people, offer plenty of alternative options so they can maximize their time and get the most out of their attendance.

Offering plenty of interactive workshops, networking opportunities, and social elements through your virtual event platform is key to keeping your audience engaged throughout. You can encourage connections and conversations among attendees by creating dedicated breakout rooms, speed networking sessions, or areas where they can socialize during breaks.

If your event relies on group participation, ensure that there is sufficient digital space and resources where participants can practice skills in real-time, or get hands-on with their engagement. Fostering collaborative problem-solving sessions using virtual whiteboards and team spaces is a great way to encourage active participation among attendees.

Ensuring Online Safety and Data Protection

Security plays a pivotal role in virtual event engagement, which is why choosing the right platform is crucial. Event planners can ill afford to overlook security and privacy, as these are becoming increasingly at-risk due to insufficient security knowledge and practices.

When choosing your platform, opt for ones with robust security features and end-to-end encryption. Where possible, implement multi-factor authentication (MFA) to verify attendees and restrict unauthorized access. MFA adds a layer of security that can block 99.9% of cyber attacks from compromised accounts.

Ensure that participants are aware of – and consent to – data sharing while reinforcing the need for proper online etiquette. If you do require some audience data, be transparent about how it’s used and ensure all essential information is stored securely, not distributed unfairly, and deleted when no longer necessary.

Focusing on these strategies can ensure that your virtual event attendees remain interested in and connected to the event’s content. Your engagement strategies will influence how much they value and remember their experience from the beginning until the very end.

Remember that the goal is to create an environment where your virtual audience isn’t just absorbing content aimlessly. Encourage them to participate, learn, connect, and leave feeling inspired, valued, and entertained.

Planning any event – virtual or not – can be daunting, but with the help of EventUp Planner’s Virtual Studio and the ultimate guide for event planning, you can approach this task with confidence knowing that your participants will leave feeling inspired and that attending was well worth their time.

Book a Demo

The virtual event has come to an end; the last of the breakout rooms have closed, and attendees are logging off. But while the virtual conference may be over, the conversations and post-event reporting shouldn’t have to stop there. Luckily, there are many opportunities to continue building relationships with other attendees and expand your professional network long after the virtual event has concluded.

Why is Retention Important Post-Event?

Whether it’s clients, customers, or potential candidates for vacancies, retaining audiences from your virtual events is a critical component of success. It sustains your event’s impact and helps you build a loyal community of interested participants. It also saves time for future events since you already have a list of interested attendees who are likely to join you again.

Fostering long-term relationships with your attendees provides endless networking opportunities and future collaboration opportunities. Retained attendees are likely to act as brand advocates for your company and your events, which can help increase attendees and boost revenue through registrations and sponsorships.

Provide a Post-Event Landing Page

It’s common for individuals to juggle a multitude of tasks simultaneously—whether it’s managing a dozen tabs on a web browser, navigating through a plethora of smartphone apps, or sifting through a backlog of emails and messages.

To captivate the attention of modern audiences, it’s vital you offer them a virtual destination to go to. By establishing a digital hub where attendees can autonomously explore content tailored to their interests, you can maintain their engagement throughout and beyond the event. Utilizing virtual assistants to manage these hubs gives attendees a chance to ask questions or communicate with your brand, sustaining their involvement throughout and following the event without compromising your productivity.

Leverage Social Media Hashtags

One effective way to continue conversations after a virtual event is to leverage social media and networking platforms to stay in touch with connections made. During the event, be sure to share your social media handles and profiles, such as LinkedIn, Twitter, or Facebook, to allow fellow attendees to connect with you on those channels afterward. Creating event-specific hashtags will also help attendees find others from the event and keep in touch within one digital space.

Many virtual event spaces also have networking features built into the platform itself. Be sure to use tools like direct messaging, chat functions, and the ability to schedule meetings to reach out to and set up future conversations with your new contacts.

Maintaining an active presence on social media channels gives you an easy way to stay top of mind for fellow attendees and nurture those relationships after the virtual environment dissolves. Utilizing a variety of social networking tools and communities gives you accessible avenues to continue conversations with connections as you build your professional relationships.

Build a Content Strategy Around Virtual Event Content

You’re likely well-acquainted with the concept of repurposing content, a strategy that involves recycling existing event content to generate additional value for your audience. But it can be a powerful way to re-engage your attendees after a virtual event, reminding them of the value provided on the day and encouraging them to return to your site and brand again and again.

One approach is to transcribe the event audio, transforming it into a compelling blog post. Craft an enticing introduction and conclusion, complemented by eye-catching graphics. Don’t overlook the importance of embedding the original video within the post to enrich the reader’s experience.

Another strategy that can be part of your overall marketing campaign involves compiling the event’s content into an eBook once a substantial amount of information on a particular topic has been accumulated. Gathering resources from various webinars allows you to design resources that offer significant value to your audience.

Conduct Virtual Meet-Ups

Conducting small virtual meetups after the event will help nurture relationships and mimic the virtual event itself, albeit on a smaller scale. Consider scheduling short 30-minute video calls as an easy way to continue the conversation with your new contacts one-on-one or gather in a small group setting to chat industry news or discuss topics from the event in more detail.

This virtual version of the classic “coffee chat” provides a low-pressure opportunity to learn more about each other’s businesses, interests, and goals. You can also organize informal virtual meetups like a “happy hour” for fellow attendees to mingle in a more relaxed, conversational setting. Setting up video calls around shared industries or professional roles is another way to network with small groups who have common ground.

These bite-sized, casual virtual interactions allow you to nurture budding relationships in a comfortable environment where connections can develop organically. They require little time commitment but go a long way in cementing new relationships established at the virtual event.

Send Personalized Outreach

One of the most effective ways to continue conversations from a virtual event is through personalized outreach and follow-up with attendees you connected with. Be proactive in emailing, messaging through social media, or tagging attendees with whom you want to stay in touch post-event. Share relevant articles, resources, or information you referenced in your previous conversations, which will serve as a natural reminder of your discussion. Email marketing tailored to the event and the attendees can also be a highly effective way to keep the conversation going.

Personalized outreach shows you were genuinely interested in the conversation and relationship, not just networking for networking’s sake. Follow-up also provides low-pressure avenues to schedule future calls, ask questions, or exchange ideas. A thoughtful email or message goes a long way compared to more passive methods of connection. So be proactive in reaching out with targeted, meaningful follow-up to show fellow attendees the value you found in meeting them.

Virtual events have opened up new opportunities to connect and network with fellow attendees from anywhere. But just because the event has ended doesn’t mean the conversations and relationships have to. With intentional effort, you can leverage digital tools, strategic outreach, and shared event experience to foster meaningful professional relationships beyond the virtual conference.

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How to Make Virtual Events More Interactive and Engaging