How to Make Virtual Events More Interactive and Engaging

Event Trends

EventUp Planner Contributor
September 19, 2024

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.

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Exploring the Future of Virtual Exhibitions for Hybrid Businesses

Event Management

June 12, 2024

The past few years have witnessed a seismic shift in business operations, with remote and hybrid working patterns becoming increasingly prevalent.

Virtual events, once seen as a temporary solution, have evolved into a viable and often preferred alternative to traditional in-person meetings. Webinars and digital exhibitions, in particular, have undergone a transformative few years, with organizers and attendees alike recognizing the benefits and challenges of the digital format.

This article explores the reasons for hosting virtual events, and how even companies who maintain a physical presence have needed to adapt to accommodate the hybrid approaches adopted by the majority of companies. As a result, businesses and fundraising organizations are embracing virtual events to stay connected, engage with audiences, and present their products and services.

Benefit from Hosting Virtual Exhibitions

One of the most significant advantages of virtual exhibitions is their ability to transcend geographical boundaries. Participants from around the world can attend and engage with exhibitors without the need for costly travel arrangements. This not only broadens the reach of the event but also fosters greater inclusivity and accessibility.

Additionally, online exhibitions offer cost-effective solutions for both organizers and exhibitors. According to one study, the average cost per attendee for a virtual event is $23, compared to a far higher cost of $1,129 per delegate for a physical event. The elimination of physical venue rental fees, staffing requirements, and logistical expenses can result in substantial savings, allowing for a more efficient allocation of resources. For entrepreneurs and SMEs on a limited budget, such savings are worth realizing.

Virtually showcase an Engaging Product

One of the key advantages of virtual exhibitions is the ability to showcase products, such as large or complex equipment that benefits from being viewed, experimented with in a controlled and immersive environment. For some organizers, virtual events eliminate spatial limitations, enhancing the demonstration of specific items which can be crucial. In industries such as sports, fitness, or commercial equipment, virtual exhibitions offer a unique opportunity to highlight their offerings in a way that prioritizes viewer engagement and provides a sales-focused demonstration.

Set a Virtual Stage

When preparing for a virtual exhibition, it’s essential to carefully plan and design the digital space. This includes considering the spatial requirements for showcasing larger equipment or products that require a specific setup. For example, golf simulators with unique ceiling-based monitors would be difficult to reach and operate in person, making a virtual demonstration more practical. Digital events also ensure a higher number of people will view and understand these types of product demos that are harder to depict in physical arenas.

Virtual events are an opportunity to create a replica of the desired exhibition space, from a sporting arena or remote location that can’t easily be illustrated, or translated realistically, in physical event spaces. For efficient product launches, therefore, businesses can meticulously plan their digital layout, flooring, and surrounding areas to design an outstanding viewing experience for attendees.

To create a memorable online event, exploring and experimenting with virtual reality (VR) and augmented reality (AR) technologies can be a vantage point. Businesses can create impressive immersive and interactive product demonstrations that allow attendees to experience and inspect products up close. Using simulations and on-screen graphics shows interested buyers how to operate large equipment while being guided by experienced product specialists. They also allow oversized products and gadgets to be shown in a realistic, safe, and immersive setting.

Promote Unique Selling Points

Virtual exhibitions are an excellent opportunity for businesses to showcase their products detailed and unique selling points. They incorporate interactive elements, such as 360-degree product views, close-ups, and real-time demos, that invite attendees to see the product’s best features and how they work in practice.

Whatever you’re showcasing at an online event, there are multiple ways to organize a creative product launch to ensure those winning attributes really stand out to attendees. For smaller products, virtual exhibitions offer the chance to present intricate details and unique features that might be challenging to convey in a traditional setting. Attendees can zoom in, rotate, and explore products from various angles, gaining a deeper appreciation for their design and functionality.

Facilitate Online Engagement and Interaction

While virtual exhibitions may lack the face-to-face interactions of traditional events, they can still foster engagement and interaction through innovative approaches. While virtual exhibitions present numerous advantages, they also come with their own set of challenges. Technical issues, such as unstable internet connections or compatibility problems, can disrupt the flow of the event and diminish the overall experience.

People are less likely to pay attention during an online event with 67% of workers admitting to being distracted so it’s important to capture and keep viewers’ attention. This is why planning to engage in live chat functions, Q&A sessions, and digital product demonstrations can create opportunities and encourage attendees to ask questions, provide feedback, and engage with product experts in real-time.

Likewise, interactive quizzes or challenges encourage attendees to actively participate and learn about their products in an engaging and entertaining manner. It’s also important to promote products effectively and foster meaningful connections with attendees and prospective buyers during and after a virtual event.

Future of Virtual Exhibitions

As the event industry continues to evolve, it is crucial to reflect on the lessons learned from the rapid adoption of virtual exhibitions. Organizers and businesses alike must remain agile and adaptable, continually refining their approaches based on participant feedback and emerging best practices. Similarly, ensuring accessibility and inclusivity should remain a top priority. Virtual exhibitions offer an opportunity to reach a broader audience, but organizers must be mindful of potential barriers, such as languages, disability accommodations, and digital literacy gaps.

While the convenience and cost-effectiveness of virtual events are undeniable, organizers must strive to replicate the energy and excitement of in-person gatherings through the creative use of technology and interactive elements. Event organizers and businesses must remain at the forefront, utilizing emerging tools and techniques to create immersive, engaging, and inclusive experiences.

By planning regular virtual events, businesses can position themselves for success in an ever-changing hybrid and workplace landscape. For those willing to embrace change and reimagine the way they connect with audiences, there are fantastic opportunities to stand out from the crowd. Find out how to streamline your online meetings and events in one easy-to-use virtual event management platform.

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Continuing the Conversation: Keeping Attendees Engaged After a Virtual Event

Event Management

April 11, 2024

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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5 Best Practices for Hosting a Virtual Fundraising Event

Event Management

March 28, 2024

If your organization is looking for a savvy way to engage more supporters and grow your audience, look no further than virtual events, which have become a staple in the nonprofit sector. In fact, event organizers rank virtual events as having increased registrations, greater ROI, and greater attendee engagement when compared to in-person events.

We recommend hosting a few virtual events annually to leverage these benefits for your organization. And what better purpose do those events serve than helping your organization raise more funds?

Whether you need help with your virtual fundraising event’s marketing strategy or selecting the right technology, this guide is here to help. In it, we’ll help you carefully plan your virtual event by going over five best practices. Through proper preparation, you’ll be able to push forward your event with confidence and meet your goals.

1. Select the type of virtual event

Just as there are many different types of in-person fundraising events, there are various virtual event ideas that you can use to maximize participation and secure donations for your mission. A few of them include:

Gala
A-thon style events, like a virtual walk-a-thon
Charity auction
Panels and webinars
Online workshops
Fundraising challenges

When choosing which virtual fundraising event to host, consider what your audience of supporters and potential donors would be interested in. For example, if you are on the team of an animal shelter nonprofit, your supporters might be excited about a virtual walk-a-thon, as it’ll allow them to exercise with their pets. On the other hand, if you run a medical association, your audience might be more interested in a formal affair, such as a virtual gala.

If you’re unfamiliar with virtual events and don’t feel confident about removing the in-person element entirely, don’t worry—consider hosting a hybrid fundraising event instead! When done correctly, these events give you the best of both event formats.

2. Choose your event technology wisely

After you’ve decided on what type of virtual fundraising event you’re hosting, you’ll need to purchase technology that facilitates a smooth planning and hosting process.

At the very least, you’ll need a live-streaming tool, as most virtual events require some form of software that allows attendees to watch event proceedings. Additionally, depending on your organization’s needs, you may also need an application that allows attendees to stream themselves as well, such as for an online workshop event.

Other popular types of software you may find helpful for a virtual event include:

Nonprofit database or constituent relationship management solution
Virtual fundraising software
Mobile bidding tools

Be sure to properly vet any new technology before you invest in it. Do this by checking reviews, reading testimonials, viewing case studies, and scheduling demos with the provider. Prepare a list of questions about the software ahead of time, and be sure to get them answered during your meeting.

3. Strategically market your virtual event

One of the core advantages of virtual events is that attendees are not limited by their geographic location. Another benefit is that your attendee limit is not limited by your venue. That means that you can host a much larger number of attendees than if you were hosting an in-person event. As a result, you must make the most of your marketing efforts to get as many people to attend as possible.

As you determine how you’ll promote your virtual fundraising event to potential attendees, be sure to use marketing channels that allow for maximized visibility, such as:

Your website. Your nonprofit’s website is the first stop for any individual who wants to learn more about your organization and what you do. Take the opportunity to add links and call-to-action (CTA) buttons to your event information and registration pages to encourage supporters to attend.
Email. If you send email newsletters to subscribers, be sure to include details about your upcoming virtual fundraising event. Your email subscribers have already demonstrated their interest in your organization’s success and are therefore more likely to attend a fundraising event.
Social media. Promote your event through social media platforms such as Facebook, Instagram, and LinkedIn to maximize your outreach. Add the links to your event registration page within your post or directly on your social media profile so visitors can easily register to attend.

Don’t be afraid to reach out to your established supporters through their preferred methods of communication as well! Direct mail and text messaging are also popular and valuable marketing channels that you can leverage to increase registrations for your virtual fundraising event.

4. Keep supporters engaged throughout the event

Although virtual fundraising events have great potential for keeping attendees engaged, you’ll need to work a little harder than with in-person events. There’s a level of separation between you and your attendees, and you’ll have to creatively overcome this barrier to keep your attendees’ attention.

During the event, use the following strategies to keep attendee engagement high:

Gamification, such as leadership scoreboards or fundraising thermometers
Audience participation, such as creating breakout rooms
Interactive content, like polls and surveys
Live attendee chat systems

If you’re struggling to keep attendees engaged, do your research to find additional tried-and-true methods employed by experts. Elevate recommends you do this by reading fundraising books, which impart a wealth of knowledge and can inspire your nonprofit with fundraising and engagement ideas.

5. Follow up with attendees after the event

To maximize the value of your event, don’t forget to follow up with attendees afterward. Thank your long-time supporters for their continued support, and steward any first-time supporters. Plus, show your gratitude to those who made a gift during the event.

This is also a great time to solicit feedback on your fundraiser. MemberClicks recommends including the following questions in your post-event survey:

Overall, how would you rate the event?
What did you like most about the event?
What did you like the least about the event?
How could this event have been improved?
How likely are you to recommend our event to your peers?

The answers to these questions are especially valuable if this is your first time hosting a virtual fundraising event. They’ll provide a springboard for you to make valuable changes that improve future events.

Although virtual fundraising events may seem intimidating, they are similar to in-person events on a basic level. You need to plan thoroughly, attract attendees, delight them during the event, and strengthen your relationships after your event. Be sure to evaluate your virtual fundraising success through key performance indicators and your feedback survey so you can continue to grow and fulfill your mission.

Simplify the complexity of managing your meetings and events with a powerful suite of tools

Make your virtual attendees gather with ease. From small to large and complex events – plan and manage all of your events in one flexible platform – Attendease.

Learn More!

8 Tips for Your Hybrid or Virtual Event Marketing Strategy

Event Management

September 6, 2023

The COVID-19 pandemic accelerated the adoption of hybrid and virtual events. This led to a quick shift in how to approach one’s virtual event marketing strategy. For most event organizers and businesses that rely on heavy foot traffic for exposure at conferences, the digital transformation was embraced more out of necessity than fervent interest. Event organizers knew they had to adapt quickly or businesses would crumble.

Now, as large-scale conferences and events have returned en masse, many won’t think twice about returning to an event hosted on Zoom or Teams. However, it cannot be denied that virtual and hybrid events have provided several inherent advantages, even in, dare we say, ‘normal’ times. In 2022, statistics show that virtual events still held a firm place in the industry.

Virtual and Hybrid Events Are Hardly Relics of the Past

For startup founders and small business owners, virtual conferences allow participation you may not have been able to afford with traditional in-person events. Without the need for travel and lodging costs, digital events open up valuable networking, learning, and partnership opportunities.

By incorporating digital elements into face-to-face events, organizers can expand reach, provide scheduling flexibility, interact with global audiences in multiple time zones, and effectively manage costs. Hybrid approaches fuse the power of in-person networking with the convenience of remote access.

With COVID restrictions a thing of the past, event organizers may still find that the virtual or hybrid approach is worth considering. Marketing these types of events can be pivotal to drawing huge numbers of registrations and high levels of engagement. If you’re considering marketing a hybrid or virtual event in the near future, consider these eight keys to success as part of your advertising strategy.

1. Optimize Website and Registration Pages

Your event website and registration platform are often the first touchpoints for potential attendees, as well as keynote speakers or sponsors.

Ensure that your web pages convey professionalism while ‌optimizing for conversions. Include clear calls-to-action, engaging and benefit-driven copy, high-quality images, and seamless user experience. Ensure that your pages load quickly on both desktop and mobile devices and do not overlook the integration with your CRM system for event registrations.

Provide all the details participants need on speakers, agenda, schedules, directions (if hybrid) and sponsorship opportunities. Prominently display perks and offers like exclusive access or discounts to encourage sign-ups. Your website is the first point of call for many attendees. Given its significance, ensure your website functions flawlessly and delivers an intuitive user experience.

2. Use Social Media Wisely

Social media platforms like LinkedIn, Twitter, Instagram and Facebook allow you to distribute organic, promotional content, along with targeted sponsored posts and advertisements to your ideal audience and demographics.

Use your social channels to share speaker announcements, post agenda sneak peeks, and run special discounted ticket promotions in the months leading up to the event. This will encourage sign-ups and movement to your website for conversions, as well as social sharing and engagement through relevant prompts and hashtags.

If used correctly, social media can be a convenient asset to your event marketing strategy.

3. Produce Engaging Visual Assets

Compelling visuals like video clips, sizzle reels, photo galleries, and speaker interview videos can capture interest and convey the unique experience of your hybrid or virtual event.

Invest in professional, high-quality assets – they will pay dividends in your multi-channel promotions. Instead of using tried-and-tested stock images that don’t accurately convey your event style and scale, consider taking original photos and videos to create unique, compelling content that adds value to your website pages and social media.

To affordably create visuals even on a modest budget, consider investing in a used camera or videography equipment that does what you need it to do. Excellent, polished visuals are crucial for any marketing strategy.

4. Leverage Influencers and Earned Media

Influencer marketing taps into the social media platforms where your industry thought leaders are most active. Identify relevant influencers and content creators to feature on panels, give them exclusive access or behind-the-scenes views, and provide multi-channel promotion opportunities in exchange for their own organic promotions. Carefully select the influencers that can add value to your event and won’t charge extortionate commission fees.

Similarly, build relationships with journalists and reporters at key industry publications. Pitch them on profiling your distinguished speakers or covering important panels before and during your event, and ask for roundups or summaries of the event after it’s concluded. The valuable pre-event exposure and hype could prove instrumental in attracting more attendees to your event.

5. Implement Retargeting Ad Campaigns

Retargeting ads on platforms like Google and Facebook allow you to re-engage previous website visitors who left without registering or converting. This is a valuable and often overlooked component of digital marketing that can push more of your audience further down your sales funnel.

Create customized advertisements that promote early pricing, marquee speakers, or exclusive discounts, while being mindful of their existing awareness and familiarity with your brand.

Don’t rehash the same, top-of-the-funnel marketing content that drew them to your site or platform in the first place. Create unique, compelling and dynamic content that addresses their needs whatever stage they’re in. These engaging digital ads allow you to target your promotional messaging at those who are interested and aware of your brand but need a little more convincing to convert.

6. Implement Segmented Email Campaigns

Email marketing remains one of the most effective digital channels, and allows for more personalized outreach at scale. Send a series of targeted emails to your existing subscribers and attendees highlighting relevant event details, speakers, and special offers that align with each group’s interests.

Students, corporate teams, solo entrepreneurs, exhibitors, and others will suit specific – or a series of – target demographics. Emails should inspire engagement and drive conversions, provided that the content is aimed at the right groups.

7. Strategically Offer Discounts and Perks

Special offers and perks can further incentivize event sign-ups and sponsorship partnerships.

Consider early bird pricing, flat group discounts for teams, exclusive bonuses like access to an invite-only VIP reception, or special giveaways for the first 30 registrants, as examples. Free tickets for students and nonprofits also help build positive brand exposure and expand your reach.

You can also promote exclusive discounts and perks through sponsors and partners. For example, partnering with a ticket distributor where attendees can save money and enter into a prize draw, as an example, can be a good incentive. The key is aligning each perk with the appropriate target segment.

8. Promote Safety for Any In-Person Elements

If your event includes an in-person component, prominently promote up to date health and safety measures on your website and in promotions. Some attendees still require reassurance and peace of mind, and their concerns will be eased knowing that sufficient protocols are being taken, such as air filtration and sanitization.

Hybrid events allow digital access options, providing flexibility for those still hesitant about participating in person. Promote this flexibility while highlighting your commitment to safety.

With the right digital marketing strategy, hybrid and virtual events can help you expand your reach and engagement beyond what’s possible with in-person-only events. Follow the above tips to spark some ideas for getting creative when targeting your audience across several marketing channels.

If done right, your next hybrid or online event can be a resounding success that delivers an exceptional experience whether your attendees are participating online or in person. Over time, building a recognizable and trusted brand in the art of hybrid and virtual events is well on the horizon.

Need a better solution to manage your virtual and hybrid events? Attendease can help you with both your virtual and hybrid events. Book a demo with us today!

5 Reasons It Might Be Time to Change Your Virtual Event Management Platform

Event Management
Event Trends

April 27, 2023

Your virtual event management platform is at the heart of creating amazing experiences. With the rapid development of new technology, event planners and organizations need to stay up to date with the latest advancements to ensure the best possible experience for your attendees. So naturally it’s important to continually evaluate whether your current platform can provide the functionality needed for hosting successful virtual events—both today and into the future.

In this blog, we’ll explore five key reasons why it may be time for you to consider switching to a new virtual event management platform.

1. Your current virtual event management platform is outdated

In the past several years, virtual events have undergone significant changes. Developers shifted their focus to virtual event platforms in response to the pandemic and, in its wake, the tools available for hosting virtual events are more advanced than ever.

If you invested in a platform prior to the pandemic and it hasn’t kept up with the changing needs of the industry—or if your platform received half-measure, bolt-on features throughout to try and compensate—you may be at a disadvantage. Many of the original webinar platforms have not evolved into true virtual event platforms and are still only suitable for hosting basic webinars. Even with a “basic” webinar these days, attendees expect more than they did pre-pandemic.

Evolved platforms provide streamlined, seamless virtual event experiences from end-to-end and have been developed with today’s industry in mind.

2. Attendees have come to expect first-class virtual or hybrid events, and won’t accept anything less

During the pandemic, organizations quickly discovered the benefits of transitioning to virtual events. In fact, 84% of organizations who ran virtual events during the pandemic stated they spent less than in-person events prior!

With more organizations making the switch and having extra room in their budget to innovate and push the boundaries of virtual events, expectations have increased for both attendee experiences and the virtual event platforms that provide them. The landscape is constantly changing.

With fierce competition in the virtual event management platform industry, some companies are working hard to create tools that stand out from the rest and address everyone’s pain points. However, other legacy platforms continue to rest on their laurels even though they may not offer all the features and functionality that people need, all because it can be difficult for organizations to adopt and integrate new technology.

The reality is that people on all sides—from your team to your attendees—now expect an elevated experience. This includes an easy-to-build and easy-to-navigate event website, professional marketing tools and automation, and a seamless ticketing experience.

3. Your platform might not be as secure as it needs to be

When it comes to hosting virtual events, the security of your platform should be a top consideration.

Many modern virtual events management platforms allow you to require registration prior to an event and have security measures to ensure only those users attend an event when the time comes. Registration enables the host to have an accurate attendee list and control who can (and cannot) attend. As an added benefit, it also allows for better planning and organization of the event. By being able to restrict the event to only authenticated users, you can prevent unauthorized access and allow only individuals with login credentials or pre-approved access to attend.

Security measures often extend into the event environment itself via passcodes and waiting rooms. By setting a passcode, the host can prevent uninvited individuals from joining the event. Waiting rooms are yet another useful security measure that allow a host to vet attendees before admitting them into the event. These are particularly useful for large events where it may be challenging to monitor all attendees effectively.

By selecting a platform with these security features, you’ll have peace of mind knowing that your virtual event is safe and protected from potential disruptions or unauthorized access.

4. Your platform might not follow accessibility best practices

If you’re considering shopping for a new virtual event management platform, it’s important to consider the accessibility needs of your attendees. Audio descriptions, captions, and transcripts are three aids often featured in modern platforms that can greatly improve the experience of attendees with hearing or visual impairments during your event.

Captioning is an important accessibility feature that provides verbatim written text of your event in real-time. Offering a similar functionality to subtitles in film and television is crucial for attendees who are deaf or hard of hearing. They can also be helpful for non-native speakers or in noisy environments!

For attendees who’d like to read your content after the event vs. watching live, transcripts are another great accessibility feature. They allow attendees to take part in your event at any time.

Accessibility features should not only be limited to people with hearing loss, however. Your next virtual event management platform needs to also accommodate attendees who are blind or have low vision. For these attendees, audio descriptions can provide narrations that describe crucial visual details in a video. This allows everyone to feel they are a part of your next inclusive event.

5. Your attendee engagement tools might be outdated

Engagement tools are a crucial piece of a modern virtual event. They enhance audience participation, interaction, and overall experience, making virtual events more engaging and effective. On the flipside, outdated tools can result in disinterested attendees who may complain about your event or not return for future ones.

Offering a fully branded experience from end-to-end, today’s virtual event management platforms are built to wow attendees at every turn. Older platforms may have a few basic tools to engage your audience. You’ll find it’s easier to build excitement and drive engagement when your event offers streamlined tools like 1:1 Chat, Polling, Q&A, and Lucky Draw features to keep your audience active.

Conclusion

A modern virtual event management platform is essential for delivering epic meeting and event experiences over and over again. If your current platform is outdated, lacks comprehensive security measures, fails to meet the latest accessibility requirements, is missing up-to-date tools for audience engagement, or doesn’t meet attendees’ first class expectations, your organization could be missing out on crucial features that elevates event experiences from “meh” to “wow”!

If you’re considering a new platform, look no further than EventUp Planner (formerly Attendease).

EventUp Planner helps you deliver modern, exciting virtual event experiences with all the security and accessibility features your organization needs.

You’ll be able to:

Host single or multi-session virtual events
Choose between live, pre-recorded, or on-demand sessions
Provide a seamless attendee experience using the fully integrated EventUp Planner Virtual Studio
Deliver branded online sessions with fully featured set up and in-session tools

Book a call today and discover how EventUp Planner helps optimize your event management!

How Virtual & Hybrid Events Are the Future of Corporate Meetings And Events

Event Trends

February 26, 2021

“Hybrid events combine face-to-face and virtual audiences and allow you to share your content across a much broader audience. With appropriate use of back channels, either private within the media forum or other social channels, a hybrid has the power to connect across borders and boundaries. In our current state of never enough time or money to do it all, hybrid events offer a great solution for bringing together the largest audience”. From Intentional Event Design. Our Professional Opportunity, 2017.

Nobody could have expected it would take a global pandemic for the world to shift to virtual, and eventually hybrid events, making this more valid today as we consider re-entry from digital/virtual to our first live events where we anticipate ‘hybrid is our future’.

With varied views on when we will return to live events, virtual events have allowed corporations to stay connected to their teams, clients and customers and the numbers show this will continue.

The numbers don’t lie.

In the January 2021 Report by the Event Manager Blog based on a survey of 5,000 event professionals 67 percent of respondents agree that hybrid is the future of events, and 71 percent said that they would continue to employ a digital strategy even after live events return.

But the numbers don’t tell the whole story.

The 2020 January Dashboard from PCMA shows the frustration with hybrid. Planners who are budgeting for a hybrid event are finding the costs more difficult to justify: 44 percent said it was their top challenge in January vs. 37 percent in December. As one planner said, the issue is trying to design hybrid events “that are not double the expense and effort. Otherwise, live events won’t happen until the pandemic is over and digital will be a piece of the live event, but not the same production quality and effort of an all-digital event. Unless vendors can come up with a way to make that affordable, the large in-person meetings will continue to languish as it’s not commercially feasible to do both well right now.”

The reality of home-based, remote workers and digital nomads underlaying many global workforces requires corporations to think differently about meetings and events going forward. As noted above there does need to be an understanding that:

a virtual event is not free and investment in the tools that do these well and the people trained to deliver are critical
a hybrid event requires two teams – one focused on the digital event and one focused on the live event
you need someone paying attention to the production that delivers the meaningful intersection of these two
face-to-face events where trust is built and planned and serendipitous dialogues are key elements will remain a core business driver in the future, but can benefit from augmenting with the above

How are they the future? One step at a time, one event at a time. Back to the basics.

Why are you meeting? Once you have defined the purpose you can work with your stakeholders to determine the best approach.
Who is your audience? Internal, external, a combination. How many people do you need to reach? Are you sharing top-down messages, offering a connection and teambuilding opportunity, seeking space for dialogue and innovation? Some of these will be BEST face-to-face but with forethought can be accomplished virtually.
How can you best accomplish the goals at hand? Will it work to connect a live audience or live pods or are you best to have individual virtual connections? Do you need a particular type of platform to enable visual sharing for collaboration or one where you can create a sponsor hall? Are you looking for planned networking where you choose who meets or serendipitous networking where the individuals are either randomized or can float avatars between groups of people? These are all examples of options we have available.
Where it requires a home base and with a global audience understanding the When – I have learned over this past year there is no such thing as a ‘good two-hour window’ when dealing with a global audience. Consider what needs to be live, what can be recorded and shared later, and the best time to reach the maximum amount of the largest audience share.

For example, delivering a message top down to a global audience – virtual lets you do this easily, in real time and hybrid lets you bring together an appropriately sized regional, national or global audience under one roof and then extend the message with hybrid delivering the messaging to offices, pods or individuals who log in to hear the message in real time still creating a sense of unity.

These will continue to have a place going forward. Meetings, typically more of a business focus are easier to translate. Events, which by their nature have more components that create connection and build the feeling of being part of a tribe will benefit the most from the return to live to deliver maximum benefits. Collectively, the event creators and the platform designers will continue to get better at the ideation and delivery of cool, heartfelt digital events that create meaningful and memorable participant experiences.

This article was written exclusively for Attendease, written by Tahira Endean, CITP, CMP, DES, CED – Head of Events, SITE global.