How To Successfully Plan A Virtual Event In 2022?

Event Management Trends

August 31, 2022

Conferences, trade shows, career fairs, and seminars are widespread in the majority of businesses and large organizations. These events are part of larger campaigns to attract a broader audience, entice job seekers, or launch new products.

As people return to in-person and hybrid events, do they still have a future role in the events industry? The answer is: Yes! 

Virtual events will be an important aspect of any organization’s overall event strategy in the future. With that being said, LuxuryKSA has come up with a list of different ways to successfully plan a virtual event and make the user experience remarkable! 

What is a Virtual Event?

Virtual events are a digital alternative to in-person events where people can join from across the world. A virtual event takes place live over video on platforms such as Zoom, Microsoft Teams, or Facebook Live. Individuals can meet, exchange ideas, and do business with people from all over the world via a virtual event. These can be anything from small, private online meetings to big events with tens or even hundreds of thousands of people.

How Does A Virtual Event Work?

A successful virtual event requires a large amount of specialized technology. While someone could hold an event using their own tools, it would require a significant amount of planning and management to ensure a smooth experience. Virtual events need a variety of tools, but the advantages of using a virtual platform outweigh the value of each individual tool.

Hybrid Events vs Virtual Events

Hybrid and virtual events share a common goal: Bringing People Together. However, virtual events allow attendees to join in exclusively through an online platform, while hybrid events can combine the best of both worlds. 

Some attendees may tune in virtually via a live stream while others attend in person. Companies can also effectively incorporate their in-person events using virtual event platforms to expand their overall reach. On a spectrum, hybrid events are located in the middle of in-person and virtual events.

What Is the Future of Virtual Events?

You can see why virtual events have become so popular so quickly. They will continue to be a part of marketing strategy after the global crisis passes due to the wide range of benefits they provide to businesses around the world as well as the environment.

Businesses all over the world can create deeply engaging and rewarding virtual events with careful planning and a well-structured, strategic approach.

Types Of Virtual Events

While you can host a virtual event for virtually any reason and occasion, here are some popular types of virtual events:

  1. Virtual Networking Events

Virtual networking events allow attendees to come together and network in a virtual environment. A wide range of networking events can be hosted, including happy hours, after-work get-togethers, and more.

  1. Virtual Conferences

Virtual conferences bring together professionals or like-minded people from around the world to learn and discuss a specific topic. They include sessions, breakouts, and keynotes.

  1. Virtual Trade Shows

Many industry brands and companies gather to talk about their newest products or simply connect with their audience.

The same principles apply to virtual trade shows. You can invite businesses and industry experts, set exhibition booths, host keynote sessions, display products or services, and interact with your audience through a virtual platform.

  1. Virtual Hiring Events

Virtual hiring events offer a great way to narrow down the applicant pool and identify qualified candidates without requiring employers to spend too much time or money on recruiting.

  1. Virtual Exhibitions

A virtual exhibition is an online event that is organized on a web-based virtual exhibition platform. It enables exhibitors to display their offerings, meet prospects, and build their market name.

Tips To Plan A Successful Virtual Event

  • Virtual events, like in-person events, need good marketing. Without targeted, effective promotion, attendance suffers.
  • Content is king. In a virtual setting, your content is your event. Powerful keynotes and engaging sessions tailored to your attendees are critical.
  • Alone doesn’t have to mean lonely.  Keep virtual attendees engaged. Offer options that are relevant to each attendee type and utilize online event guides for virtual events.
  • Data is the only way to prove event success. Measuring engagement and capturing attendee data are the only way to prove event ROI and activate the buyer’s journey.

Key Takeaway

Even though we know that virtual events don’t have the same power as in-person ones, there are times when it’s necessary to go virtual, sometimes at the eleventh hour. If you have a plan and the right virtual event platform, switching can be a safe way to give your attendees the engaging, informative experiences you work so hard to create.

That's How You Have A Successful Virtual Event!

There you have it! These are just a few of LuxuryKSA’s tips on having a successful virtual event. If you have a virtual event coming up or need help planning one, consult with LuxuryKSA who has experience working with many different customers in different fields.

We can teach you what to do and what not to do to help create an impactful virtual event agenda to make your virtual event a success. Contact us today to set up a time to meet and discuss your event!

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