How to Run a Successful Virtual Event

Over the last couple of years, we have seen a huge rise in virtual events, and it’s pretty clear that they’re here to stay. In fact, research from Statista has found the general attendance rate for virtual events is about 1,356 participants, a much higher average attendance than in-person events, which is about 908 attendees.

Not only do virtual events allow you to reach a wider audience, but they’re cost-effective, convenient and super accessible for anyone interested in attending.

Thinking about hosting a virtual event yourself? Stick around, because this blog explains just how to run a successful virtual event, from the first idea to the very end and everything in between.

To run a successful virtual event, you should:

  1. Set clear objectives and goals
  2. Simplify the registration process
  3. Ensure content is engaging
  4. Hire a virtual event company
  5. Conduct tech rehearsals
  6. Monitor analytics for future virtual events

1. Set Clear Objectives and Goals

Before getting started with anything else, you must have a solid understanding of the purpose of your virtual event and set specific goals and objectives in line with that. Whether your event is centred around a business conference, an award ceremony, new product launch or anything else, you need to determine what you want to achieve from it.

Once your goals and objectives have been identified and understood, the real fun begins – planning the agenda and content of the virtual event! Think about how you’ll integrate virtual sessions, live streaming, interactive features, networking opportunities, and discussion sessions at the end.

When planning the content of the event, it goes without saying that the content must be informative, relevant and of course, engaging, but we’ll dive deeper into this further down the blog.

2. Simplify the Registration Process

You can’t have a successful virtual event without attendees, which is why it’s super important to have an easy-to-understand and smooth registration process, to encourage participants and ensure a positive attendee experience.

Some tips for simplifying the registration process include:

  • Ensure the registration process and platform is easy to navigate and mobile-friendly
  • Minimise the information required to register (only collect essential info such as name, phone number, email address etc.)
  • Pre-fill information if participants have attended previous events to speed up the registration process
  • Send reminders closer to the event date to ensure participants don’t forget
  • Send details on how to access the virtual platform
How to Run a Successful Virtual Event

It is crucial that the registration process and platform is easy to navigate and mobile-friendly.

As well as having a simple registration process, you should also start promoting your virtual event as early as possible and build as much anticipation as possible as the event date approaches. Promote the event on channels like social media, email newsletters, and partnerships.

3. Ensure Content Is Engaging

Making a virtual event engaging is absolutely essential if you want it to be successful, as it will keep your attendees interested and entertained, and will have a positive impact on attendance rates at future events you host.

One way you can engage your audience is to make use of interactive content, such as polls, fun quizzes and live Q&A sessions that put your audience’s knowledge, as well as what they’ve learned during your virtual event to the test. Encouraging real-time participation and making attendees feel involved will help to keep them engaged and interested in the event.

You could even go the extra mile and offer prizes to the winners, providing your audience with a real incentive to participate in the interactive element of your virtual event.

Networking opportunities aren’t as easy when compared to in-person or hybrid events as attendees are all streaming remotely, however, you can encourage communication during your virtual event by providing things such as break-out rooms on platforms such as Zoom or discussion forums where participants can connect with each other.

Learn more about how to make a virtual event engaging here.

4. Hire a Virtual Event Company

Another tip for running a successful virtual event is to hire professionals, like us, to help you.

Many components go into creating and hosting a virtual event that you might not be aware of, and can take up a lot of time and resources on getting it right.

It is therefore highly recommended that you find a virtual event production company to help you pull off your event. Discover more about why you should hire a video production company, here.

At Buffoon Media, we have years of experience in virtual event production. The majority of your virtual event is produced ahead of time in our remote studio, so you can concentrate on what’s important on the day. That said, there’ll be direct communication between the studio, location and virtual contributors before and during the event to ensure everything runs smoothly.

Virtual events

We can stream to a wide range of platforms including Zoom, Teams, YouTube, Vimeo, Facebook, Twitter, and more to make your event as accessible as possible.

We also offer split payments over three months to give you the option to pay monthly and to help spread the cost of your virtual event.

So, if you’re interested in our virtual event production service, be sure to get in touch with our friendly team today.

5. Conduct Tech Rehearsals

Tech rehearsals can go a long way towards assuring the success of your virtual event, as they will allow you to identify and iron out any issues that would negatively affect the attendee experience and quality of the event.

Take some time to schedule and conduct technical checks with all speakers, cameras, internet connections, transitions and any other technical elements to establish if any specialised hardware is needed such as headphones or backdrops.

Additionally, during the rehearsal you could assign different people to play the role of event attendees. Your mock audience can then give you perspective on what in your virtual event feels intuitive and what could use more clarification.

6. Monitor Analytics for Future Virtual Events

Last but not least, it’s important that you monitor analytics from each virtual event you hold, to improve the success of future virtual events.

Analysing attendee engagement metrics, such as the number of participants, session duration, and interaction levels, will help you to evaluate the overall performance of the virtual event, and provides insight into what worked well and what areas might need some improvement.

Analysing data over multiple events will also help to identify trends and patterns in regards to participant behaviour that you can use when planning future events. For example, you may notice certain peak engagement times, preferred session formats, or topics that consistently attract a larger audience.

How to Run a Successful Virtual Event

It’s also beneficial to collect participant feedback through surveys and comments, as this will help you understand what attendees liked and disliked about the event, and can help you make informed decisions for future improvements.

At Buffoon Media, our virtual event production service gives you access to a range of useful analytics, such as the number of viewers, demographics, locations, average view time and much more.

We’re Buffoon Media: a bilingual media production company based in Port Talbot and London, producing and live-streaming content across the globe. Learn more about our virtual event services, as well as the other services we provide on our website. And for more tips, check out our media & video production blog.

Written by Kate Jones for Buffoon Media.