Virtual Event Management Handbook

The global pandemic has not only taken people away from us, but it has also limited the joy, thrill, and manner in which an event was hoste. Everything, from stores to education, went online, and so did events. 

Nothing can ever replace the importance of face-to-face interaction. However, making wise use of education, management, and the internet in these difficult times is critical. Physical event hosting has always been a nightmare, and virtual event management is no exception.

It necessitates the same level of care, planning, and participation as a live event. In both cases, it is critical to have a planned strategy, keep track of participants, keep track of attendees’ interests, create wonderful memories, and make it a success despite all the problems. There is widespread demand of these virtual event management companies as everything is being managed on online mode.

What are virtual events? 

You may have participated in conferences, spent many hours on webinars online, got to watch dance classes, or even hosted one at some point. Rather than having a physical gathering at a specific location, the virtual events are mainly organized online at a specific time using digital sites such as zoom, MS teams, Google meet, and so on. 

According to recent studies, the world is increasingly gravitating toward online events and looking for ways to get involved in virtual event management. 

Types of virtual events 

• Webinars: The webinars barely last for half an hour or so. Anyone from anywhere globally is welcome to attend webinars, as more than a speaker is permitted to present and speak on a given topic. Some virtual event companies charge for attendance and accept online payments via national and international wallets. However, a few companies do not charge a fee, but the terms are that no pre-recorded videos will be delivered to you, and you must attend the webinar at the scheduled time. Due to the lack of pre-recorded videos, webinars have received 100% attendance to date. 
• Virtual conferences: Virtual conferences, like physical conferences, aim for a complex plan. They include various sessions, some highlighted topics to be discussed, and breakouts between sessions to allow live interactions. Attendees are free to choose their content and have complete freedom of one-on-one interaction. 
• Blended internal events: These events are held within a business when gathering all of the employees in one place is too expensive and time-consuming. Everything from training to staff meetings falls under this type of virtual event umbrella. The same message is distributed to employees from various countries, continents, and cities via the same platform and at a low cost. 

Why should you host virtual events? 

Virtual events, just like physical events, are held to deliver the message to a group of people while also generating leads and money from people. It also aids in the development of loyalty and the improvement of teamwork. Every event has its own set of advantages and disadvantages. 

• accessibility: when events are held in person, many attendees do not attend, whereas virtual events are accessible to all. The virtual event is accessible to anyone in the world. 
• cost-effectiveness: virtual events reduce the cost of planning and organizing an event.
• You have no other choice: Whether it’s due to extreme seasonal changes, travel restrictions, or any natural calamity, you’re obliged to make a physical event a virtual one or cancel it entirely. And in that case, the only option left is organizing an online event.

How is a virtual event managed? 

 Employing a virtual event company is one of the simplest ways to transition to sponsoring a virtual event. Ideally, one with a background in online marketing understands how listeners think and act in digital environments. But you’re in a client’s shoes, that’s the kind of agency you would hire.

• Just like physical events, virtual events require effective marketing. Attendance continues to suffer without a specific target, promoting quality.
• Your subject matter is your event in a virtual setting. Keynotes that are both powerful and engaging and sessions that are specifically customized for your guests are essential.
•  Maintain interest among virtual attendees. Provide appropriate options for each type of attendee, and use online event guidelines for digital events. 
• The only way to demonstrate event success is with data.  Return on investment and initiating the buyer’s journey measure the engagement and collect data from attendees. 

Once you’ve decided to host any virtual event, you’ll need to figure out how to organize it. Strategic planning is both exhausting and enjoyable, just like any other event. You must put yourself in the attendees’ shoes and plan the entire event. Nobody wants to be bored while sitting in an online event for hours. To host a great event, use some plans – tips, and tricks to develop and execute a plan. Virtual events are unique, but they must be treated as in-person events for them to be successful and for your message to reach a larger audience. 

How webcast, broadcast, and live streaming are different from each other? 

Before diving into virtual event management, it’s critical to understand a few key terms. 

• Broadcast: Broadcasting is the transmission of one-to-many messages. Television and radio use this type of transmission. Technically, anyone who attends a webinar or virtual event is also an audience for a broadcast. 
• Webcast: Webcasting is a method of broadcasting content online using media streaming techniques to achieve many people at once. This type of content can be broadcast live or even on-demand. It’s primarily broadcasting, but it’s done over the internet. 

• Live streaming: This term focus on real internet streaming media that is synchronously record and telecast. Event production companies occasionally mix live broadcast footage with pre-recorded video in larger virtual conferences and symposiums that highlight prominent presenters with scheduling conflicts. 

 Management of virtual events is an art form. While the elements are similar to those of an in-person event, you must be flexible to meet the needs of your attendees and event sponsors.