How to Setup and Run a Virtual Event

How to Setup and Run a Virtual Event

Making sure that your virtual event goes off without a hitch is no easy feat. Without the right tools, making it happen is even more complicated than you could imagine.

There’s so much to think about, including making an excellent speaker list, organizing a topic, choosing a date, getting a venue, etc. Before you know it, you’ve got a stack of deadlines to meet.

Virtual expos or events allow you to reach customers, from local readers to online business owners who may not make it to your physical location.

Follow these simple steps to set up a virtual event, save time, and potential frustration.

Choose a Topic

The first step in organizing a virtual event is to decide what you want to talk about. For example, if you’re interested in running an online expo, there are many ways you can go about it.

You can create a series of micro-events dedicated to specific topics or even use your virtual event as a funnel for acquiring leads. The possibilities are endless but defining your goals will keep things on track from day one.

Choose a Platform

Of course, you could hold your virtual event on Google Hangouts or Skype. But wouldn’t it be better if people didn’t have to download anything?

There are several platforms for virtual expos explicitly designed for business professionals who want to run live events over video. Many of these include screen-sharing features so that attendees can follow along with presentations on their screens.

Choose Dates

After you have an idea of what type of event you want to hold, it’s time to select a date for your virtual expo. The best way to decide when your event will take place is by considering your customers’ schedules.

For example, if you own a restaurant in Pittsburgh, Pennsylvania, chances are few people from California will be available on Labor Day weekend. Likewise, holding an event over a holiday weekend is not a good idea either.

Invite Guests

Having a virtual event isn’t quite like throwing an in-person event. You won’t see attendees or immediately connect with them, but that doesn’t mean you can’t build a strong community around your virtual expos.

As soon as you invite guests, they will have access to your venue information, agenda, and guest list. A few days before your event, send reminders, so people don’t forget about it.

Prepare Presentations

Are you planning on live-streaming content, creating pre-recorded videos, or both? No matter what form of media you’re using, it’s essential to prepare compelling presentations. This means creating an engaging story or message for your audience to follow.

Good presentations keep people engaged. Bad ones bore them. Plan carefully, and you’ll be standing in front of hundreds of people soon enough.

Promote the Event

Let your audience know about your event; make sure they know where, when, what it’s about, why they should attend (and how they will benefit), etc. If you can give them something of value just for registering for virtual expos, like information related to their specific industry or business sector, you’ll have an increased chance of drawing in attendees.

The Bottom Line

Due to prohibitive costs or lack of expertise, many businesses have been held back from pursuing an online or virtual presence.

Luckily, with help from virtual event platforms, anyone can create a successful online event. With virtual event platforms, organizers pay for only what they need while receiving custom features tailored specifically to their needs. Best of all, you can create virtual events at any time on any budget.

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