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Your Step-by-Step Guide To Host Successful Virtual
Events At Virtual Summit Platform
Published on January 6, 2023
We live in the digital era where technological advancements are the norm. The digital revolution has encouraged human existence beyond
brick-and-mortar in almost all facets of life – online learning, virtual meetings or conferences, etc. Virtual events still hold precedence in the
hybrid work model too due to the sheer benefits they give – cost-effective, time-saving, convenience, and the resultant lead generation
opportunities to optimize business value. Our step-by-step guide gives out the details of planning, organizing, and hosting a virtual event at a
events management platform.
Why Virtual?
The global pandemic has necessitated the existence of virtual events. Even in the post-Covid era, they have immense importance.
Businesses have understood that online events can offer the same level of engagement as physical events.
Easy t o organize, execut e and at t end
Global reach for businesses
Comfort level of at t endees as t hey need not t ravel anywhere
Organizers save on t raveling and cat ering cost s
Different ly abled people can join easily
Learning or t aking business decisions never st ops
Provides net working opport unit ies
How to Host A Summit?
Organizing a virtual summit requires proper planning and execution. An online platform enables you to organize your event
efficiently, thereby allowing you to focus on generating leads and creating an immersive experience for your global attendees. Read
on to find out how to set up a virtual event successfully for your business.
Plan the event in advance
When hosting a virtual summit from scratch, you need to set a date well in advance to work out the logistics. You also need to use the
time wisely to choose the topic and the expert speakers.
Choose the right platform
Based on your requirement, you can choose from many platforms that are well-equipped and offer various features, from cohosting with another organization to advanced moderation tools.
Plan the content
Once you decide on the summit hosting platform, you need to streamline the content for your events such as the landing pages,
keynote speakers, promotional content, email marketing campaigns, and many more.
Choose the right time
Virtual summits are often the meeting points of different cultures and global industry professionals. As a host, you must know the
total number of global attendees and choose a time after considering the different time zones, and fix the duration of the virtual
summit accordingly, including Q&A time.
Chat rooms and networking lounge
Businesses resort to virtual summit platforms for their immersive features. Connecting and easily interacting with audiences from
different parts of the world on an online platform is a great innovation for businesses. Therefore, networking rooms like executive
rooms, community chats, etc. are set up for attendees’ interaction and engagement.
Use immersive features
virtual event management platform comes with many features to create a memorable event experience. We think that the
following features work best in favor of online summits hosted at a virtual summit platform.
3D Virt ual Environment
At t ract ive landing page t o receive regist rat ions
Real-t ime dat a about user int eract ion
Live polling
Event ROIs report s
Informat ive webinars or speaker sessions
Live at t endee st at us
Live Q&A feat ures
Cust omer support kiosks
Immersive exhibit halls
Clear communication before going live
Before live streaming your virtual event, schedule emails to notify the attendees, and keep them updated about the event with
details about the speaker sessions and webinars. Resort to simple and clear instructions.
Smart marketing strategies
Leverage smart marketing strategies before the event to raise awareness and also to share success stories after running the event
successfully. Leverage social media platforms and email marketing tactics for the same. It is important to let people know about
your event and how it is incorporated into the image of your company.
Smart Tips For Organizing A Virtual Summit In 2023 & Beyond
New year, new aims, new aspirations, new hope – as online platforms became a necessity for businesses during the Covid era,
chances are they may remain relevant even as things gradually return to ‘normal’ and we embrace the ‘new ways of working.’
Businesses have realized the significant benefits—from reduced costs, and the ability to scale their guest lists to holding online events,
meetings, and conferences. As an organization, if you are planning your next big virtual event and want to ensure full attendance with
your immersive summit, read these smart tips to get the most out of your online summit.
Ensure that the virtual event f its with other online experiences - To eliminat e monot ony, mix myriad cont ent format s - from videoon-demand cont ent t o excit ing live sessions and int eract ive workshops. Ensure ample scope for at t endees t o int eract and net work.
Plan shorter duration events to retain f ocus - Everyt hing is t rending short er t hese days. A recent Microsoft st udy revealed t hat t he
human at t ent ion span is only 8 seconds. Hence, smaller, more focused virt ual event s are more effect ive in facilit at ing improved
int eract ion and engagement .
Ensure that the virtual event f its with other online experiences - To eliminat e monot ony, mix myriad cont ent format s - from videoon-demand cont ent t o excit ing live sessions and int eract ive workshops. Ensure ample scope for at t endees t o int eract and net work.
Provide ways to engage thoroughly - An immersive and memorable virt ual event offers several ways for at t endees t o engage inst ead
of only having t he speakers t alk incessant ly. Chat feat ures, polls, and Q&As allow an inclusive and engaging way t o int eract wit h each
ot her and est ablish connect ivit y, which is very import ant t o maint ain in t he virt ual world.
Eliminate the f luf f - Concent rat ing more on t he t opic of t he event or meet ing is of prime import ance as it helps t o value t he
at t endees' t ime. Hence, it is essent ial t o remove fluff and design a program t hat quickly get s t o t he point .
Communicate the value of attending - Time is precious and so virt ual summit organizers must communicat e t he value of at t ending
t he session. Providing a st rong value proposit ion in t he beginning and explaining what t he at t endees will learn aft er at t ending t he session
is import ant t o it s success as it helps t hem t o make informed decisions.
G o f or live sessions - Engaging cont ent and dynamic present ers cont ribut e t o t he success of an online event . Avoid recorded or
script ed sessions and include more live present at ions t o keep t he element of curiosit y alive.
Final Thoughts
As digitalization is here to stay, virtual events will remain a permanent part of most organizations’ growth strategies - along with the
juxtaposition of physical events. Creating unique events and content, knowing your customer’s journey, and leveraging the right
talent and technology can be a game-changer of sorts, now and always. Happy hosting and organizing!
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