The event industry is presented with a huge vacuum in the face of a post-COVID world: the reason being the stigma attached to in-person events after a global pandemic. Enter virtual events, which serve to ensure seamless communication and top-notch content consumption for attendees and sponsors across the globe. These online events are hosted on state-of-the-art platforms and provide exclusive features such as live dashboards, analytics, 24×7 gamification, and much more to keep the magic of events alive. As an event organizer, how can you meet virtual event agendas? Is there is a set formula for achieving the same? Let’s dive right into it.
As a stakeholder, your aim is not just to monitor the topics and timing of speakers during a virtual event. As these events overlap various time zones and occur simultaneously in one platform, it becomes important for event organizers to make sure that their virtual event agendas are being met effectively. Hence, it is important to review the expectations of all the stakeholders involved before scheduling any virtual conference or session.
Before you commence, consider the following: how much time can you expect your audience to stick around during your virtual session? How many sessions due to accept each attendee to be part of? Where do they hail from and what are their interests? Are you expecting them to visit sponsor booths and virtual lounges? Do you expect your attendees to engage with other representatives and product experts who are a part of the session?
Once you chalk out your expectations in terms of these questions, along with the expectations of everyone else involved, you can move on to the next step. What actions can attendees take to make their event experience bigger and better? How can these actions meet your overall program goals?
Keeping these pivotal pointers in mind, frame your agenda. Your agenda should be able to provide attendees with the opportunity to engage in a wide range of activities throughout the day and making the most out of your virtual venue.
The following tips can help you meet your goals:
- Make sure that all your content sessions are less than an hour, or hit the sweet spot of 45 minutes. Be on time for live Q & A session to keep your audience engaged.
- Schedule well-timed breaks in between long sessions, even if it is for 5-10 minutes. This acts as an effective transition time for rest and content absorption.
- During longer breaks, make sure to let attendees know what you intend to do next, and whether they can network with others, visit sponsor booths, or browse media libraries.
- Plan the entire day’s agenda in the main auditorium listing. You can also include a set time to visit the exhibit hall or join the moderated chat. Make it easy for attendees to navigate to these areas, by providing them with a direct link to these virtual rooms.
- Plan your highlight content for the start of the session, as your attendees will join with a fresh and be able to absorb the information better. This is the time when average attendance is the highest.
- Try to encourage attendees to stay for sessions longer or to come back after they’ve left a room. You can do this by providing high-value sessions that capture their interest.
- Make sure to plan your broadcast messages, well before the day before it goes live. You can also use messages liberally to engage attendees to foster interaction within your virtual environment.
We are hopeful that these tips will prove to beneficial for you to meet your agenda. No matter how you intend to approach your event, do keep the factor of genuine human connection in mind. That, and only that, can do wonders.