Key Steps to Organize a Successful Virtual Event

Key steps to organize a successful online event

In today's digital age, online events have become an attractive and convenient option for reaching a wider audience without the constraints of geography. However, organising a successful online event requires careful planning and effective execution. In this article, we'll look at the key steps you need to take to ensure your online event runs smoothly and achieves its goals.

• Define the event's objectives

Before you start planning your online event, it is essential to clearly define your objectives. What do you want to achieve with this event? Is it a conference, a webinar, a virtual trade show or an online course? Determine your specific objectives, such as the number of participants expected, expected outcomes and measures of success. It has been estimated that holding an online event can reduce costs by up to 75% compared to an in-person event, due to the elimination of travel costs, space rental and other associated expenses.

• Choosing the right platform

There are many online platforms that allow you to host virtual events. Research thoroughly and choose the one that best suits your needs. Make sure the platform offers the necessary features such as live streaming, the ability to interact with participants, document sharing and registration management. The Ultiplace platform offers all these features, as it can be adapted to the needs of the organiser. For example, it is possible to make live conferences with a link or replay and leave them throughout the show. Other platforms, such as vFairs, allow their users to communicate with each other. This is not the case with Ultiplace, which has preferred to focus on communication between exhibitors and visitors. Online events can reach a global audience. According to a survey, 49% of the participants in virtual events were from abroad, thus offering an international reach without the constraints of travel.

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• Plan a calendar

Create a detailed calendar for your online event. Define the dates and times, taking into account the time zones of potential participants. Also allow time for rehearsals and technical testing to ensure that everything works properly on the day of the event. On the Ultiplace interface, when you create your show you can leave it on the platform for up to a month.

• Creating compelling content

The content of your online event is crucial to attract and engage your audience. Prepare interesting and relevant presentations, speeches, videos or demonstrations. Use attractive visuals and don't forget to incorporate interactions such as polls, live Q&A or chat sessions to encourage participant involvement. Participant engagement is an important aspect of online events. One survey found that online events enjoy a 47% higher engagement rate than in-person events.

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• Promote your event

Promotion is key to attracting a large audience to your online event. Use social media, your website, newsletters or partnerships with other organisations to publicise your event. Create attractive teasers, use relevant hashtags and encourage early registration. You also have the option on Ultiplace to reference your event, making it easy to promote your event by simply sharing this page. The use of social media is crucial for the promotion of online events. According to a study, 73% of event organisers have used social media to promote their events online.

• Manage registration and payments

Use an online registration platform to facilitate the registration and payment process. Collect the necessary information from participants and send them personalised confirmations with event details. Make sure you have a secure payment system if your event requires a registration fee. Monetisation of online events is also an important aspect. According to one study, 61% of virtual event organisers generated revenue through registration fees and partnerships with sponsors.

• Carry out technical tests

Before the day of the event, carry out thorough technical tests to make sure everything is working properly. Check the audio and video quality, test the platform's functionality, make sure presenters are well prepared and familiarise yourself with the moderation and interaction tools. It is possible to test the Ultiplace platform for free by creating a show with less than 10 exhibitors. For more information on how to organise a virtual trade fair on the metaverse without spending 1 euro, you can read the following article : https://www.ultiplace.com/actualite/organize-virtual-trade-show-metaverse-without-spending-money

• Facilitate interaction and engagement

During the event, encourage participant interaction and engagement. Use features such as live chats, Q&As and polls to stimulate discussion and gather feedback from participants. Also involve social networks by using specific hashtags and encouraging participants to share their experience online. Interactivity is essential to keep participants' attention during an online event. According to one survey, 94% of participants said that interactive sessions, such as live Q&A and polls, enhanced their experience.

By following these key steps, you will be able to run a successful online event. Don't forget to evaluate the results of your event, gather feedback from participants and make improvements for future events. With careful planning and effective execution, you can deliver a memorable and successful online experience to your audience.

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