27th Jan, 2021

Plan and host an event during pandemic – Know How?

The unprecedented condition raised by Covid-19 has forced many in-person gatherings online. Fortunately, attendees will rave about if you can still host a virtual event with some careful planning. During these challenging times, every gathering like - seminars, conferences, classes, meetings, and even festivals – are taking place entirely online. 

The reasons why virtual events are getting popular day by day are manifold. First, without having to deal with logistics such as booking hotels and arranging transport, people can attend your virtual event anywhere from the world. And this leads to a surge in attendance as well as give a spike to your ROI curve.  

Regardless of any restriction like lockdown regulations, Covid safety precautions, attendees can also participate. Virtual events provide the opportunity to connect in a safe environment and offer a positive impact on their mental health as they can mingle with like-minded people in this hostile situation. 

Finally, for event organizers, virtual events typically have lower operating costs and are often easier to manage. In-person events are getting far more expensive due to changing restrictions and increased health and safety precautions. During the current economic environment resulting from the pandemic, saving money is particularly important.

 

Key Tips to Host Virtual Events During the Coronavirus Pandemic 

Virtual events require unique preparation and considerations, although they have many potential advantages over in-person events. Let's get started with tips to host a virtual event during a pandemic. 

1. Detail Scheduling and informing the Attendees

Your virtual event does require a schedule. May be you don't have to juggle physical resources, but you'll need to define what will happen and in what order. You should share this schedule well in advance with your attendees to help them. Here, in this case, you also need to schedule regular breaks – including lunch, dinner, and tea breaks – so attendees can network virtually.

To make sure that attendees can communicate in real-time, you might set up instant messaging channels or forums depending on how you're hosting your event. Alternatively, by creating a Facebook group or a Twitter hashtag, you can encourage them to chat over social media. 

 

2. Right Platform

The next priority is the right platform. Decide how to host the event. There are many different platforms geared towards webinars or video streaming; you can choose any one that suits your requirement. You can opt for a well-known tool such as Twitch, Periscope, or Facebook Live, or EventsNow Live studio, as they're also quick and easily accessible. 

Meanwhile, famous examples include Zoom and Microsoft Teams for webinars or conferences, as there you need to perform additional tasks such as hosting multiple speakers and sharing your desktop. Your decision to choose the best platform is dependent on the factors like budget and your target audience. 

 

3. A right scene for Right Feel

To make the first impression of your event, you'll need at least one venue where the main organizer(s) will manage the scheduled talks, and yes, of course, your event is happening online. You opt for a professional setting, such as an office or conference room, whatever easily possible. 

There are still ways to present a professional image even if circumstances force you to host the event from your home. With a professional backdrop or green screen, you can set up a smart & organized area. Alternatively, you can choose some platforms which provide background-blurring features. Make sure to prevent interruptions if you're hosting your event from home.  

 

4. Do a Trial Run to Test for Issues

To run smoothly and appear effortless, you need to practice before the big day. It can help you to iron out any issues before you're live. It would be best if you practiced muting your microphone and switching between speakers and test out all tools and software you will be using during the event. It's best to involve co-hosts or guest speakers in your trial runs if you're working with them as they are going to represent your organization on a vast platform. So, it is essential to appear comfortable in front of the camera.

You can focus on the human side of your virtual event once you've mastered the technology. Record yourself and watch the video back to groom yourself before you are live.  

 

5. Be Prepare for Technical Problems

Unexpected issues may occur, even with all your planning. To inform you about these problems, your guests should have a way. Before attendees lose patience and abandon your event, this enables you to resolve technical issues. Just in case, always keep your technical support on standby. If your first choice happens to go down, you may even want to choose a backup platform everyone can move.

 

6. Record Your Event and Publish It Online

To re-watch the event, you have to record it. In some cases, attendees have registered but couldn't make up, so they may request for on-demand videos of the whole event. Alternatively, by uploading it to popular video hosting platforms, you could even connect with new audiences.

 

Some quick take-away of a paradigm shift- in-person to virtual 

• Short content: Reimagining the longer in-person presentations is required. To engage the virtual audience, success metrics and KPIs should drive your event designs. Virtual conferences should use more concise and snappier content. 
• Preference of new tech:Hosting an engaging event is critical. As the digital transformation of all types' events accelerates, rethink and integrate your team roles and responsibilities. Now you are event planners and an event technologist with a deep understanding of digital tech.  
• Compelling visual experience:Spent time for perfection sourcing studio spaces and videographers. To make audiences feel included, interested, and engaged, create and offer thrilling visual experience under time and budget constraints. 
• Pre and post-event insights:Deep understanding of each attendee—before, during, and after the event is vital for improving ROI. Tracking these data types helps you personalize the customer experience and help you plan for relevant post-event campaigns to the appropriate audience with the right message. 
• Post-event follow-up:Once sessions wrap up, you have more informed conversations. Carry on the lead conversation in the most appropriate way, and post-event will provide more "sales-ready" scenarios. 
• Learn for each event: Apply what you learn from the previous event. Your events program will flourish when you embrace digital transformation with an open and agile mind. 

 

How EventsNow can help you?

Reach your targeted audience with less effort. With seamless online event registration software, EventNow makes ticketing easy. It is the best platform for event organizers to publish, promote and sell their events. The services provided by Eventsnow are:

• List, promote, and sell tickets online.
• Circulate newsletters.
• Optimize your Social Media promotions
• Simplify the user's search by categorizing your events on our website.   

 

In a nutshell, leverage your event brand name and make it more appealing. Manage your online events with EventsNow by inviting your audience to seamless customizable registration pages. 

 

Conclusion 

While ensuring everyone remains safe and healthy, keep customers, clients, and partners engaged with your brand by taking your events online. To ensure everyone has a good time, plan for technical difficulties and conduct a trial run before the big event. Here at EventsNow, we can help to reach your targeted audience efficiently.

List your event on the right marketing site to reach a potential audience with ease. EventsNow team is here to help you. If you are looking for a Demo of EventsNow Live studio then contact kushal.a@eventsnow.com. If you have any other queries about hosting a virtual event. Leave them for us in the comments below!