Industry Insights

Virtual Events Made Easy: Tools & Engagement Hacks

Virtual Events Made Easy: Tools and Tips to Host Engaging Online Gatherings

Gone are the days when virtual events were a mere consolation prize for in-person gatherings. Today, they offer a dynamic way to connect with audiences worldwide, build meaningful connections and deliver highly impactful experiences, offering an average of a 53% larger audience when compared to in-person events. Whether you’re a veteran event planner or delving into the unknown, navigating online events can be massively overwhelming. But fear not. weIMPLEMENT is here to equip you with the tools to host truly captivating virtual events.

A Blueprint for Success

1. Define Your Goals & Target Audience

The cornerstone of any successful event (virtual or otherwise) is having a clear purpose. Are you aiming to launch a new product, host an industry conference, or deliver an educational workshop? Understanding your objectives allows you to tailor the content, format, and platform to resonate accordingly.

2. Selecting the Perfect Platform

The virtual event hosting landscape is teeming with options, each with its own strengths and functionalities. Consider factors like the number of attendees, desired level of interactivity, and budget when making your selection. Popular platforms include Zoom, Webex, and Microsoft Teams, each offering a range of features from breakout rooms and live polls, to screen sharing and chat functions.

3. Craft Engaging Content

Attention spans in the digital age are notoriously short. Captivate your audience with a well-structured program that seamlessly blends presentations, interactive elements, and opportunities for attendee participation. Think polls, Q&A sessions, live demonstrations, and gamification to keep attendees hanging on your every word.

4. Assemble Your Virtual Dream Team

Just like in-person events, successful online gatherings require a dedicated team behind the scenes. Consider exploring Our Team page to find experienced hosts, moderators, and technical support. Taking advantage of our exceptional Implementers guarantees the smooth and professional execution of your online event.

5. Embrace Pre-Recorded Content

While live interaction is key, pre-recording certain presentations or demos allows for polished content delivery, while avoiding technical glitches during the event.

6. Promote Your Virtual Event

Spread the word! Utilise social media, email marketing, and targeted advertising to reach your audience.

Tools of the Trade

Now that you’ve laid the groundwork, let’s delve into some tools to take things one step further.

1. Interactive Whiteboards

Platforms like Miro and Mural allow for real-time brainstorming and collaborative creation, creating a sense of engagement amongst attendees.

2. Live Polling & Q&A Tools

Platforms like Mentimeter and Slido enable real-time audience interaction through live polls, quizzes, and Q&A sessions, keeping attendees actively involved.

3. Social Media Integration

Encourage audience participation and extend the reach of your event by integrating social platforms like Instagram and Facebook. Allow attendees to share their experiences and interact with each other using a designated event hashtag.

4. Virtual Breakout Rooms

Many virtual event platforms offer breakout rooms, to accommodate smaller group discussions and build a real sense of community amongst attendees.

5. Remember

Rehearsals are crucial! Before going live, conduct a test run with your team and any presenters to iron out technical kinks.

Beyond the Basics

1. Pre-Event Hype

Generate excitement by sending out personalised invites with clear agendas and speaker profiles. Consider incorporating pre-event content teasers or ‘goodie bags’ delivered directly to attendees’ doorsteps to create a sense of anticipation.

2. Embrace the Power of Storytelling

Weave compelling narratives into your event to keep attendees invested. Showcase case studies, user testimonials, and success stories to bring your message to life and allow it to be delivered properly to your audience.

3. Encourage Interaction

Don’t let your event become a one-way street! Utilise chat functions, polls, and Q&A sessions to encourage audience participation and a community feel.

4. Gamification

Incorporate gamification elements like points, badges, and leaderboards to incentivise participation, drive friendly competition, and attendee engagement.

5. Post-Event Follow Up

Don’t let the momentum fade after the event! Send out a thank-you email with key takeaways, event recordings, and links to any additional resources. Utilise social media to share event highlights and encourage attendees to connect with each other.

6. Remember

Metrics matter! Most virtual event platforms provide valuable analytics data on attendee engagement, such as chat activity, poll results, and session attendance. Use this data to measure your event’s success and refine your strategy for future virtual gatherings. See our handy blog on the different ways to measure event success here!

Partner with weIMPLEMENT

The virtual event landscape often presents a dynamic and exciting space to connect, educate, and inspire audiences worldwide. By embracing these tools and tips, you can transform your virtual event from a simple online meeting into a captivating interactive experience.

weIMPLEMENT doesn’t just manage events, we craft experiences. We bring a wealth of experience to the table, from sourcing the perfect virtual platform to assembling a skilled team of Implementers to make sure your event runs flawlessly. So let’s take your virtual events to the next level. Reach out today to discuss your vision and explore how we can help you turn it into reality!