The Complete Step-by-Step Guide to Organizing and Promoting Virtual Events

It can be challenging to organize virtual events. To make a virtual event successful, you need to promote it, organize it, ensure that people attend it, and make sure they are satisfied with it. To learn how you can make a virtual event successful, read on! We are going to show you in this blog post how to organize and promote virtual events in a detailed step-by-step manner. You will discover what virtual events are, why they are important, and how they can be run most efficiently.

What are virtual events

The virtual events are essentially virtual meetings or conferences in which people can watch presentations, listen to multimedia content, and ask questions. A virtual event might not have a live component - all of the information is simply provided on a web page for attendees to review after the event has concluded at their earliest convenience. In cases where virtual events do have some sort of live component, they would be referred to as "virtual interactive events".

Why are virtual events important

Virtual events have gained great traction since 2020, when all events had to move online due to pandemics. Since then, the world has experienced a real revolution. Even though people lived in the same city, they could not meet due to different reasons. These virtual events are an attempt to bring people together without physically being present. Just the virtual presence is enough for this purpose.

People were virtual. Life was virtual. In a world where businesses are largely virtual, meeting people online is crucial for business purposes if people don't have the time or desire to attend physical events. Although virtual events may be used effectively in both directions, companies lack the knowledge on how to use them efficiently. We will outline steps that should be followed before, during, and after organizing a virtual event.

Benefits of virtual events

Virtual events are cost-effective

The cost of organizing virtual events is lower than that of organizing traditional events. An in-person event is much more costly than a virtual event. The reason for this is that virtual events require fewer resources. As an example, virtual event organizers don't have to pay for live video feeds or equipment hire as they would with traditional events. They also have more flexibility in scheduling and logistics. They are not limited by venues, for example. 

Virtual events are time-effective, too

Virtual meetings and conferences are available for those who can't travel to physical locations but still wish to attend events! Organizers of virtual events can also fit presentations into shorter timeframes than organizers of in-person events.

Virtual events can be used to reach an international audience

When communicating with people outside of the same time zone, virtual events are the best option. With virtual interactive meetings, attendees can watch presentations and multimedia content often at a time that suits them - even at midnight (in-person events don’t usually happen at midnight, right?). Virtual events allow you to reach an international audience as well, which is why they are so popular with international brands and businesses.

You can make virtual events as interactive or passive as you want to

Meetings and conferences held virtually are more flexible than those held in person. The interactive or passive nature of virtual events is up to you.

Virtual event participants could watch a presentation on the website after the event has ended (passive), or virtual event organizers could hold live webinars with presentations that allow virtual participants to ask questions and interact with each other (interactive).

It's up to you how to handle it. 

Hosting virtual events is easy with today's technology is easy

In the past few years, virtual event technology has improved significantly. With today's virtual conference software, such as CatchUp, you can easily host virtual events.

How to organize and promote your virtual events, then?

A virtual event is easier to set up than you might think.

1. Define your goal

Virtual event organizers should define their goals before they do anything.  What do they hope to accomplish with the virtual event? Would they like virtual attendees to learn how to use new software? Could virtual attendees interact in an online forum and network with one another? Organizers should understand the goal, whatever it is.

2. Brainstorm a topic for your event

Before you begin planning a virtual event, it's a good idea to brainstorm topics. Think about the virtual events your company has hosted in the past and what kinds of virtual interactive meetings they have been successful with (live webinars, online seminars, etc.). When you don't have any previous virtual events to use, think about successful virtual events other companies have held.

3. Create a timeline and budget for virtual events

Virtual events can be organized in a short period of time.  Virtual conference software, such as CatchUp, enables virtual event organizers to create an entire virtual conference within just 24 hours! Seminars and presentations are frequently provided at the same time for everyone at the virtual event - virtual event organizers can schedule the same time for virtual attendees, as well. 

When scheduling virtual events for specific times (e.g., virtual presentations between 1-3pm), make sure that the virtual participants know when they should be online and ready to participate!

Even virtual events require a budget - just like any other kind of meeting or event. Virtual event costs include virtual conference software and virtual presentation equipment (e.g., virtual projectors). Additionally, virtual events require a marketing budget - you may need to send out flyers, post on social media, and run banner ads to promote your events!

4. Determine the best time and date for your virtual events

Virtual events can take place at any time, and virtual event organizers should think about their audience when deciding on a virtual event date. You should avoid scheduling virtual events during peak hours (e.g., late afternoon) if your virtual attendees are in different parts of the world because there is a greater likelihood that some will not be able to attend.

5. Research and find speakers to participate in your virtual event

Speakers at virtual events can be virtual employees, virtual representatives from other companies or virtual attendees who have relevant experience with the topic. You need to find speakers who know how to engage online audiences!

Virtual event speakers should have experience presenting online. To ensure that virtual attendees have a smooth virtual interactive experience, virtual presenters must understand how to use virtual conference software and virtual presentation equipment. Speakers of virtual events should also prepare well in advance - this ensures that the virtual event will be engaging.

6. Create your virtual event agenda

Plan your virtual event agenda based on the experience you want virtual attendees to have. Give virtual presenters a sense of how long their presentations will take and what kind of information they should present.

Additionally, virtual event agendas help with timing - if your virtual event is a virtual presentation or a virtual seminar, your virtual presenters can use virtual presentation software to keep track of the time!

As part of the agenda for virtual events, virtual attendees should have the opportunity to ask questions during a live webinar. This way, you can be sure to receive feedback from your audience, and virtual participants will have the ability to ask questions via virtual chat via virtual presentation software!

7. Make sure you have enough time to prepare everything before the event starts 

Virtual event organizers should schedule virtual events on their calendars and allow plenty of time to plan virtual events. Planners of virtual events should consider virtual conference software, virtual presentation equipment (e.g., virtual projectors), speakers, marketing materials, and virtual attendees!

Virtual event planners should allocate virtual weeks to prepare virtual events if they are organizing a large or high budget virtual event.

Organizers of virtual events must inform virtual attendees about their events before they begin. Ensure you spread the word here and there, so more people can join your virtual event!

8. Prepare for the event - create a logo and graphic assets

For virtual events, event planners need logos. Because virtual events are interactive experiences, virtual attendees will want to feel like they're at a real conference or seminar - make sure your virtual website and social media accounts have the same logo!

Virtual event organizers often hire graphic artists to design graphics for their virtual conferences and virtual webinars. Custom graphics can boost virtual event attendance, so you should hire virtual graphic artists who are experienced with providing graphics for virtual events.

9. Set up your social media accounts

It is important for virtual event planners to have social media accounts for their virtual events. In order for your virtual conference to be effective, you must create virtual Facebook, Twitter, and LinkedIn accounts before you begin!

Furthermore, it is a good idea to post information about the virtual webinar or virtual seminar on existing social media profiles of your company - this way virtual attendees can easily keep up with virtual conference updates!

Social networking sites such as Facebook and LinkedIn offer event formats, which makes promoting virtual events easier and more effective. Planners of virtual events should maximize the potential of social media to go viral.

10. Set up email marketing campaigns

Organizers of virtual events can also implement virtual email marketing campaigns. To boost attendance at virtual seminars and webinars, you need to email your current mailing list.

Marketing by email is the most effective way to promote virtual conferences, virtual seminars, and virtual webinars because it's personal - people discover that they're receiving an email about a conference or seminar they're going to.

You can send various types of emails regarding your virtual conference. Using virtual promotional emails, virtual reminders, and virtual event follow-ups, you can build your customer base and get more people to attend your event. 

11. Create paid adverts and campaigns for your virtual events

Managers of virtual events should also post virtual adverts for their events. Since your ads are highly targeted - you are in control of who sees them - this is among the most effective ways to promote virtual webinars and virtual seminars.

You can find a lot of different types of virtual advertisements on Google, Facebook, Twitter, or LinkedIn.

You can get a lot of new leads to your virtual events by using paid campaigns.  Planners of virtual events should consider paid advertisements to increase attendance and overall results! 

12. Write blog posts or articles about topics related to your virtual event

Additionally, you should write virtual blog posts or articles related to your virtual events. It's not enough to promote a webinar on social media - you have to provide detailed information about your virtual event! By doing this, you're giving them more reasons to attend and all the benefits that they will receive. Virtual event planners should take full advantage of this!

Virtual event planners should write blog posts or articles about topics related to their virtual events and virtual seminars in order to attract new leads.

For example, you may want to create some blog posts about:

  • who is going to speak at your virtual events?
  • what is the genesis of your virtual events?
  • why is it worth taking part in your virtual events?
  • what are the extra initiatives at your virtual events?
  • how to make the most of your virtual events?
  • virtual networking ideas for your virtual events
  • goodie bag ideas for any virtual events

There are so many topics that you can cover that you shouldn’t really worry about running out of them! Additionally, you can then use this content and share it on your social media or use it in your email marketing for perfect content repurposing and increasing the reach of your strategy and virtual events. 

13. Create a landing page with all the information about your virtual events

Furthermore, you should also create a virtual landing page with all the information about your virtual event. The use of landing pages is great for increasing participation in virtual events - people like having all the information in one place!

As you can control what is said on landing pages, you should make sure your website copy is professional, and virtual event planners should do their best to create a high-quality landing page.

14. Provide virtual attendees with additional resources related to the virtual event topic

Virtual event organizers should provide free access to eBooks, videos, and other resources for all virtual webinar and virtual seminar participants! It is possible to get new leads through virtual events, and attendees will appreciate free access to additional resources provided by virtual events.

By providing them with all the information about your virtual conference topic they need, you'll increase your virtual conference attendance and help it become a success!

15. Collaborate with media and influencers

In order to promote virtual webinars or virtual seminars, virtual event planners need to engage with media and influencers in their respective industry. You should have a wide reach when promoting your virtual conference. As a result, you will generate more leads and your event attendance will increase.

Try contacting media members before you start advertising. They are usually more than happy to promote free content that is of high quality. By doing so, you will be able to reach many potential virtual attendees.

The media can provide you with the coverage you want without much effort. Additionally, you can offer them special passes or patronage to your virtual event.

Whenever possible, use influencers to spread the word about your virtual event, they can promote it heavily without you spending any money.

16. Create giveaways or raffles to promote your virtual events

Giveaways and virtual contests should also be incorporated into virtual promotional strategies - it improves lead generation and attendance! Promoting your virtual events with giveaways and virtual contests is a great way to get people excited.

Over to you

In addition to promoting brand awareness, knowledge sharing, and company culture, virtual events are a great platform for companies. We hope that our tips inspired you and will lead you to create only successful virtual events!