2022 has been a very important year for organizations to prepare and tackle unwanted incidents in the best way possible. One thing that we can assure will continue to be sought in 2023 is hosting a virtual event.
During the start of the pandemic, virtual events became a necessity. Their cost-friendly and user-friendly model will likely keep them in demand even in a world free of COVID-19.
However, in 2023, you need to be mindful of a few things that can turn a promising event into an easily forgettable one.
1. Not Planning Ahead For The Event
Hosting a virtual event is tricky. It requires a lot of coordination and organization. Delaying event planning to the last minute is the worst thing you can do. Based on the type of event, you will need to ensure a few things way before the event.
Things you need to worry about include;
- What’s the theme for your event?
- Are the sponsors you have enlisted relevant to it?
- Based on themes and the event dates, are your speakers ready and available?
- Is the event content useful and actionable?
- Is your agenda catering to all the relevant time zones?
- Are you targeting all the relevant marketing channels?
- Will there be engagement activities to break the monotony?
- Are you familiar with the event platform technology?
These are only some of the questions you will need to answer during the planning phase. It takes weeks to cater to all these and execute them in a seamless manner. A dedicated project manager makes this easy as they create a work plan for you and make sure everything is looked after.
2. Choosing the Wrong Virtual Event Software
There are numerous virtual event hosting services available in the market that are catering to a global clientele. However, not all of them have the features you need. While thinking about hosting a virtual event in 2023, please keep in mind that you need virtual event software that can meet all your event needs.
Think about your event goals. For instance, you might want to spice things up with games. vFairs gamification features such as scavenger hunt and spin the wheel make this possible. The networking lounge provides people the opportunity to connect in a non-formal space.
In addition to this, special features can build out specialized events such as virtual trade shows and job fairs. You could add a poster hall for people to showcase their new products or research. Or use a shopping cart to facilitate purchases. A job board makes it possible to advertise job boards.
On top of this, accessibility features and multi-lingual support help build out more inclusive events.
3. Not Understanding The Technology
Imagine moving from an Android phone to an iOS phone, or vice versa. While both phones are smartphones, there are going to be some differences that will take you some time to get used to.
The same is the case with virtual events. When moving from physical to virtual events for the first time, you are basically going through a technological shift and hence, need to get yourself acquainted with it prior to the event. If you are well acquainted it will make training your sponsor and exhibitors easy for using the platform.
If this is your first time hosting a virtual event, make sure you understand the platform and the event technology. This makes it easier to deal with any technical difficulties that might pop up on the day of the event.
4. Lengthy Webinars & Presentations
A study states that the average human being now has an attention span of eight seconds. That’s the attention span of a goldfish.
Keeping that in mind, lengthy webinars and presentations will do your virtual event no good. By the time the webinar will reach its climax, most of the attendees will have left the event. We definitely don’t want that.
Follow the K.I.S.S. rule: Keep It Simple Stupid. Do not add pitches just for the sake of filling slots. Allocate limited time to each speaker. Make sure they deliver good content within the given time frame.
Explore some virtual event engagement ideas to keep your audience mentally present!
5. Getting The Wrong Sponsors on Board
Virtual events are great for sponsors. They help them score global visibility while lowering costs. Additionally, event sponsorships are really important for event organizers as they help add to the event budget and boost event visibility.
While it is easy to prepare a list of potential sponsors for the event, getting them on board is the tricky part. Sometimes, in the absence of the right sponsors, event organizers resort to having just any sponsor on board.
This isn’t the right approach. You have to be sure they are relevant to your event theme and content. By having sponsors that operate in a similar industry or offer similar services, you enable your attendees the chance to concentrate on the topic that is the focus of your event. As an event organizer, it’s your job to make it a successful virtual event, and the right sponsors will certainly go a long way here.
6. Not Taking Advantage of Reporting
The worst mistake you can make while hosting your virtual event is to not make use of reporting. With event reporting you can learn:
- What is your audience most interested in,
- How people engage with the product/service,
- What presentations/webinars were the most popular,
- What was the largest audience at one time,
- How many sales did you make.
You can always include a survey as well that participants can fill post the event. All these insights will help you make your next event even better!
Whether as a component of hybrid events or just on their own, virtual events are going to be trending in 2023. If you’re looking for some great events, explore our top picks at vFairs! To make sure you are doing them right, avoid making these six lethal mistakes.