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Are you wondering what a virtual summit looks like or actually planning to host conferences online? Not sure where to start? Trying to get hold of a one-stop guide to help you plan your virtual conference from ideation to implementation?
Voila, you are at the right place!
So let’s start from scratch – What is a Virtual Conference?
As an organizer, this is the first question that strikes us when considering the idea of garnishing our formal meetings using technology.
A virtualconference is an event that is conducted online and where partakers with similar concerns attend remotely, usually from the convenience of their homes, cars, or peak of a mountain – all they require is a good internet connection and a device!
Virtual conferences have been a lifesaver for countless organizations during global crises, like the recession in the late 2000s. It not only brought economic but environmental advantages as well.
The idea of virtual conferences gained much more popularity during the ongoing pandemic where businesses began to actively shift towards online platforms, enabling social distancing among various other benefits. Long gone are the days when organizations would worry about connecting people from across the borders and so, in today’s world, it is exceptionally important for both parties (organizers and attendees) to learn how a virtual conference works.
These conferences work just like any other meeting, offering a lot more convenience, as they can be attended remotely from any part of the world. In addition, event hosts can make the most out of the following advantages of a virtual conference:
The first point in formulating a virtual conference is when you decide on the objectives that need to be achieved through a conference. Once you have determined your goals, you start working on the strategy based on the desired outcomes. The first step in developing your strategy is to select a target audience suitable for your virtual. Make sure, all of this is aligned with your goals and objectives.
Most of the time when you want to host a conference, you usually have a theme decided for it. If not, this is where you start your planning! List down the questions you expect your guest speakers to ask you regarding your theme and prepare for their answers.
Generally these questions revolve around the following:
Being prepared to answer such questions in advance is imperative in terms of pitching the virtual event to guest speakers and attendees and to therefore, attracting your target audience.
After finalizing your speakers, jot down the ideas and start formulating them into action because that is when you start your search for a service provider. There are a number of platforms offering a platform for online events, with varying degrees of features.
It is important to do your homework before deciding between your potential service providers. Some of the standards questions that can be asked for comparison:
With vFairs, you don’t have to worry about the plugins or any additional extensions. It is also compatible with CRM platforms that will make your virtual conference experience a breeze. Click here to see a list of questions that might come handy for your event.
Choosing the right platform with CRM integration allows you to:
You need to understand the time frame involved in building a virtual. It takes very meticulous effort to bring you the virtual experience needed to make a difference. On average, it takes around 3 months in setting up an online event. Most of the time is spent on content, design, configurations and preparing webinars. Most importantly, it takes time to promote the event through various marketing channels to reach your audience.
What majority of organizers struggle while hosting a virtual conference is effectively spreading and circulating the word. For this:
Now is the time to sit back and analyze the post-event reports and turn them into your next big strategy. Your entire conference is recorded so you can tune into those webinars again and revamp to build much better conferences in future.
While the concept of running a conference using an online platform might sound like a challenging task, however, almost all the organizers are able to emerge out stronger with hosting a successful virtual conference. Choosing the right virtual event provider along with a concrete objective in mind will surely lead you to achieve exceptional results this year.
vFairs strives to deliver top-class virtual events for all audiences, with an intuitive platform that recreates physical events through an immersive online experience. With a range of powerful features and dedicated support for users around the world, vFairs removes the hassle from organizing, exhibiting at, and attending events such as conferences, trade shows, and career fairs. Contact the vFairs team to learn more or request a demo to see a virtual event in action.
vFairs is a global leader in virtual events, offering best-in-class virtual event solutions for audiences across industries and geographies. With a user-friendly platform that delivers an immersive online experience, a range of powerful features, and an acclaimed team of experts, vFairs provides a value-driven alternative to traditional in-person events. Contact the vFairs team to learn more or request a demo to see a virtual event in action.
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