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vFairs’ mobile events app is the perfect event companion for all your virtual, hybrid and in-person event needs. Available for Apple iOS and Android devices.
No matter what your event goals are, our mobile event technology has endless features to help you maximize outcomes.
Our mobile event app is available to download on any iOS or Android device via the app store.
Get the word out with a customized event landing page and email marketing campaigns.
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Promote engagement with our 1:1 or group chat, audio, and video features.
Provide easy access to resources with the video vault, document hosting, and swag bag.
Hook attendees and increase event engagement with the leaderboard and scavenger hunt.
Extract event insights with real-time metrics, attendance data, and post-event reports.
Hosting virtual conferences offer organizers a digital live event that allows participants to interact with each other in a visually rich environment. Virtual meetings are especially useful when a business has a global presence and employees are situated in different geographies. However, this type of conference has become popular in 2020 due to the global pandemic that affected many business sectors. The work-from-home scenario and global lockdown have made virtual meetings an essential part of most work environments now.
Whether you are setting up a live online course or planning projects with your team of collaborators, in this article, you must look for these features in a virtual conference.
Contents
A crucial feature in a virtual conference is personalization. You may want to use a platform that suits your needs and offers customization. For example, if you’re a travel agency, organizing webinars might be enough. If you are planning a virtual conference with your team, you might want to prepare keynote sessions. Here are some platforms you can explore and see if they match your requirements:
If you’re part of a business that interacts with clients through video, look for the conference sites that offer audio/video chats and webinars.
You can add a lobby, exhibit halls, auditoriums, and theaters to provide a unique experience to attendees. A networking lounge, a keynote session, or a sponsored meeting can also provide an opportunity for the attendees to involve in a much more intense dialogue.
Choose efficient platforms that are easy to set up and manage. If you want to save time, make sure the site you’re using offers automation. This comes in handy when you want to organize virtual events in a short span of time. You can ask virtual event platforms the following questions to inquire about automation.
It can’t be a virtual conference if it doesn’t let the organizers and participants interact live. Key features in a virtual conference include polls, Q&As, live chats, and tradeshows. These are options your digital platform should provide along with surveys. You may also look for sites that support a multitude of slideshows and presentations from different speakers.
If you want to save time, pre-recorded content is a great option. Also, on specific webinars, recorded lectures are accessible at all times through registration. Unfortunately, not all platforms offer these alternatives.
A crucial part of virtual conferences is social promotion. You may want your lecture or online auction to reach as many people as possible. Plan the meeting with the help of your team and use Search Engine Optimization (SEO) tools such as tags, titles, and keywords. You can use Facebook, Twitter, Instagram to promote your workshop or lecture. Attendees can share quotes, screenshots, or can even react to your online performance. For this purpose, try to find a platform that collaborates with social media outlets or supports the promotion of your event on social media.
Sponsors can fund your digital gatherings, making them more credible. They can also promote your work, so you may want to treat them as collaborators. Citing OwlLabs, 58% of businesses had to switch to virtual conferences because of the pandemic. Sponsors have adapted to that, and they offer different deals and ideas.
Engaging your audience is also essential, and sponsors can help you set up a giveaway or a virtual after party. For example, they may include a spokesperson or even a celebrity that can add value to your virtual meeting. Lastly, remember to choose an interactive platform that allows sponsorships and brand deals.
For more information on event sponsorship, talk to our representative here.
When we talk about virtual meetings, we also talk about internet connection problems, sign-in difficulties, and other issues that may disrupt the conference. Hence, troubleshooting should be a priority if you’re organizing a virtual event. The first step is to get acquainted with digital matters. If you are planning on hosting long-term, educate yourself through tutorials that can help you navigate and use all the tools you have on the platform.
Secondly, try different sites that offer video conference services and pick the one with adequate 24/7 customer support. Thirdly, give your audience useful information such as emails or phone numbers of customer services.
One of the features that set a virtual conference apart from a physical conference is reporting. Since everything happens online, a virtual conference allows the organizers to gain valuable information about the attendees and how they interacted with the different features offered in the online conference.
Before selecting a platform for a virtual conference, do not forget to inquire about the availability of reports. Not every platform shares data which means you have to talk about it before signing a deal. With the help of event insights, you can focus on useful features and eliminate less engaging content from your future conferences. Hence, talk about event reports beforehand and go for the platform that offers insights.
The last two features are feedback and growth. As you organize more and more virtual conferences, you’ll get familiar with the environment. In the meantime, you can send useful input to the platform you’re using regarding some less functional options. Reporting any issues will only make it easier for you to navigate the site.
Moreover, you can set up surveys for your very own audience, as well. That way, you can understand what your viewers want to see more or what options they don’t like. For example, you can schedule your meeting based on a poll regarding the date or specific topic. You can survey your sponsors too.
When hosting a virtual conference, make sure that the platform you’re using has plenty of accessibility features and 24/7 customer support. Moreso, practice effective networking and engage with sponsors and attendees through social media. Finally, strive to better your presentation and your troubleshooting. With these a focus on these features in a virtual conference, you are all set for success!
About the Author:
Michael Gorman is a talented essay writer and proofreader from the U.K. who works at a college paper reviews company. He loves writing blog posts about human development and philosophy. In his spare time, Michael loves to spend time in nature with his two Labradors, Ricko and Dexter.
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.
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.
Coronavirus gave everyone a run for their money. The events industry experienced a sudden shift. Yet companies and event organizers rose to the occasion and adapted to these changes. In the events industry, virtual conferences jumped in to save the day!
In a post pandemic world trends are changing in this industry and hybrid and virtual realities are the new norm. Completely changing the game for physical events. If you are an event company, or an organization making the move to a virtual conference platform, this guide is for you.
A conference is generally a gathering of like minded individuals. They discuss a theme or matter of common concern or interest. It brings together a large group of people who share common niche interests or expertise. To discuss, network, learn, and plan next steps.
A virtual conference is the same thing. Only it is an interactive, online event that takes place online. It can consist of keynote sessions, breakout sessions, and much more. With the purpose to interact and engage with audiences online.
As we move into a hybrid reality, the lack of physicality does not necessarily have to rip the benefits of hosting a conference.
Learn how a virtual conference surpasses the value yielded from its physical counterparts.
Platforms like vFairs that are intuitive and easy to use are important. If you want to save time, make sure the site you’re using automations. This comes in handy when you want to organize virtual events in a short span of time. You can ask virtual event platforms the following questions to inquire about automation:
It can’t be a virtual conference if it doesn’t let the organizers and participants interact live. Polls, Q&As, live chats, and trade shows are options your digital platform should provide along with surveys. You may also look for sites that support a multitude of slideshows and presentations from different speakers.
If you want to save time, pre-recorded content is a great option. Also, on specific webinars, recorded lectures are accessible at all times through registration.
A crucial part of virtual conferences is social promotion. You may want your lecture or online auction to reach as many people as possible. Plan the meeting with the help of your team and use Search Engine Optimization (SEO) tools such as tags, titles, and keywords.
You can use Facebook, Twitter, Instagram to promote your workshop or lecture. Attendees can share quotes, screenshots, or can even react to your online performance. For this purpose, try to find a platform that collaborates with social media outlets or supports the promotion of your event on social media.
To understand the user experience, you can set up surveys for your audience. That way, you can understand what your viewers want to see more or what they didn’t like. For example, you can schedule your meeting based on a poll about the date or specific topic. You can survey your sponsors too.
Do enquire about the average time it takes for the provider to set it up. From start to finish. This will assist you in chalking out your entire pre-event marketing strategy. And will also give your team enough time to prepare for the live event. The ideal time for a high caliber provider should not cross 4-6 weeks to set up your virtual conference.
Make it a point to ask your virtual events provider about the hosting company that they partner with. And the specific security features that they have in place (like RAID, Uptime, Secure Datacenter). This is necessary as your conference should be secure from data fraud, viruses, and crashing servers when the event sees bulk registration.
While your visitors will be accessing your conference using smart devices, you need to make sure you provide them with a seamless experience on their smartphones, laptops as well as tablets. In addition, ensure that your vendor provides event hosting compatible with Android and iOS platforms. After all, you do not want to lose visitor acquisition or engagement due to poor technology compatibility.
The data stored on your virtual event platform will oftentimes be highly confidential. Make sure your contract clearly states the provider’s right to store and process the data whilst relinquishing all data ownership to your organization.
You want to be sure that the solutions provider is not choosing a one-size-fits-all solution for you. It should deliver customized instructions across all phases from booth design, event layout, and marketing. A team dedicated to providing you end to end support will prove most important. Ensuring that you won’t have to manage the event in its entirety.
vFairs assigns dedicated project managers to all its clients as a key point of expertise so that all concerns are promptly addressed and objectives met.
You want to be able to attract, excite, and engage the visitors to leave the intended impact. This plays a huge role towards the success of your virtual conference.
Depending on the kind of virtual conference discuss with your team, if you want textual, voice or video chat-based functionality. Perhaps you want individuals to partake in webinars through a virtual whiteboard. Maybe you need multilingual features to reach an audience that does not speak the native language of your event.
Be specific with how you choose to engage with your visitors so that your virtual conference is one to be remembered.
One of the key points of a virtual conference in comparison to its physical counterparts is that it is accessible and inclusive. It invites quality individuals based on their skills and relevance instead of restricting them based on their disabilities. Look for features such as:
If you wish to reach the globe and offer value to people from the comfort of their homes, it is imperative to offer a diverse and equitable platform.
Look for accessibility features in your next virtual events provider or talk to our representative to understand more on delivering all that a virtual event truly needs to comprise of.
Click here to read more about accessible & inclusive virtual events.
The vendor of your choice should also provide reports that measure the impact of your initiative on your audience. These reports should help determine your KPIs in advance, for example, unique visitors or visits per booth.
Measuring success is pivotal to determining the ROI. Discuss with the vendors how they can help you monitor visitors, downloads, video plays, chats, conversions etc. before you choose to go ahead with them.
To set up a successful event, whether virtual or in-person, you need to put a strong content strategy in place. This includes the design, creation, and management of engaging content across your landing page, social media platforms, e-newsletters and everywhere else your target audience resides.
A strong content strategy is vital to inspiring, informing, and raising awareness about your event and your brand.
Who is your target audience? What is it looking for? What are your company objectives, and do you require a meeting, conference, or a summit to fulfill those?
Streamline your goals and user needs to bring them in line with your content efforts. Simply put – everything you do related to content should resonate with those predetermined conditions.
For the event vendor to set up the virtual conference homepage, start searching for design inspiration (your vendor should be able to share ideas and templates). Brainstorm content for:
The hub of all event navigation, the “Lobby” is the area your visitors will be routed to once registered and logged in.
Now that you’re done setting up a visually impressive, eye-opening, jaw-dropping experience for your attendees, it’s time to add some value for their consumption.
The virtual platform accommodates formats including documents, videos, presentations, picture galleries, live or pre-recorded webinars and much more. This gives exhibitors a large range of options to deliver and cater to their audiences.
Creating a webinar schedule that accommodates the schedules of your audience as well as speakers is key to your conference’s success.
Your landing page should ideally consist of a clear schedule of your webinars, the topics of discussion, and the speakers appearing – for those who wish to hop in during the hours of their interest.
Pro tip: You can even get attendees to customize their own agendas on the live day(s) so they do not miss out on key sessions.
Use social media platforms, your company website, independent landing pages (such as microsites), and all other mediums where your target audience is present. Attract their attention and provide them with the information necessary for them to understand what your event is about, and eventually compel them to register for it. Make sure you compliment and link every piece of content with a direct call to action.
Read it here
Even though virtual conferences have been present for quite some time, the world has yet to master the tool. If done correctly, virtual conferences can be even more powerful than any traditional in-person conference.
Here are some step by step guidelines to ensure the best virtual conference.
What do you want to achieve with this conference? What business objectives will your conference help you attain? Who is your target audience? Which speakers will benefit the topic of your conference? What metrics will you be measuring to measure the success of your event? Is this conference largely for idea sharing? Networking?
All of this helps you and your team construct a clear picture of your event goals, and directs them to take the relevant measures to get to the finish line. Once your goals are better defined you will be able to better utilize various virtual platform features.
The choice of a platform is greatly dependent on the sort of tools and amenities you require for the success of your event. Essentially, the goal of every virtual conference is to provide the ability to interact and network with people, mostly where the audience draws value from.
Make sure your virtual conference provider offers multiple options as engagement tools, such as live webinars and real-time chat in real time. Not just that, you need to ensure that the technical equipment you’ve acquired will support seamless operations, and if need be, a pro-active technical support team is always on standby during the event.
Once you have defined your objectives and goals for the event you will be able to ascertain what kind of features to use. For instance, if this conference is one where ideas are being shared, it would benefit from a virtual poster hall. Here various researchers can share their findings on particular topics.
Does your conference offer some training? You can accredit certifications as an added plus for attendees. You can even create a virtual photo booth for your attendees to take pictures that can be shared on the photo wall.
Can you engage attendees over social media and promote your event through hashtags? For that reason you can use the social media wall. At vFairs, your dedicated project manager at vFairs will assist you to identify all the features that will support your event goal.
For your exhibit hall, you will need exhibitors who attendees can learn about or engage with. Your sponsors will also generate revenue for yourself, so targeting those that will definitely sign on is important.
With an intuitive backend portal, they will be easily able to upload their material with little hassle to you and your team.
The real catch for your audience is the speakers. Make sure you arrange speakers that your audience can relate with. Make sure your speakers are engaging and relevant to the topic. Make sure you have a decent moderator as well. Encourage them to make the webinars interactive through polls and Q&As etc.
In order to achieve your attendance goals, you need to drive more registrations. At this point, your promotional efforts will play a key role in making or breaking your event. Some of the obvious channels to promote your event before its occurrence are:
Before the day of the event, and once you have it all set up, do a dry run of the entire event with your virtual conference provider to ensure seamless operations and cater to any last moment glitches in the technology.
Virtual conferences are an effective way to network and communicate with groups and individuals belonging to a certain niche. They contribute to lead generation and business growth at the same time, just as any other physical conference.
What’s different is that you can now obtain definite results, set measurable KPIs and justify your ROI, previously unlikely to happen at an in-person conference. Therefore, we’ve compiled a set of key virtual conference metrics that can help you determine your online event’s success:
Welcoming brand new approaches and out-of-the-box ideas, these guys have turned their energies into innovating through virtual events, turning calamities into opportunities.
What’s best during these times is to keep moving forward, and picking up the right tools to face the fire.
At vfairs.com, we strive to build a top-class online event platform that will help event organizers make memorable connections with their target audience. We’re obsessed with taking out the hassle normally associated with physical events, leaving organizers and exhibitors to focus on what’s most important – engagement with the audience.
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