empty conference room - virtual conference

It’s 2020 and there’s not much else that needs to be said about it.

As the coronavirus spread across the entire world earlier this year, the events industry was one to experience a shift that was sudden, but fully equipped for. Annual conferences and summits worth thousands of dollars were at stake and hosts on the brink of bankruptcy. While all else seemed to be failing, virtual conferences jumped in to save the day!

Now you’re wondering what that is, how it works, and why the hype? Worry no more – this article will walk you through Virtual Conferences from A-Z.

Table of Contents

  1. What is a Virtual Conference?
  2. Physical VS Virtual Conference
  3. Why Should You Host a Virtual Conference?
  4. Features to Look For in a Virtual Conference
  5. Questions to Ask your Virtual Conference Provider
  6. How to Host a Virtual Conference
  7. Defining your Virtual Conference Content Strategy
  8. How Much Does a Virtual Conference Cost?
  9. Your Virtual Conference: Key Takeaways
  10. About vFairs

What is a Virtual Conference?

A virtual conference is an interactive event that takes place online bringing together a large group of people who share common niche interests or expertise – to network, learn and plan.

Virtual Conferences, like physical conferences, consist of keynote sessions, breakout sessions and much more, with the purpose to interact and engage with audiences online.

Physical VS Virtual Conference

We are all aware of the current need to suspend all kinds of physical interactions in the age of Coronavirus. However, the lack of physicality does not necessarily have to rip the benefits of hosting a conference.

physical vs virtual conference

Here’s a quick comparison of how a virtual conference surpasses the value yielded from its physical counterparts.

1) EASY ACCESS AND INCREASED ATTENDANCE

When organizing a physical conference, finding the ideal venue that is appropriate for the speakers as well as the attendees can often be challenging. For a number of them, traveling to your chosen physical venue can sometimes be difficult, financially as well as logistically, and therefore, some of them choose not to show up at the end of the day.

On the other hand, a virtual conference eliminates the need to travel to a physical venue in order to be present at the event, and at the same time, can also prevent jetlag and other travel-related stress.

In short, it makes the event feasible for everyone who is involved, even yourself.

Russ Altman, Associate Director of the Stanford Institute of Human-Centered Artificial Intelligence states, replaced the institute’s in-person conference, that was scuttled due to COVID-19, with a virtual conference. Altman marked the event as a smashing success stating, where the original conference would have drawn a few hundred attendees, 30,000 people tuned into the online version of it.

2) MORE VALUE AT A LESSER COST

Between hiring and renting venues, booking accommodation for speakers, supplying food and necessities, and paying for travel expenses, a lot of money is spent, and ultimately wasted, when putting a physical conference together.

With a virtual conference, you can cut back significantly on these costs. Given that no traveling is involved, you can engage reputed speakers for a fraction of the price. The convenience you get along with the cost-savings is unmatched with an online event.

3) NETWORKING DONE RIGHT

While it is assumed that physical conferences provide greater networking opportunities as in-person interactions allow conversations to flow naturally. However, how0 many times have you tracked down and ended up meeting with the right point of contact ‘naturally’?

Virtual conferences make networking easy. The availability of chat rooms and the possibility of live audio, video, and text chats allows all participants to form lasting ties in an effective way. While meeting people in person is beneficial in terms of solidifying important business relationships, a virtual conference takes out unnecessary steps, saves time, and enables people to contact the right person using their predetermined bios in most occasions.

4) MEASURABLE RESULTS

After a physical conference comes to an end, it becomes a hassle to gather data, analyze it to improve the experience, and see if the event was an overall success. The data to measure success can revolve around the number of attendees, the number of times attendees visited a booth, and/or attended a webinar. While these statistics can be taken from physical events, it can be an ordeal as it takes a long time to correctly record this physical information.

Switching to  a virtual conference can lead to this data being more accurate and helpful as it would be readily available right after the event. What worked and what needs to be eliminated can be decided based on this data. It can be used to plan and organize groundbreaking events in the future. Not just this, organizers can choose to monitor data with real-time reports and make regulations during the event

5) HOSTING ENVIRONMENT-FRIENDLY EVENTS

Aviation contributes about 2% of the world’s global carbon emissions. Traveling to a conference can have huge environmental implications due to the release of immeasurable carbon emissions.

Not just this, the waste produced by printed materials such as brochures and marketing collateral further increase the carbon footprint.

A virtual conference eliminates the need for all kinds of travel, printing, and other elements that may contribute towards a detrimental impact on the environment.

Click here to learn 4 Ways Your Business Can be Eco-Friendly.

Why Should You Host a Virtual Conference?

As the covid-19 outbreak jeopardizes businesses and disrupts standard operations for several entities around the world, a large number of annual conferences and summits have moved their events online. While this shift poses various challenges, it mostly offers opportunities for organizers, even in the midst of a pandemic.

virtual lobby

The following segment lists down the benefits and therefore, reasons for you to host a virtual conference in 2020.

1. INCREASED ATTENDANCE

One of the most popular benefits of hosting a virtual conference is that it can be accessed from ANY device, on ANY browser, and from ANY part of the world. Hosting a virtual event of this nature lets you address a wider audience without the need for them to spend exorbitant amounts on travel and/or accommodation, naturally making the trade-off easier, and the attendance higher.

2. SAVING PRECIOUS TIME AND MONEY

HOST:

Organizing a conference, or any event for that matter, is usually one of the most nerve-wracking activities. Booking a venue, allocating on-hand staff, arranging food and beverages, ensuring accurate security measures, etc, requires exhausting huge amounts of money and even more energy. A virtual conference rids the host of all the stated hassle by providing them with a cost-effective online alternative with 24/7 customer support.

KEY-NOTE SPEAKERS:

At a virtual conference, you may be able to attract high-demand speakers who typically have limited time for in-person conferences but are happy to jump on a video call to talk about industry trends. Not only is this a more schedule-friendly approach but also costs you nothing in terms of travel and accommodation expenses.

ATTENDEES:

As stated previously, attendees can access a virtual conference from the comfort of their home. Since they’re usually provided with the agenda prior to the event, visitors have the flexibility of planning their day around relevant sessions.

Read more: 5 Reasons Why SMEs Should Host a Virtual Conference

3. EVERGREEN CONTENT

Here’s the best part! Your content, such as recordings from the conference, and other documents is entirely under your ownership and can be used as collateral for months and years to come.

4. INDUSTRY TRENDS & INSIGHTS ARE AT YOUR FINGERTIPS

Staying on top of your game in terms of knowledge and skills no longer requires you to travel to different lands (and if you’re still doing that, then it’s just sad). Virtual conferences bring top trends and insights right at your doorstep. Making the most out of webinars, live chats, and much more, you can now grow your knowledge base in just a few clicks, while sipping away your coffee.

5. EASY NETWORKING

Using live text, audio and video chat, attendees can engage with industry specialists to create connections and get detailed, personalized insights regarding the agenda of the conference.

6. QUICK FEEDBACK AND LEAD GENERATION

Live webinars at virtual conferences, just as seminars at physical events, are typically followed by interactive Q&A sessions, where organizers invite suggestions and recommendations directly from the audience.

Due to the virtual nature of the event, however, this is a more accurate way of understanding your audience’s profiles, their concerns, and allowing companies to incorporate that feedback into improving their processes.

Furthermore, registrants that sign up from across the globe can be added to the company’s CRM, mailing lists, and other softwares for lead generation in the future.

Learn How Virtual Conferences are Benefiting the B2B segment.

7. ENVIRONMENT-FRIENDLY CONFERENCES

In today’s world, where social and environmental responsibly tops everything else, it is imperative that companies come up with solutions that do not damage the ecosystem. Virtual conferences eliminate the use of brochures or any supplementary material that causes paper waste and instead makes them available in the form of online resources. In addition, other aspects such as the removal of travel, further complements the air quality that would normally go unreported.

8. ENCOURAGING DIVERSITY & EQUITY

Since virtual conferences are hosted online, they are not restricted by geographical constraints. Virtual Events like these are open to all kinds of people in all parts of the world, provided they are connected to the internet. This makes the audience more diverse and your business, more global.

Features to Look for in a Virtual Conference 

1. PERSONALIZED TOOLS

A crucial feature of virtual meetings 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:

  • vFairs
  • Soapbox
  • NetworkTables Virtual
  • Google’s Meet
  • Zoom

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.

2. AUTOMATION

Choose efficient platforms that are easy to set up and manage. 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:

  1. Can I get a tour of your backend?
  2. How long does it take for your platform to reflect the changes on the frontend?
  3. Can the exhibitors/organizers make changes on the backend or do they have to involve your team for everything?

3. LIVE BROADCASTING AND RECORDING

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. Unfortunately, not all platforms offer these alternatives.

4. SOCIAL PROMOTION

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.

5. SPONSORSHIP

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.

6. TROUBLESHOOT AND CUSTOMER SUPPORT

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.

7. REPORTS AND INSIGHTS

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.

8. FEEDBACK AND GROWTH

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.

Questions to Ask Your Virtual Conference Provider

Conferences are set up with the mere purpose of bringing together like-minded groups of people to share their knowledge about a similar topic of interest or talk about industry trends. What makes this possible and successful at the same time, are the tools used to drive engagement and derive value out of the conversations and interactions at the event.

Hence, it is extremely important for your virtual event provider to keep in mind the objective of your virtual conference and equip you with all the necessary tools required to pull off an outstanding event.

questions to ask your virtual conference provider

Before you get started, here’s a set of questions you might want to inquire about.

1) WILL I GET A DETAILED DEMO OF MY VIRTUAL CONFERENCE?

Request a thorough demo of the platform to get a sense of what your virtual conference will look like. The demo will also help you test aspects like platform functionality, ease of use, navigation, visual quality and built-in features that are central to obtaining your event objectives. Getting the look and feel of your future conference is crucial and a custom demo is your first step to visualizing and planning a sophisticated virtual event.

2) ARE THERE ANY PAST EXECUTIONS THAT CAN BE SHOWN?

With many new solution providers pushing through the industry, you want to choose one that has worked with a diverse range of top organizations, executed a wide range of virtual conferences, and can provide you with one-on-one customization that best matches your event requirements.

Since vFairs has had the experience of setting up events for organizations, corporations and universities of all sizes, and is the highest rated virtual events platform on Capterra, we know exactly how to guide our clients and continuously innovate to meet their targeted KPIs.

3) HOW LONG IS THE SET UP TIME?

To ensure that your conference calendar stays on schedule, do enquire the average time it takes for the provider to set it up, from start to finish. Knowing this duration 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.

4) WHERE WILL THE VIRTUAL CONFERENCE BE HOSTED AND HOW SECURE WILL IT BE?

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 particularly necessary as your conference should be protected from data fraud, viruses, and crashing servers when the event sees bulk registration.

5) IS THE PLATFORM COMPATIBLE ACROSS DEVICES AND OPERATING SYSTEMS?

While your visitors will be accessing your conference using any/all 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 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 compatibilities.

6) WHO OWNS ALL THE DATA?

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.

7) WHAT KIND OF SUPPORT DO YOU OFFER?

You want to be sure that the solutions provider is not choosing a one-size-fits-all solution for you, and is instead going to deliver customized instructions across all phases from booth design, event layout, and marketing- in addition to delivering flawless execution and independently managing the conference planning and implementation without you having to oversee the set up every step of the way.

vFairs assigns dedicated project managers to all our clients as a key point of expertise so that all concerns are promptly addressed, objectives met, and you can run your conference with the best support team in the business.

8) WHAT ARE THE DIFFERENT ENGAGEMENT & INTERACTIVE FEATURES THAT ARE AVAILABLE?

This plays a huge role towards the success of your Virtual Conference. Other than planning and defining timelines and budgets, you want to attract, excite, and engage the visitors to leave the intended impact. Discuss if you want textual, voice or video chat-based functionality. Perhaps you want to have a live webinar to address audience questions or share market insights. Pondered over how important is a multilingual platform to you?

Be specific with how you choose to communicate with your visitors so that your virtual conference is remembered by all participants and ensure the platform you choose excels in those features.

9) WHAT SORT OF ACCESSIBILITY OPTIONS ARE AVAILABLE FOR DIFFERENTLY-ABLED VISITORS?

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:

  • colour contrast for visually impaired individuals
  • text size adjustment
  • page narration
  • webinars with subtitles
  • clear and straightforward layout for easy navigation

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.

10) WHAT TYPE OF REPORTS WILL BE GENERATED?

The vendor of your choice should not only excel at delivering a fantastic virtual conference or summit but provide reports that measure the impact of your initiative on your audience.

Your reports should also 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.

How to Host a Virtual Conference

The world is innovating at a pace almost as fast as light. Who wins and who’s left behind greatly depends upon those who act fast, and act right.

Even though virtual conferences have been in talks since quite some time, the world hadn’t really experienced the benefits of a tool that allowed them to network in the midst of a pandemic. The best part is, if done correctly, virtual conferences can be even more powerful than any traditional in-person conference.

virtual auditorium

Ensuring business continuity at a time when the world had been hit by the coronavirus, following are the steps to host a successful virtual conference:

Step 1: Define the Goal of your 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?

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.

 Step 2: Choose a Reliable Virtual Conference Platform

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.

Step 3: Find Speakers

No matter how valuable you think the topic of your conference is, the real catch for your audience is the speakers. Make sure you arrange speakers that your audience can relate to – they usually want to see what individuals with similar experiences have done to achieve success. Getting speakers on board is comparatively much easier in case of virtual conferences since this requires no travel – so go out there and get the best ones for your event.

Step 4: Create Quality Content

Your content speaks about your event, just as your speakers do. Learn more about your content strategy in the next section.

Step 5: Promote your Virtual Conference

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:

  • Social media (Facebook, Twitter, LinkedIn, Reddit, or any other platform your target resides on)
  • Email marketing using your existing mailing lists
  • Speakers’ sharing on their networks
  • Company employees sharing with their networks
  • A banner, pop-up, or snack bar about the event added to your website

Step 6: Do a Run-Through

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.

Defining your Virtual Conference Content Strategy

To setup 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 websites, social media platforms, newsletters and everywhere else your target audience resides.

A strong content strategy is vital to inspiring, informing, and raising awareness about your brand and its reputation as a thought leader in the industry.

1) Determine your event type and your client profile

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.

achieve business objectives

2) Plan the visual experience

(i) Landing page: For the event vendor to setup the virtual conference homepage, start searching for design inspiration (your vendor should be able to share ideas and templates) and brainstorm content for:

    • Title of the event: Remember to keep it short and sweet (and in-sync with event domain address)
    • Event date and timings (and time zone)
    • Content for homepage such as agenda, logos, FAQs, introductory videos: The landing page will be a summary of who is participating, what to expect, why visitors should participate and quick overviews of all things important for the audience to know. Ensure a power packed introduction that will motivate your audience to register without delay
    • Cover image and high-resolution logo for the event: Make your brand shine bright with a high-resolution cover image and logo, it’s like a flag your mark your territory with – quality is essential
    • Attendee Registration: Determine information fields you would like to capture on the registration form to setup form
    • Registration Communication: Prepare drafts for attendee correspondence (once an individual registers for your event, they will receive an automatic registration confirmation email and shown a thank you note).

event landing page

(ii) Lobby Design: The hub of all event navigation, the “Lobby” is the area your visitors will be routed to once registered and logged in.

    • Select display: Choose if you’d prefer an animated or static lobby and review available designs/samples from past events (Our recommendation: An animated lobby delivers a stronger “wow” factor to greet guests).
    • Decide lobby banners and logos (for e.g. if your exhibitors have paid extra to secure best logo visibility, their brand promotion should be prioritized over others).
    • Discuss customizations: Explore other possible customizations with your virtual career fair vendor such wall posters and visitor avatars that can be displayed.
    • Exhibitor Hall Design Similar to the lobby, the “Exhibitor Hall” in a virtual conference is totally configurable to cater to your content preferences including: a) Hall background image b) Booths layout c) Static staff avatars
    • Auditorium Design Gear up to explore auditorium design alternatives so you can add your logo/logos or customize virtual posters as needed.

virtual lobby renaissance

3) Piece Together the Content for Booths

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.

virtual booth

4) Plan out a webinar schedule

Webinars have proven to help marketers generate more qualified leads time and again and engage audiences. Especially as the world has recently switched to an entirely digital frontier, the demand, as well as the engagement at webinars has risen tremendously.

Creating a webinar schedule that accommodates the schedules of your audience as well as speakers is key to your conference’s success. According to recent trends, people prefer to attend webinars on Tuesdays, Wednesdays, and Thursdays. Moreover, as a rule, 11 a.m. to 2 p.m. are the best times to host a webinar.

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.

webinar schedule

Pro tip: To maximize your results, focus on providing a seamless user experience for your desktop and mobile audience, as well as generating high-quality evergreen content for future promotions.

5) Promote your event

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 complement and link every piece of content with a direct call to action.

event promotion

To learn more, read the virtual conference content strategy guide for 2020.

What Should You Be Measuring During and After a Virtual Conference

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:

  • Total registrations: while attendance is important, registrations can be just as useful. You can use the contact information that registrants submit in order to set up a database for marketing your business in the future.
  • Number of attendees: Once you have the total number of registrants, you would like to know how many of them attended the event. The conversion rate will help you determine the effectiveness of your marketing efforts.
  • Document downloads: At a conference, people are looking for information. The number of resources they consume will help you understand whether what you offered to them matches their needs, and hence, the value that they’re getting out of your virtual event. This information, as opposed to an in-person conference, assists in measuring your audience’s engagement.
  • Video views: streamable videos attract great traction by audiences, total video views per booth help in determining the exact impact of the visuals.
  • Chat volume: What makes any event a great success, especially conferences, is the engagement rate. With booths equipped with audio, video and text-based chat capabilities, interactions help understand the how hooked the audience is.
  • Total webinar attendees: An auditorium buzzing with activity is every host’s dream come true! Tracking participation can help monitor success, and enable comparison with preset event goals
  • Attendees per webinar: Measuring participation per webinar helps zoom-in to audience’s needs and interests to better prepare for future conferences and summits, topics of discussion and live Q&A sessions

virtual event reports and stats

How Much Does a Virtual Conference Cost?

When it comes to money, let’s keep things clear and simple. It’s a no-brainer that the costs associated with physical conferences are made up of:

  • Venue (bigger the capacity, higher the cost)
  • Catering
  • Equipment rentals
  • Printed marketing materials
  • Parking facilities
  • Travel and accommodation

On the other hand, a virtual conference sets off all the above expenses, just because it is held online. Not just being beneficial for organizers but cost effective for attendees as well. People save costs of travel, accommodation, and meals, simply by attending the conference from the comfort of their homes.

With so much convenience at such a less cost, we do not see people hosting virtual conferences just as a seasonal alternative in the future, but as a primary go-to lead generation method.

How Much Does a Virtual Conference Cost?

Your Virtual Conference: Key Takeaways

While 2020 has been full of surprises, event marketers, in the midst of all the unpredictable changes, have also not backed down. 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.

key takeaway

About vFairs

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. Get in touch with an expert to learn more about vFairs here.

Resource List

  1. Tips to Host a Successful Virtual Conference
  2. 5 Reasons to Organize Virtual Conferences
  3. 5 Reasons Why SMEs Should Host a Virtual Conference
  4. How to Plan a Successful Virtual Conference
  5. Virtual Conferences: 7 Benefits of Taking Your Conference Online
  6. Physical VS Virtual Conference – A Quick Comparison
  7. Why Should You Host a Virtual Conference
  8. Step-by-Step Guide to Move Your Conference, Tradeshow and Other Events Online
  9. Hosting a Virtual Conference – 15 Proven Best Practices & Tips
  10. Pros and Cons of Hosting a Virtual Conference
  11. How Virtual Conferences are Benefiting the B2B Segment
  12. Online Conference Content Strategy for 2020
  13. Features to Look for in a Virtual Conference
  14. How Does a Virtual Conference Work
  15. 7 Reasons Why MNCs Should Host a Virtual Conference
  16. Virtual Conference: Frequently Asked Questions

 


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