7 Tips for Hosting a Successful Live Virtual Event

Sarah Malcolm
So you had to cancel the big event you had planned. Everywhere you look, people are leaning on digital tools to keep the spirit of those events going using virtual tech. The ATYPICAL brand family has been hosting digital events for a few years now. We know digital events can work and help expand your reach! What do you need to host a virtual event that’s just as impactful as the real thing?

So you had to cancel the big event you had planned. Everywhere you look, people are leaning on digital tools to keep the spirit of those events going using virtual tech. The ATYPICAL brand family has been hosting digital events for a few years now. We know digital events can work and help expand your reach! What do you need to host a virtual event that’s just as impactful as the real thing?

#1- Keep it real

We are all dealing with circumstances beyond the normal. Be flexible and embrace the weird. Jimmy Fallon’s a prime example. He’s hosting his show from home, which includes his young daughters interrupting the broadcast. It’s made for some funny television, and it’s entirely in keeping with what millions of others are experiencing as they video conference.

So it’s okay if it’s not spit-polished. We get it. Roll with the punches.

#2- Plan, plan, plan!

Have a plan for everything, so you deliver the intended experience. Do they need event registration to join? How will your advertisers and supporters be included in the virtual festivities? What’s the best date and time for the majority of people to participate in your event?

And, remember to be ready for glitches. Live events have hiccups, and you better believe virtual events have tech troubles, too. Test everything and have back-up plans. If someone can’t log-in for a live event, will they be able to stream it later? Cover all bases!

#3- Pick the right virtual tools for the event

Zoom’s having a field day, but is video conferencing right for your event? Maybe not. A YouTube channel and a live stream might serve better. Or perhaps you need a way for people to chat with each other during an event. Use another tool, like Reddit,Slack, or Twitter. Create an event-specific hashtag and type away!

#4- Communicate like crazy

Set the expectations for the new event with your attendees. Let them know how the digital version will work, from the format changes to how they’ll engage with the event hosts and participants.

#5- Amp the tech up

Most of us have gotten away with our in-built webcams, but now that we’re spending more time on virtual, put some more effort into the digital environment.

Invest in a better webcam or microphone. Look at the background environment people are seeing. Some people have been pretty creative with their digital backgrounds. Also, consider your lighting and how to brighten the space.

#6- Stay engaged with the audience

Find ways to keep those participating engaged with the virtual event. On live streams, pause and ask for questions. If you’re using Facebook Live, check-in with the comments or give shout-outs. Create interactive content, like polling or quizzes. Ask people to send questions ahead of time or provide ways for contact afterward.Follow-through on those contacts.

#7-Promote like crazy

To drive traffic to the virtual event, invest in your marketing and promotion. What are people going to gain from being present during your event? Consider adding an incentive for being there virtually-live to get people to log on and participate. Use all the social tools at your disposal to get the word out.

Have questions about running a virtual event? We're happy to lend our expertise! Give ATYPICAL a shout.

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