The pandemic continues to strike at the heart of businesses and consumers. With the recent rise of the Omicron variant,
and discussions regarding future lockdown beginning to circulate, we must ask ourselves: how can we shift our upcoming in-person event to the online sphere? Just because your event is now broadcasted through a screen, doesn’t mean it can’t be engaging and informative! In contrast to a full day of conferences, dinners, and meetings, an online format allows you the opportunity to court networking opportunities from further afield. It also allows you to hear from valuable attendees that might have otherwise been unable to make the event.
Simply put, an in-person event made online doesn’t have to be a bad thing. And here’s how to make a seamless shift between the two.
Defining an online event
Shifting your upcoming in-person event online can take many forms. A live broadcast, a pre-recorded conference, or an event hosted through a webinar platform. We’d personally recommend the webinar platform: webinars can last over an hour or more and allow for events to be enjoyed on a global scale. You can charge attendees to join your webinar event as you would in-person or offer the event for free! The ability to host a concurrent Q&A, present live or pre-recorded videos, and keep the webinar up long after your event is finished are all exceptional benefits of the webinar platform. Evidently, switching online has untapped benefits for you and your event.
The Essentials for Online Event Planning
It makes no difference whether you are planning a business conference or a cultural festival, what actually counts is the real-time live broadcast of the performances of entrepreneurs and the coordinated networking between participants. As most of the events take place on the official page of websites, it is possible to do online event planning due to the courtesy of specific software for webinars. Though your event is going to be held online, regular attendees, speakers, organizers, and exhibitors make up most of the participants. Thus, you can say that the overall concept remains the same whereas the only difference lies in the form.
Here is what you must do to turn an offline event to an online event.
1. Decide the type of entry to your online event
Just like in the case of an offline event, the participants do have to reach the right place to attend an online event. Though the admission might be free or paid, as per the decision of the organizers, the participants may be offered one of the following most popular types of entry.
• Open entry
There is no ticket or any other financial contribution on the part of visitors involved in this type of entry. Anyone interested can attend the event.
• Invitation only
This type of entry makes the event exclusive as only those who are personally invited can attend it.
• Registered members only
Here, the participants have to get themselves registered on a specific website before the event, though the organizers never earn money on the tickets.
• Special passes
With a VIP pass, your participants can have access to unique experiences which they would miss otherwise with the usual ticket.
It is noteworthy that if you want to ensure lead generation and expand your contact list through your online event, you will have to make your participants fill out a form with their required details in order to gain access, even though you are holding a free event. It all depends on what you want in return from your future attendees. However, if you are going with a paid event, ticket types will be almost the same as in the case of offline events.
2. Set your metrics and goals to track
Beyond all doubts, metrics matter. So, these must be relevant, for only the measurable objectives are crucial for managing any project. Doing so before the event will help you a lot know what kind of data you should gather and analyze during and after your event. Likewise, first set clear, meaningful, and attainable goals and then divide your team into specific groups and assign them particular tasks. Only then you can say that every matter is being taken care of seriously. Remember, never focus on the so-called vanity metrics that never give you the real picture of your business actions though they are very easy for you to track.
3. Communicate maximum that you are moving an event online
Whenever moving some event to online, you must inform your potential attendees about its new form and also provide them with a short description about it. This is very much essential because the biggest power of the digital world is its approach and communication beyond borders.
In order to reach your target audience properly and effectively, you must choose a channel to communicate with them. You may email those on your contact list and inform others via your social media profiles. Another effective way is to attach a URL to redirect your potential attendees to your website where you can make a full description of the event available all the time.
4. Move registration online
There is always a threat that your messages may remain understated due to some lacking in the communicational process. So, it is most effective if you move your registration process online to ensure the things most. You may create a landing page with registration forms if you want to simplify the registration process. You will be able to redirect all interested in taking part in your event to your website with a URL. This way, your official page will get visible to those who have never seen it before. Besides, it will also generate qualified leads and boost the conversion rate.
Think about the fundamentals, and change plans accordingly
There are fundamental qualities that both an in-person event and an online webinar share to a certain degree. By observing these fundamental qualities, you can decide exactly how you want to shift your in-person event online; what needs to be changed, excluded, or prioritized. Here are some similarities, and differences, to bear in mind.
Both platforms require good, targeted, and effective marketing; your audience needs something to look forward to! You must send out appealing and informative invites for both, also.
However, content is king for an online event: in fact, the content is your event. Make sure you have engaging sessions planned, presentations that relate well to the overall aim of your event, and powerful keynotes to keep guests hooked. Your attendees must feel like they can still contribute, perhaps with a Q&A or dedicated live chat. Just because you’re online doesn’t mean your event has to be lonely.
We do warn you, however, that shifting to a virtual event might be a lot more work!
In-person events can draw attention to unique, fancy destinations and the lure of in-person networking; networking where your prospective employers can see your face and engage with you on a personal level. When we say content is king for an online event, we mean it. Content must match your chosen segments and must get a positive virtual response. Providing content online is the most difficult shift, with obstacles such as WiFi and poor connection sure to get in the way.
The Final Wording
In-person events allow for multiple content options to be perused as and when your guests would like. This couldn’t be more different online. Decide what you want to offer, when, and how. Your online event is guaranteed to be as showstopping as your in-person one.