Virtual Event Guide In 2020

About EventXtra

EventXtra is the best virtual event platform and event management software in Asia, which has worked with thousands of brands and powered more than 5,000 events in 102 countries, such as virtual trade shows, conferences, exhibitions, and many other types of online events.

Owing to the novel coronavirus, many events have shifted from offline to online. Virtual events have become a popular type of event in the mainstream. No matter corporations or small businesses also utilise virtual mode to organise events such as conferences, career fairs, business trade shows and so on.

As a matter of fact, hosting a successful virtual event requires the same attention and effort as the physical event. From the simple definition to the details of event planning, this guide provides an overview of how to organise a fabulous online event. Keep reading to learn more about this prevalent virtual event.

Definition of virtual event

A virtual event which is also known as an online event is an event that individuals would experience fully online, instead of gathering in-person. One of the major differences between the offline and online event lies in the fact that the latter allows attendees to join remotely from all across the globe without the geographical barrier and other physical limitations.

4 main types of virtual event

1. Webinars

Webinars is a form of one-to-many communication, which can also mean a presenter can reach out to a specific group of online attendees from a single location. There are usually some interactive tools such as Q&A for participants to exchange their ideas and thoughts through verbal or non-verbal communications.

2. Virtual conferences

Online conferences bear resemblance to webinars. The major difference is the scale of the event. The former usually include a large number of participants, whereas the latter targets a small number of attendees. Virtual conferences also involve engagement tools, helping the attendees capture leads and networking.

3. Virtual trade shows

Online trade shows can be regarded as a type of online exhibition where goods and services for a specific industry are demonstrated in different virtual booths. There are also some platforms which can support virtual reality booths that offer immersive and interactive event experiences. The platform needs to support multiple file upload,such as pdf mp4 and so on.

Related article: Comparison of 5 different virtual trade show platforms

4. Virtual career fair

Online career fairs can be viewed as virtual hiring events that are held online through a virtual platform where participants, namely the job seekers and the HR representatives from different corporations can connect and interact with each other so as to let the former get hold of the job information and openings.

Related article: What Is A Virtual Hiring Event And 2020 Virtual Career Event Ideas

Essential elements of a virtual event

Organising a virtual event encompasses various elements. Although it does not require food and beverage, the video connectivity and quality are crucial. Some indispensable elements are listed as follows.

  • Event page
  • Event registration
  • Live video stability
  • Interactive sessions
  • Recorded content
  • Feedback questionnaires 

Related article: 5 Essential Elements To A Successful Online Conference

Virtual event planning fundamentals

When you are running the events, it is inevitable that there might be some minor slips appear. As the saying goes, “an ounce of prevention is worth a pound of cure”. We should get ourselves well-prepared with a comprehensive event management plan.

To commence, you need to first ask yourself a few questions like what are the KPIs for the event and how to fix some connectivity issues? Setting up some contingency plans are of paramount importance, especially for abrupt problems.

Aside from that, as a virtual event organiser, another imperative point is to enhance engagement during the event. As aforementioned, how to facilitate interaction among participants becomes very important, since you do not want the attendees to feel tedious.

Once the pandemic is not over, the trend of the virtual event will last for a certain amount of time. Despite the fact that virtual events have some limitations in comparison to in-person events, it unprecedentedly breaks the geographical barriers and time constraints. During these turbulent times, event professionals should have already got used to this new mode of event.

Talk to our event specialist and see how we can assist for a successful virtual event.

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