There were no public gatherings in 2020 due to the COVID outbreak. Events ranging from festivals to family functions were affected. Virtual events eventually replaced canceled events. As the world became more virtualized, we soon realized that there are many benefits to hosting events online. You are probably here to know about hosting and planning a virtual event. Following these steps can set you up for success.
· The sweet spot is 60 minutes
DJ Will Gill suggests that an ideal virtual event should last no more than 60 minutes to ensure the highest level of engagement and entertainment. Through an online contact form I have, I ask guests for a count, time zone, and expected event time. I usually receive inquiries that list two to six hours!
Even though school virtual parties can last for hours of a straight DJ set, I always recommend sticking to an hour for corporate clients with responsibilities to take care of.
· Organize an interactive and engaging event
Successful virtual events involve two-way communication. In this way, both the presenters and the guests participate and enjoy the online event experience.
User submissions such as Q&As, polls, and live chat provide great insight into the program’s popularity. Utilizing Zoom’s spotlight feature is a terrific way to engage your participants and ensure that they feel part of the event. Using breakout sessions to break teams into smaller groups effectively increases engagement and improves face-to-face interactions during large-scale corporate events.
Bring some variety to your virtual event planning. In addition to music, videos, speeches, and acts, there are trivia games and other short activities that can be included. Make it more than just a visual meeting.
· Avoid ignoring the elephant in the room.
We are in the middle of a pandemic. Our planet is facing numerous challenges. A virtual event cannot be passed off as better than a live in-person event. Try to make the event more interactive rather than making it more dramatic.
Go into planning your virtual event, calling it an online virtual event. However, an online party does not have to revolve around masks and hand sanitizer. In other words, do not oversell an online event as the event of the millennium.
· Choose a popular platform to host your virtual event.
Virtual event platforms hit an all-time high in 2020. The most popular virtual event platforms are Zoom and Instagram Live. However, many others have become extremely fun to use, but they require the user to be technically savvy. Streamyard, Wondershare, and Vmix are several popular options.
You can run your virtual stream on these platforms. All you require is to get a bit used to them. You can go viral within days by understanding their features and how the platform’s logarithm works!
· Consider using The 7 Minute Psychology.
Nowadays, people don’t have much time to watch hourly long virtual events or podcasts. Instead, they prefer to watch shortened clips and segments per segment. Keeping each segment, act, and event under seven minutes is the trick to a successful virtual event. When you don’t follow this protocol, it is here where you’ll lose the attention of even the most active virtual user.
· User incentives.
A statement like this is underrated. Audiences care a lot when they get to know their host cares towards their viewers, and he includes their audience’s incentive in-between their talks on the topic. Try to make feel your audience comfortable and show you care about the topic of discussion. Your ideas and concerns should be aligned with their thoughts. If you want virtual event attendees to stay at your event for longer periods, you’ll need to reward them for staying on screen.
· Get your guest speakers ready.
When having guests in your online event, keep guest speakers on a tight schedule if your virtual event offers them. Prepare questions beforehand, and keep their topics short and to the point. Instruct them to follow precise guidelines. A Q&A session works best when guests submit their questions in advance.
· Set up a virtual team of tech experts.
DJ Will Gill always has at least two virtual tech experts working behind the scenes when planning a virtual event for clients. There is a team running spotlight, monitoring chat boxes, and screen sharing. As emcee for the virtual event, this allows me to be focused and engaged in real-time with the guests.
A dynamic and engaging event is what you want. Don’t exceed 60 minutes per segment, and allow no segments to be longer than 7 minutes, likewise, for virtual corporate events and online DJ parties. Ensure everyone from the vendors to the toastmaster is prepared, properly rehearsed, and on time.
Prizes will attract a high turnout, and guests will stay on the call longer if prizes are involved. If you need examples of timelines or ideas for virtual events, you can contact me here.