Comprehensive Walkthrough on Transitioning Traditional In-Person Gatherings to Online Events
Recreating the Virtual Conference Experience:
In the wake of the COVID-19 pandemic, businesses have gone digital to maintain connections with customers and stakeholders. Rather than meeting in person, events now take place online, providing a safe alternative for participants. But how does one create a successful virtual conference? Here's a guide on designing unique online events and delivering remarkable experiences using digital tools.
Virtual Conferences: Best Practices
For years, businesses have used virtual events to communicate with customers, employees, and stakeholders. The pandemic, however, accelerated the transition to online events as a necessity for maintaining social distancing. Tech giants like Facebook, Microsoft, Google, and Zoom have adapted their services to cater to this new reality, enabling marketers to create interactive virtual events.
Real-Life Virtual Conference Examples:
- Domo, a Utah-based BI and data visualization company, canceled its physical Domopalooza event and opted for a digital alternative. The online event was accessible in both live and on-demand formats.
- IBM transformed its annual Think event into a new Think Digital format, broadcasting content dedicated to COVID-19 recovery and innovations. The event featured live Q&As, expert chats, essential skills workshops, and live-streamed business conferences.
- The Open Compute Project (OCP) will hold its Global Summit online, offering an interactive experience comparable to the original event, complete with workshops, panel discussions, networking opportunities, and more.
Advantages of Online Conferences
Virtual conferences offer numerous benefits compared to in-person events:
- Global Access: Virtual conferences can be accessed from anywhere in the world, eliminating travel constraints.
- Easier Management: Organizing an online conference requires less work compared to booking venues, arranging accommodations, and providing catering.
- Cost-Effective: Online conferences are more budget-friendly as they eliminate the need for venue rental, food, and beverages.
- Focus on Content: Eliminating operational hassle allows event organizers to concentrate their efforts on creating high-quality content.
- Reusable Content: Online conferences can be recorded and repurposed as engaging content for blogs, social networks, and customer pitches.
- Environmentally Friendly: Going virtual reduces pollution and waste, signifying companies' responsibility to the local community.
Ideas for Virtual Conferences
With physical events off the table, businesses are looking for innovative ways to engage their audience. Apart from the traditional webinar, here are some ideas for virtual conference types:
- Host an online workshop or class series
- Conduct in-depth interviews with industry influencers
- Organize a Q&A session with customers
- Livestream a virtual conference or trade show
- Employ immersive technologies (AR/VR) for a unique virtual experience
- Showcase product demos and presentations
Tips for Creating a Remarkable Virtual Conference
1. Define Goals and Objectives
- Clearly identify the desired outcomes and objectives of the conference to provide a clear focus for planning and content creation.
2. Select the Right Platform
- Choose a virtual conference platform based on your goals and audience preferences. This may include specialized event platforms or popular video conferencing tools.
3. Ensure Interactivity
- Incorporate interactive elements like live polls, chat rooms, and breakout sessions to engage the audience and foster a sense of community.
- Use visual content like slides, videos, and infographics to support presentations and maintain audience attention.
4. Pre-Event Engagement
- Build anticipation and excitement among attendees by sending out teasers, creating a social media buzz, or hosting pre-conference webinars.
5. Rehearse Technical Aspects
- Thoroughly test the technical setup, including audio, video, and internet connectivity, to ensure smooth delivery.
By following these tips, businesses can create memorable and engaging virtual conferences that effectively utilize digital tools to capture and engage their audience.
Technology plays a crucial role in facilitating the success of virtual conferences, as tech giants like Facebook, Microsoft, Google, and Zoom have adapted their services to cater to this new reality, enabling marketers to create interactive virtual events. Additionally, immersive technologies such as AR/VR can be employed for a unique virtual experience during conferences.
