The online format of events has firmly entered our lives in recent years. Virtual events can be held in any format, moreover, they help to expand the geography of guests.

Formulation of the concept

Defining goals

This can be: increasing recognition, presenting novelties, training, lead generation for sales, audience expansion, networking organization, increasing audience loyalty, and so on. Specify the final performance indicators of event tasks and the timeframe within which results need to be achieved. For example, if the goal is to attract subscribers on social media, determine the specific number of new users needed.

Topic selection

The event's direction should be interesting and useful for participants. A specific theme will allow for a logical narrative structure, attract experts as speakers, and create a target audience or potential clients from the viewers.

Identification of features

The event's characteristic features include its format, number of participants, duration, and venue. This will help determine the resources needed for the event in advance and ensure quality technical support. It is also important to indicate the openness of the broadcast: it can be available to all interested parties or have restricted access through pre-registration.

Program development

The successful conduct of an event is built on a rich program, interesting speakers, and engaging content. Therefore, it is necessary to develop a script where the order of presentations, slide shows, and possible activities to engage participants are defined: musical breaks, voting, host speeches, and so on. Pay attention to alternating live content and pre-recorded presentations: viewers usually value live broadcasts more.

Also, it is important to ensure moderation so that spammers do not disrupt the broadcast during the online event. In addition, moderators will help speakers or viewers to navigate the platform's tools: start recording or screen sharing, ask questions, leave comments in the chat, conduct polls or voting, and much more.

Event preparation

The stage includes checking the technical aspects of the event. Ensure the proper functioning of the internet connection, turn off unnecessary devices and programs that may overload the network, as well as sound and notifications on the device. Test the camera, microphone, and screen sharing, as well as check for background noise and other issues.

It is also possible to gather experts before the event to rehearse the script, make adjustments to the program, explain technical nuances of the online platform, or communicate any changes. This will help speakers adapt to the conditions and deliver a higher quality presentation to the audience.

Planning will help avoid delays and errors in conducting the event, which will strengthen the company's image and increase audience trust. If you lack sufficient experience in conducting online events, contact "Aventura" company. Specialists will ensure high-quality organization of a virtual event through their experience, professional equipment, and qualified staff.

Technical support

Before holding an event, it is important to organize participant registration. Data collection can be done through filling out a form on the event website or on social networks. Determine in advance what information about guests you will need so as not to make the form too long: people do not want to spend a lot of time writing detailed answers.

The choice of platform depends on the required set of tools. Some platforms offer a limited list of capabilities while others offer an extended range of options, sometimes going beyond regular video conferences. Gamification, on-demand access, interactive features, and other add-ons can work in favor of the event: engaging participants, demonstrating technical expertise, emphasizing the company's image, and ensuring comfort for viewers and speakers. It is also possible to set up broadcasting on multiple channels: company website, streaming platform, and social networks.

Another advantage of an online meeting can be networking: create a common chat for event participants in a messenger, social network, or on a special service. This way you can engage viewers by asking them questions, monitoring feedback from them, suggesting topics for discussion, and so on. Don't forget to establish communication rules and introduce hashtags for easy access to relevant information.

If your goal is to adapt a regular event to an online format, several factors need to be considered:

• number of cameras;

• lighting options;

• area of the premises;

• number of speakers in frame;

• appearance of background and overall transmission picture.

Attraction of participants

Effective promotion of the event involves creating a portrait of the target audience and choosing suitable channels for disseminating information. The latter include email newsletters, content on social networks, collaboration with bloggers, targeted and contextual advertising, media, and other marketing tools. It is also important to carefully consider the design of materials: they should reflect the brand's corporate style and the status of the event, as well as provide necessary information about the time, name, format, speakers, and venue of the event.

If you need high attendance, it's better to focus on attracting participants in advance. Regular reminders about the event will help reach a wide audience and prevent potential viewers from forgetting about the event. Additionally, maintaining interest in news about the event can be achieved through a step-by-step disclosure of details, conducting live contests or extended giveaways of invitations, gifts from sponsors, and other presents.