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How to plan a virtual conference

Virtual Events Platform hybrid

 How to plan a virtual conference

With virtual events becoming the new normal, many people are asking the question, how do I plan a virtual conference? There are many things that need to be considered when planning an event, especially when it’s moved virtually. Follow these useful steps to plan a successful virtual conference. Are you ready to find out how to take your conference online?

 1. Define your goals

Firstly, you want to define your goals. Ask yourself, what do I want the attendee to walk away with? Does this align with my business goals? How will you specifically measure your success? You want to have a clear picture of what you want to achieve from your virtual conference. It’s important to understand the ‘why’ whenever you’re hosting an event.

2. Identify your target audience

Secondly, you want to establish who your target audience is? There’s no point targeting individuals who have no interest in your industry as it’s a waste of time. Creating a buyer persona presents all key preferences and needs of your dream audience group for your event. By doing so, you will know exactly who you’re targeting and will be able to promote on the right channels.

3. Plan

Plan, plan, plan! Planning is essential for any event. You need to take into consideration every little detail! As it’s virtual, you won’t need to worry about location as much as you can host it from the comfort of your own home. However, you will need to consider the virtual side of it. What platform do I host it on? What audio and camera equipment do I need? Do I need a green screen? Hiring an events company can take the hassle away and leave you plenty of time to prepare for the actual event. In addition to this, you will need to plan speakers at your event, outline how your event is going to go and prepare a clear schedule.

4. Equipment

Ensuring you have the correct equipment for your conference is crucial as the whole event is counting on it. Firstly, you need good audio equipment as nobody is going to be engaged if they can’t hear you properly. Secondly, Camera quality is a must! You must have a good camera to ensure that the quality of the event is to a high standard. Lastly, you want to ensure you’re hosting your virtual conference on a reliable platform to ensure everything goes well.

5. Promote 

When it comes to any event, you need to make some noise on social media to draw your audience in. Create a landing page for your event so your audience has all the information on the event which they may need and knows how to get tickets. Prepare a social media campaign and keep your audience up to date. Share the schedule of your event on so your audience knows exactly how the day is going to pan out. Email your audience with offers and discounts. Ensure your speakers are making as much noise as possible on their social platform on the run-up to the event.

Let’s wrap this up…

Planning an event is never easy, it is very time consuming and a lot of work goes into it to ensure it’s perfect. Why not get us to take the hassle away and host your virtual conference? We have the expertise and the equipment to ensure your event is a success! Get in touch with a team member today!


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