How to make a virtual event a success

A virtual event can easily lead to a lack of immersion and emotion. However, these criteria are the key success factors. In addition, interactions on digital events are very limited. After a year of health woes, we’re all experiencing “Zoom Fatigue”! In fact, these devices require a lasting effort to maintain one’s attention, a need for concentration that one is not always prepared to provide! Let’s review the conditions for a successful virtual event…

What is a virtual event?

A digital event is an event that can be accessed through a website dedicated to your event. It brings people from a distance together in a physical space versus a virtual environment. We also talk of digital or 2.0 events.

What are the events that can be digitized?

Almost all events can happen:

  • from conference to seminar;
  • Through conferences, corporate evenings and fashion shows;
  • But Open Day, Inauguration also…

To learn more, click here: Different Types of Virtual Events.

Benefits and limitations of digital events

Under the supervision of an event project manager, 2.0 Events has several benefits:

  • Benefit from a larger reach and audience than face-to-face – especially internationally;
  • Reduce carbon footprint especially by limiting travel;
  • Get data to measure event performance.

Conversely, the experience offered may become limited and the feeling and closeness may be lost.

Why does a digital event limit participants’ immersion?

What are the important factors to keep in mind while organizing a virtual event?

Strong tendency to scatter alone in front of your screen

It takes an average of 12 minutes of concentration time for an adult on a task in front of his/her screen.

And there are many stimuli to be distracted: smartphone notifications, receipt of an email, slamming the door, multitasking…

Alone in front of virtual event screen

feeling of not being seen

When we engage in a physical program, even if we are bored, we cannot get up and go.

Conversely, alone in front of your screen, there’s no stopping the thread of conversation if you’re bored.

lack of visitors to the site

An event without an audience limits the impression of “participation”. Thus, this feeling limits the importance given to the event.

lack of common space

The lack of a unified physical space prevents participants from holding the event in memory.

Partial presence of other participants

A lack of closeness to help and general social micro-cues produce a lack of empathy. As a result, this deprivation creates a passivity that affects attention.

screen immobility

In addition to the “zoom fatigue” syndrome, focusing the camera on faces limits the integration of the received information. And staring at someone all the time requires very close attention.

As we can see, on a virtual event, the focus is at the center of the subject.

This is why the stakes for a digital event are twofold:

  • Capture the attention of participants in digital meetings;
  • Maintain this focus and motivate them to participate till the end.

How do you attract and retain the attention of online participants?

1 – Organize your digital event on the TV set

Without a physical location or audience, 2.0 Meetings limits immersion. On the other hand, hosting it on a TV set is successful in anchoring your event, as it gives the TV studio audience the impression of being immersed in a real universe.

A TV set provides natural decorations and opportunities for digital visualizations:

  • You can match it to the format of your event: comfortable living room with comfortable sofa and armchair, TV newspaper-style tray with desk and high stool, kitchen equipped for home-like event…;
  • This decoration will give atmosphere to your digital event in relation to the image of the company;
  • These scenes can be personalized with the colors and identity of the company;
  • They are also updated according to the content and speakers.

Thus, this rhythm and this setting rekindle the interest and attention of the participants throughout the event.

In some video meetings, the camera is focused on the faces thus causing fatigue and disinterest.

A TV set provides professional equipment. And, by offering multiple camera shots, streaming is more dynamic and rhythmic.

A quality image and sound also facilitates monitoring of interferences.

Thus, a TV set participates in the online audience experience.

2 – Design your business virtual event like a TV show

A virtual event is not a simple copy and paste of a physical event. Therefore, it is important to pause the event to retain the attention of the participants.

What device to provide to clock it:

  • Video and sound dressing to structure Unfolding with jingles, credits, transitions, synths;
  • The breakdown of the event into different sections to promote achievement;
  • relatively short sequence and many subjects;
  • For example breaking the plan to give the public an opportunity to manage obligations. In this way, the audience “absorbs” the content better;
  • Speakers with high added value – schedule the most famous speakers at the end of the event;
  • Presence of a facilitator to give fluidity and energy to the interventions.

This presenter also helps to encourage the participants to take action. In fact, they may not look at the screen permanently, but certainly listen to the exchanges. Thus the facilitator would be able to “re-integrate” them into the event.

3 – Offer content that attracts attention

12 minutes is the time to focus in front of the screen. Therefore it is necessary to provide suitable content to attract and retain everyone’s attention.

Materials for the virtual event

Also, some audiences are part of the zapping generation that needs to be constantly stimulated. Used to jump from one material to another, they must be “fed” with different types of material.

And do not forget that online, they can disconnect very quickly and without “complex”!

What type of material to consider?

  • Optional content formats: Interviews, Reports, Animations, Images, Surveys, Reviews…;
  • Different from media: images, illustrations, infographics, videos, powerpoint graphics…;
  • Favor short formats. Eliminate unnecessary information to avoid overwhelming your audience;
  • Tell a story to generate feelings, reactions, and memories;
  • Prefer fast, original and targeted content. Truly bored viewers will attribute this disappointment to the company.

4 – Engage your digital device audience

The one-sided top-down discourse with the physical phenomenon has ceased. This is even more true for digital episodes.

In fact, each participant should be concerned both collectively and individually. Like meditation, interactivity is at the heart of virtual meetings.

Several tools exist to generate exchange and engagement:

  • cat is a condition;
  • More fun, there are the following animations: Quiz with Live Answers, Word Cloud, Challenges, Voting, Voting, Ranking, Gauge…;
  • Other ice breaking and recreational activities: Selfie, Mood, Wall, Logo, Post-it…;
  • Depending on the theme of your program, you can also plan recreational workshops.

5 – Offer networking

At a physical event, meeting is essential. This is also true for a virtual event. By providing access to participants’ profiles, event platforms foster discussion.

networking virtual event

Thus, provide the possibility of networking during your virtual events.

  • private courier services;
  • chat discussion;
  • Discussion Forum;
  • Meeting room for networking appointments…

And why not one virtual happy hour » Dedicated to networking. This tool will allow you to enhance the conversation around the event.

6 – Communicate before, during and after

It’s important to publicize your virtual event, and especially encourage your guests to participate. So plan a teaser campaign by:

  • Disclosure of certain speakers or shared content;
  • Show more preparations behind the scenes;
  • interview offer;
  • Illustration with photos and videos from previous seasons…

Maintain a bond with your guests before the event. Don’t hesitate to remind them the date and time of the connection. And without forgetting the connection URL:

  • a few days before your 2.0 event;
  • 1 day ago;
  • same morning;
  • And an hour beforehand to make sure they connect.

After your event is online, submit a replay, then thank attendees. Also, don’t forget to analyze all your participation statistics for:

  • Confirm the achievement of your objectives;
  • Get to know your audience better;
  • Optimize your next event.

Read this article to learn more: How to measure the success of a virtual event?

7 – Emotion at the center of your virtual business event

Emotion is essential to anchor your event: it will provide your audience with a memorable experience.

Any virtual device must integrate a “real” emotional component. A TV set, an impressive visual, storytelling and interactivity will contribute to this.

You can also:

  • Distribute personalized boxes to your participants to open only on D-Day. These boxes can be a cocktail party or a gift. Why not an accessory for everyone to wear. Or even a wellness element … In the colors of your event, this tool will surprise and bring human warmth and closeness;
  • Design a rich and unique theme that resonates with your goals;
  • Create festive and sensational animations;
  • Offer a live exchange with a personality, an influencer or other VIP.

More tips and advice

The health crisis has rocked the event industry. The solution to the impossibility of meeting physically is digital. However, participant experience is necessary to deliver a memorable event by focusing on 2 key factors: attention and emotion.

Recent Articles

Related Stories

Leave A Reply

Please enter your comment!
Please enter your name here

Stay on op - Ge the daily news in your inbox