Want to host but not sure where to start? Here’s how…

2020 has proven to be the year of going virtual. From school, work, church, and concerts, everyone seems to be logging in instead of showing up at the door and for good reason too. Covid-19 cases are still rising in the U.S. every day. That’s why the CDC recommends hosting virtual events in place of in-person gatherings for the lowest risk of spreading the virus. 

So how do you go about holding your own virtual event? Here is a quick guide that will walk you through the process step-by-step.

Before the event 

First, you should consider the cost of the event.  There’s a good breakdown for what to expect in pricing for platforms, editing, and other elements needed for a virtual event right here

Then, you need to pick a platform. The right one may vary depending on the type of event you’re hosting. Some event experts recommend platforms such as YouTube Live and Facebook Live for live-streaming.  For virtual conferences, event company Accelevents  has a detailed list comparing top platforms.

Experts with Forbes also say not to forget about other logistical aspects such as the number of attendees and the schedule the event will follow. 

During the event 

Now that you’ve planned and set up the event, it’s time to actually hold the event. Experts tell Forbes that audience engagement is an important factor of a successful event. They recommend including Q and A sessions, breakout chat rooms, and other ways for the attendees to actively participate in the event. 

Another aspect you need to think about during the event is tech support. How are you going to handle any technical difficulties you or the attendees may come across? Event company LAI Live recommends  doing a test-run of the event or having a virtual event producer help run the event and troubleshoot problems.  Another expert writes in Forbes, to have a FAQ page to help attendees solve problems.

After the event

However, the work is not done once the event is over. You still need to get feedback from your attendees to see what worked and what didn’t. Send them a quick survey after the event. If you’re stumped on what to ask, self-service ticketing platform Eventbrite has some suggestions like why the attendee came to the event, what was their favorite part, and would they recommend it to a friend.

Holding a virtual event doesn’t have to be scary. With the right amount of research, planning, and communication, your event can run smoothly.