More and more virtual events are taking place in the world. Even some of the most important conferences have been partially or completely digitized, while companies have begun to evaluate the possibility of starting in this world to increase their reach and their client base.

Much of the success of virtual events is due to the fact that they are cheaper than physical events and generate a higher ROI. In addition, they can be the setting for conferences, fairs, congresses, product exhibitions, educational sessions and all kinds of meetings, thus simplifying the logistics work involved in these meetings.

Today, online events are expected to continue to have an important place in companies’ marketing strategy, even after the effects of the pandemic have passed. However, there are still many questions about virtual events, so we have proposed to answer the most common ones.

1. What is it and what benefits do we get from a virtual event?

A virtual event can be defined as a meeting held in an online environment. This type of event ranges from small talks and workshops to large conferences with thousands of attendees.

The most popular and frequent virtual events are webinars, educational sessions, and conferences. However, there are also others such as:

  • Fairs
  • Meetings
  • Workshops
  • Talks
  • Conferences
  • Trainings
  • Company celebrations
  • Product launches or exhibitions

To attend these events, people only need a computer or smart device and a stable internet connection. Unlike physical events, they do not need to move to a specific place, or travel or pay for accommodation, so they provide a more comfortable and enjoyable experience for participants.

This fact not only removes physical barriers for attendees, but also for speakers, sponsors and the company; so that everyone has the possibility to reach a wider audience and thus increase their reach.

Another of the great advantages of holding a virtual event is the possibility of building customer loyalty. Since there are areas for interaction with the company that strengthen the ties of the relationship.

In addition, when considering the current social context in which large meetings imply a health risk, virtual events represent the best strategy to reinvent yourself and therefore are considered the future of the meetings industry.

2. How can I start a virtual event for my company?

The first step in organizing a virtual event is to contact a company of organizers specialized and with experience in this type of online meetings, such as Pro Expo, based on specific objectives.

An experienced team of professionals will be in charge of the creative vision, planning, technical support and set-up of all aspects of the event. From managing and editing the platform to creating a digital environment 100% adapted to the style and language of the brand and to the needs determined by your strategy.

3. What characteristics must the company have to help me organize my event online?

The organizing company must have a team specialized in the management of virtual events, creative direction, technical support and video production.

Therefore, you will have trained personnel to build the briefing, plan and rehearse the activities, run the event and prepare a report on their level of performance.

4. How can I promote my event to get attendees?

To manage and launch a virtual event, event management technology is used. A set of digital tools that facilitate the administration of all aspects of the online meeting.

In this sense, one of the tools used to promote virtual events is marketing software that includes the programming of email marketing campaigns and advertising on social media.

To learn more about these tools, we suggest you visit this article on the importance of Event Management Technology.

Virtual Event and gamification

5. Once the event has started, how can I keep my attendees interested?

In virtual events, keeping attendees entertained and interested in the activity is one of the biggest challenges. Unlike physical encounters, if participants are feeling bored, they can easily leave the event just in one click.

One of the best methods to prevent that from happening is to apply gamification strategies. These are based on playful dynamics that increase the commitment and participation of users. We recommend you visit this link to know some of the most used and efficient ones.

6. How long is it advisable for each virtual session to last?

Virtual event sessions used to be 1 hour long. However, now it is intended that sessions last 45 minutes because people prefer to consume short, attractive and information-rich content without investing a lot of time.

In case you need to do longer sessions, make sure the content is interactive enough to keep your audience engaged.

As for the duration of the event itself, everything will depend on the organizer and the brands that sponsor it, and it can be a one-day event, a weekend or even lasting a week.

7. Am I interested in having sponsors? How could I get them?

To get sponsors, it is essential to show them the benefits they would get from investing in the virtual event. Above all, because sponsors need to be sure that they are making the right decision.

Therefore, the first step is to determine a persuasive sales pitch that includes:

  • Presentation of the event
  • Business objectives
  • Competitor analysis
  • Event branding
  • Unique selling proposition
  • Metrics that evaluate the success of the event

8. What information can I report to the sponsors to justify the success of the event?

The platforms used in virtual events allow collecting numerous data to calculate metrics and evaluate the success of the event. By analyzing these results, the weaknesses and strengths of the event can be determined, as well as orienting the future actions of the company in a better way.

Among the most important are:

  • Number of registrations
  • Reach potential customers
  • Comments
  • Interactions
  • Attendee satisfaction level

See what performance metrics cannot be missing on a final report by clicking this link.

9. What characteristics must the chosen platform have to hold the online event?

Whether it is a Virtual Auditorium, a Networking Lounge or any other type of online event, the platforms use shared tools and characteristics that guarantee a good user experience. Some of them are:

  • Real-time video
  • Instant messaging
  • Moderation options
  • Engagement activities
  • Post – event surveys

They can also include additional tools such as Q&A sessions, application sharing, and live interaction via social media. However, these are not essential as they depend on the nature of the event.

10. Do you have any examples that could serve as inspiration?

Recently, we had the opportunity to organize and carry out the first Laparoscopic Surgery Conference in virtual format. The event lasted 4 days and consisted of 16 hours of connection in which we did not have any glitches or technical failures.

About 1,000 national and international attendees gathered in a 100% online video conferencing platform that increased the scope of the event and welcomed all interested parties who were in other provinces and countries.

Attendees were able to connect with the event’s sponsoring brands through ad-hoc meetings and presentations held in virtual rooms. In addition, networking areas were created for participants to talk and exchange contact information.