The present-day virtual events must be engaging, professional, and have high success rates to meet their demands. Here are a few tips for hosting impactful events. Read more https://bit.ly/3IcTuju

1. Tips for Hosting the most
Engaging, Professional, and
Successful Virtual Events

2. INTRODUCTION:
With the pandemic, a new lifestyle began.
Networking took a shift from face-to-face
conversation to talking to web cameras.
Although it started with preliminary virtual
meetings, now the industry showers the
audience with several benefits like automated
management systems, easy networking,
marketing, distance working, etc.
Since virtual events offer a variety of options,
people, marketers, and event organizers prefer
it even after the lockdowns.

3. The virtual events increase the conversion rate by up to 52%
and attract a large-scale audience worldwide. 93% of event
marketers, according to Bizzabo, plan on investing more in
virtual events in the future. But to keep this stake high, it is
crucial to focus closely on the quality of virtual events.
The present-day virtual events must be engaging, professional,
and have high success rates to meet their demands. Here are a
few tips for hosting impactful events.

4. TIPS TO HOST
ENGAGING EVENTS
Hire Entertainment:
Almost half of the present marketers have
already invested in virtual events. With this
assurance, virtual events grow to be a part of the
future, and the increasing audiences expect a
virtually refreshing experience. Hiring an
illusionist, improv performer, or using art shows,
comedy shows, virtual concerts as fillers can
boost engagement. .

5. Virtual exhibition halls can be entertaining while
letting you exhibit your services, products, or your
sponsorship’s market.
The Length and Arrangement
of Your Sessions:
Studies suggest events with short sessions
within the time limit of 25-30 minutes are
optimal to hold the audience’s attention. Short
and informative sessions are more impactful.
Create your content in a more confused and
attractive way. For example, a short video
presentation, animated slides, etc.

6. Instead of focusing on preaching the content, try to involve the
audience and make them interact with the host and within
themselves. Enable private chat options and regulate a steady,
fun, engaging flow of interactions.
Align your agenda in an engaging order. Adding interludes like interactive
sessions, breaks, and entertainment in between construct a relaxed
schedule. Ensure that the event is informative and, at the same time, not
exhausting. Juggle the programs of your event and mix them up in a way
that takes your audience on a roller coaster ride. This helps to keep them
engaged and at the edge of their seats until the end of the event.

7. Send Virtual Bags:
This is not a novel concept for
marketing and maintaining customer-
employee relationships. Sending gift
baskets is one of the classic moves
that would never die. You can
improvise virtual events by sending
digital props required for the event, an
invitation card, or an incentive with
discount coupons. Another classic
gesture is dining – send over pre-paid
food delivery voucher coffee gift
cards.

8. Shopping vouchers, wine tasting, giveaways from sponsors can
also be made into virtual event bags. This helps the audience feel
welcomed.
Engagement Boosters and Fillers:
One of the primary reasons why people go for virtual events is engagement options.
Event industries strive to include advanced features in simplified forms like
augmented reality, 3D backgrounds, booths, gamification features with leaderboard
challenges, etc. And they have been incredibly successful in implementing them with
personalized landing pages, avatars, curation sessions where the audience browse
through and chooses their event. Some basic but effective engagement fillers like
polling are proven to be very productive in recent times.

9. TIPS TO LEVEL YOUR EVENT
UP TO A PROFESSIONAL
STANDARD:
Hire Proficient Professionals:
The host- You can hire a professional speaker
MC who is very familiar with basics like eye
contact, attire, camera angles, etc. Choose the
speaker with an ability to keep the audience
engaged, well-informed, and the proficiency to
influence the audience’s thoughts and behavior.
This way, your event will inspire the viewers and
keep them well-connected with the content.

10. Moderators- A moderator facilitates the whole event
by guiding through the timeline, troubleshooting,
conducting interactive fillers, supporting speakers,
and solving audiences’ problems or queries. This
way, you can focus more on content delivery without
dealing with any minor issues alongside. According
to Markletic, the second-largest share of the budget
is spent on speakers and moderators after the
platform. This shows the importance of the same in
the virtual event industry.

11. Virtual events rely solely on technology and
network connectivity. Having a backup platform
ready for any unexpected switch for exceptional
cases and emergencies is wise. Hiring a
moderator takes off the burden of looking after
the minor issues that might occur in an event.
But providing them with a solid back plan is
essential.
Event decorators- Professional decorators
are experts in color psychology, bringing a
balance and symmetry to the environment,
visual communication, etc.

12. They also handle accommodating space, slots and costume selection,
and stage decoration. Their designers can also pop up a sense of
uniformity in branding and co-design the graphic elements of the event.
Inclusive and Accessible Events:
An inclusive team comes with several perks. From basic requirements like
providing live captioning to drafting accessible content for the event, inclusivity
includes everything. Inclusivity looks after the accessibility for physically and
cognitively impaired audiences. It also eliminates differences like age, gender,
size, religion, geography, race, sexuality, etc. Hire a sign language interpreter as
a part of your team, use big and bold formatting to mutualize access for the
hard-on-learning audience, be unbiased, and include illustrations inclusive of
different cultures and gender.

13. Customize your registration forms with an on-demand
accommodation facility. So, that you can identify and
communicate with the audience with special requirements
a couple of days prior to the event. Follow up with them
before the event, list out their needs, and develop
alternative solutions. Providing the materials beforehand,
for example, the presentation slides prepared for the given
event, can spare some time for the attendee to familiarize
the content.
Inclusivity also influences the way we articulate
our content. Hire a trained speaker or train your
host to use inclusive languages on all grounds.
Do quality checking on the content before
hosting for a holistic view.

14. Shoot your event from a studio:
The studio is an easy hack to make an impeccable
professional first impression. They serve with
multiple advantages in both virtual and hybrid
events. Live streaming, green matte keying, multi-
camera coverage, broadcasting, audio/video quality
are some of the grounds covered by a studio. These
can make your event look professional on many
levels and render better experiences. Studios like
StartWell, a Toronto-based studio, incorporated
features like presentation space, bar, and lounge.
The CEO of StartWell says he works to build an
experience where the attendees feel like they are
sitting together with other participants in real-time.

15. Promotion and lead generation:
According to Markletic, 45.7% of marketers want to
generate pipelines. It begins with creating a brand
image that enhances brand awareness, association,
and loyalty which, in turn, increases the convention
rate and gains the organization a customer with
lifetime value. All these begin with a strong PR and
marketing team. Besides an active social media
presence with engaging sessions, there are marketing
strategies and incentives to spread awareness. Paid
promotion, the partnership expands your audience
circle as well.

16. According to Markletic, 45.7% of marketers
want to generate pipelines. It begins with
creating a brand image that enhances brand
awareness, association, and loyalty which, in
turn, increases the convention rate and gains
the organization a customer with lifetime
value. All these begin with a strong PR and
marketing team. Besides an active social
media presence with engaging sessions, there
are marketing strategies and incentives to
spread awareness. Paid promotion, the
partnership expands your audience circle as
well.

17. TIPS TO LEVEL YOUR EVENT UP TO A
PROFESSIONAL STANDARD:
Choose an optimal venue and time:
The venue differs as per the requirements of the event. It is best to
have a stage with a podium for an award-giving ceremony. In
comparison, a platform that seamlessly presents your screen for a
graphic-designing, a workshop is enough. Choose an optimal venue
based on the nature, demand, and audience scale. Check what kind
of camera and audio/video production work you require and compare
it with your chosen environment.

18. An optimal time is the peak time for hosting your show. It is unlikely to
conduct a virtual musical concert on Tuesday afternoon or a workplace
discussion on Sunday.
Thus again, it varies based on your event requirements. However, weekends are
the best time to expect more show-ups for most recreational events. According to
the ON24, 2020 webinar benchmark report, mid-week attracts the highest
percentage of audience towards webinars. The best hours to conduct an event on
weekdays is said to be 1-30 pm, just after lunch.

19. Know Your Audience:
A basic understanding of your audience helps set
event goals, come up with an appealing topic,
maintain viewership, etc. Navigate your bar low or
high by closely monitoring your audience’s
behavior and pattern. For example, evaluating the
effectiveness of a new feature or a new strategy
in marketing. The more receptive your audience
has been towards your incentive, the more
successful it has been. Social media keeps
growing to be the second most potential forum for
promotion and marketing. Thus, holding up an
intact social media presence can help bridge the
gap between you and your followers.

20. Spend Time in Event Planning:
Frame an agenda- List out the unavoidable occurrences of your event and
discuss how and where to include them in your program. Does your show attend
to its sole purpose? Does it include all the required sessions? Could your program
schedule exhaust your audience? Or have you organized your event in a relaxing
and engaging timeframe? Your agenda-setting must answer all these questions
with a practical solution.
Scripting and storyboard- Write a two-column script with the video
and audio elements. Time every action of your schedule, for
instance, an introduction for a couple of mins, followed by a
presentation video for an extended introduction- mention its duration.

21. A script can guide you throughout the event while sticking up with a plan.
You can also storyboard the program highlights to anticipate and overlook
how the event turns out to be.
Spend money on the right platform- The majority of the budget is spent
on the platform because the right place for your event can do wonders.
Virtual event platforms are highly secured with software and customized
features like registration and ticketing sites, digital analysis and reporting,
advanced engagement tools, etc. The right integrations make the forum a
one-stop hub that looks after all steps involved in event management. For
example, registration, marketing, agenda-setting, tracking audience, data
backup, and everything addressed in one place.

22. Choose a platform that is compatible with all devices, records your events, provides
captions and transcripts, allows you to stream pre-recorded video. This makes the
process of repurposing your content easier. G2 marked a 2,777% remarkable
increase in virtual event platform while reviewing. The number of platforms hiked up
from 15 to 119 within ten months in 2020.
Post-event brainstorming:
Once the event is over, break it down and scrutinize its performance. Identify what
worked and what did not. Rely on the digitally analyzed reports for post-event
brainstorming. Compare the recent statistics of your market to your current status
and set your goals in small steps to reach ultimate success.

23. Maintaining an amicable relationship with
the attendees increases the retention rate
and probability for word-of-mouth
advertising.
After the event, ensure to reply to their
comments as quickly and politely as
possible.

24. Any event can not be professional without
meeting its basic and foremost
requirements. Captioning service is one
such inclusion.
Check out CaptioningStar services for
providing timely, precise live captions or
captions for pre-recorded videos in your
flexible schedule with utmost
professionalism.

25. ADDRESS
108-44 63rd Rd, Queens, NY 11375, United
States
PHONE NUMBER
+1 707-200-4628
EMAIL ADDRESS
Info@captioningstar.com
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