Hosting Your First Virtual Event

Learn the ins and outs of hosting a virtual event and understand the benefits of taking your event online.

There's no denying that virtual events are a big part of our present and future. Right now they are one of the only ways we can gather in large groups for meetings, conferences, training and presentations. If you're thinking about hosting your first virtual event, read on to understand both the benefits and the extra considerations that are involved.

First things first, you may be wondering what kind of events can be hosted online? The answer: almost anything! Over the last two years we have seen virtual events explode in popularity, and they're not just being used in the corporate world. Sure, you've got your meetings, webinars and conferences, but there are also live concerts, fundraisers, product launches and much more. Apple is a great example; they have been live-streaming their product launches for years in order to reach the widest audience possible.

Expanding your reach is one of the key benefits of virtual events. Without capacity limits to worry about, or large overhead costs that need to be covered by getting people through the door, you can focus on reaching those who your event will resonate with the most. The other key benefit of taking your event online is safety. Virtual events eliminate the risk of Covid-19 spread by allowing people to attend from their own homes.

Once you've chosen the type of event you're going to host, there are a few things to consider:

  1. Format

What format is your event going to be? Options include panels, individual presenters, Q&As, open discussions etc. The format will influence the number of people involved and which platform you choose for your event. A panel or presenter can be broadcasted to a very large group of people with interaction kept to a minimum, whereas Q&A or open discussion formats may involve smaller groups that have the ability to interact during the event.

  1. Platform

This leads us directly on to platforms; Zoom, Microsoft Teams, Vimeo, YouTube, Skype, Facebook Live - the list goes on! Platforms like Zoom, Teams and Skype are perfect for meetings, webinars, Q&A's and other events where participation is encouraged. Vimeo, YouTube and Facebook Live can be used to stream presentations and conferences to large numbers of people, but have limited options for interaction. Some of these platforms also allow you to charge for tickets. Once you know what type of event you are hosting, you can choose the platform that best suits your purpose.

  1. Where to Host Your Event

The great thing about hosting a virtual event is that it can be done from anywhere in the world. However, presenting to hundreds or thousands of people over the internet can sometimes lead to technical difficulties. We've all experienced being in an online meeting and all you can hear are fragments of conversation because the internet is cutting out. You want to avoid these kinds of issues at all costs when hosting your event, and who better to help you than the fantastic events team at Trustpower Baypark?

Hosting your virtual event at Baypark will give you access to modern meeting and conference rooms for set up, state-of-the-art audio visual technology and knowledgeable staff to help you operate your event on the day. Don't risk leaving things to chance, contact us today to start planning your fantastic virtual event.

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