When the world of events was turned on its head this past spring, event producers had to think quickly to pivot from in-person events to virtual events. But as organizations, meeting platforms, and the general public became more accustomed to engagement in the virtual world, event producers began strategizing about how to plan with future events having an optimal digital element to them, and realizing that pivoting into the world of virtual may be both cost-effective and uniquely engaging. If you have an upcoming in-person gathering of any size, Wizard Studios has the tips you need to ensure it is masterfully transformed into a stellar virtual event.

• Design With Needs In Mind

Let us be clear: when we use the word “need,” what we’re really asking is, “what’s the best way to design your event so that its execution best aligns with engagement of your event/brand/product before, during, and after an event?” Could your event engage your audience fully as an entirely digital experience? Or would it be better served in a hybrid world, existing in equal parts (socially distant) in-person and online? An event whose goal is an increase in brand awareness may not need an in-person element, but there are certainly more hurdles that a food or beverage company would face if it didn’t have an in-person element. So, begin with the thinking, “what does my event absolutely need?”

Take the time to strategize on a creative brief and map out the important features of your event, including an ideal budget, goals/metrics of the event’s effectiveness and reach, and (this one’s crucial) how sponsors can be sprinkled throughout the audience’s experience. Lastly, consider how to get and keep your audience excited about your upcoming virtual event on all online channels. Find an exciting hook from the event’s outset but keep the engagement and excitement building until it’s showtime! 

• Tweak Your Idea of “Engagement”

We hope it goes without saying, but especially for 2020 and beyond, you must always make decisions in the context of putting on the most engaging event possible. That being said, engagement in the virtual world will simply look different than what in-person event producers are accustomed to considering.

Although the format has changed, the individuals have not: they’re still people, and human connectedness is still our ultimate and shared goal. It doesn’t matter if you’re producing a small webinar for a dozen or an enormous online conference for thousands, you must have an intelligent and visual storytelling element to your design. Online meeting platforms and live-streamed services are becoming increasingly adept at utilizing audience polls, online quizzes, live Q&As, gamification features with a leadership board to highlight audience members that are most active, and ensuring that interaction between event leaders and attendees is active and consistent.  

• The Vitality of Networking Opportunities

Anyone who has ever attended an event in-person, in any field or at any time, has always appreciated the ability to connect with others in the field, grow their professional networks, and swap some business cards while discussing highlights from the day’s speakers and events. You’re likely already ahead of us, and yes, virtual networking opportunities are a possibility - and you’d do good to make sure they’re a dominant feature in your virtual event!  

There are plenty of virtual networking platforms that allow users to find individual, virtual breakout rooms and chat with others at your event. And although users may not be sharing business cards, they do have the ability to share social media accounts and websites so connections have immediate access to befriend, follow, and review portfolios from the comfort of their own home.  

In closing, keep in mind that turning an event from in-person to live isn’t simply turning on your computer’s camera and microphone and hosting a video chat. It is a thoughtful endeavor that involves considering accessibility from every angel. But keep in mind that, before COVID ever found its way into our day-to-day lexicon, there were companies that have been around for a while, working to bring live, in-person events into the digital world for years, and Wizard Studios is one of the best. So if you’re hoping to get started on transforming your event into an unmatched virtual one, contact the digital event pros at Wizard Studios today.