Virtual Event

Similar to other regular events, a virtual event can take the form of global conferences, product launches, trade shows, concerts, classes and more. The only difference is that a virtual event can be hosted from anywhere, with an internet connection, without requiring your audience to present physically. By just tuning in via their smart gadgets, they can virtually participate, discuss, learn, play, etc.

Here we break down the pros of running virtual events:

No, the future is now. It has never been this clear that the current trend is all about remote participants. Due to the 2020 pandemic, physical distancing is the primary strategy to prevent the spread of contagious disease. Virtual events have made their way to the event industry and physical experience will soon be optional.

A right virtual event platform for your event will help you recreate the vibe of physical events through digital experiences. Unlike the virtual meeting software engineered for small groups to gather, a virtual event platform features more interactive tools and event room to house presenters and users separately. 

Here are 5 must-have key features of a virtual event platform:

Here’s a simple checklist for hosting a virtual event:

Yes, anyone with laptop, tablet or smartphone and a strong internet connection can join a virtual event. Once participants’ details are gathered and ticket payment is made, participants will be granted access and given login details ahead of the virtual event via either email or SMS, depending on the selection of participants during registration. 

Evenesis offers 2 packages for you to choose from. 

Standard Package can accommodate for 50 pax and above; 

Premium Package can accommodate for 1000 pax and above.

Here are highlights of the curated solutions:

Both works as there are merits to both options. Live virtual sessions allow instant interaction between speakers and attendees while pre-recorded virtual entertainment is effective when synchronisation is crucial, for instance, musical performance. In addition, the incorporation of logo or animation can be done on pre-recorded content. In short, you may select either one or both at your convenience.

No worries, Evenesis has got you covered! To keep your attendees involved and engaged at all time, use our interactive features. Our virtual event platform allows you to do live chat, live Q&A & live polls during your virtual event. Moreover, do enlist passionate speakers or talents to keep their interest high.

There is no exact answer as it depends on the types of your virtual events and the quality of experience you offer. However, many studies have suggested the 20-minute rule of audience attention span. In other words, we recommend event planners consider 4-to-6-hour events with 15 to 20 minutes per session, not to mention, the breaks for refreshment, to combat virtual event exhaustion. 

Yes, there should be no compromises when finding your event venue. Be mindful of where your event is being broadcasted from as it can make or break an event and leave a lasting impression on your event guests. It doesn’t only serve as the backdrop, but also helps to ensure the smooth running of your event.

Here are 7 important things to consider when selecting a space to run your virtual event:

It will be based on your goals but here are some KPIs that can be a good gauge.

Since you are saving on travel, accommodation, food and beverage, a good virtual event platform is the only real cost worth thinking. Not to forget, the extra features or tools you would like to add on to enhance the event experience. The price can be anywhere between RMX,XXX to RMXX,XXX. Get in touch with our virtual event experts to learn more.  

A virtual event platform is a gateway to seamlessly organise events virtually. It transports a live event in the virtual space or hosts a live event digitally with help from supportive technology that ensures that the event experience is nothing less than a live event. Software applications are engineered to extend the interactive online experience and both live and recorded sessions create immersive in-person and remote get-togethers possible.

A virtual events platform has proven to be a boon in pandemic times as not only has it saved businesses by supporting thousands of virtual events but also come out as a very feasible alternative in many ways.

• While in-person events are expensive, virtual events are cost-effective. They save on the traveling cost, there is no reason to rent an event space, the cost for hiring staff and catering services is also saved.
• Virtual venues that cost next to nothing are providing alternative experiences.
• The facility for remote connections has made the world come closer. Virtual solutions have also solved the time differences with recorded version of the event.
• One-point virtual platforms allow every activity to be channelled from one source making analyses more inclusive with a wider opportunity for measuring success.
• It also offers hot leads on what the buyers and attendees are viewing, who are they connecting with, and what resources are they downloading, and this data is available to all exhibitors.
• Engaging in-person is undoubtedly a close experience but virtual connections are not a bad substitute, they are certainly safer given the time and the social distancing protocols.

Events are integral to marketing strategy for every industry and with the pandemic, corporate bodies have transferred their marketing goals to virtual event platforms. This has undoubtedly resulted in a wider outreach especially when they have taken the help of Evenesis, that virtual event platform that has responded with refreshing results despite impediments from the pandemic.

Evenesis broadly classifies all events under eight common types:

• Virtual Conferences
• Webinars
• Virtual Summits
• Online Training/ Courses/ Workshops
• Virtual Reality (VR)
• Online Talk Shows/ Podcasts/ Stand Up Comedy
• Hybrid Event
• Live Consultations/ Giveaways

Evenesis advocate that it is important to identify the type of your event, your target audience and which type of virtual event can benefit your business. The features of the Evenesis virtual event platform largely construer

• Online Registration System
• Onsite Support
• Virtual Event Platform
• Videography, Sound, Lighting, LED, Drapes & Rehearsal
• Integrated Online Payment

The goal of any conference is spreading and sharing knowledge and whether that is done in-person or virtually is immaterial. The most significant reason for hosting a virtual conference is to meet like-minded people and industry peers. A virtual conference has a wider coverage where people from all over the globe congregate to share common disciplines in the same field.

A virtual conference is the best way in which they find the opportunity to exchange their knowledge. These could be techniques on the new type of equipment, some unpublished data that uses the conference platform to reveal its research and finding, an introduction with leaders who share their vast experience with the audience. A virtual conference offers ready feedbacks on your paper and presentation. You may get some insights that will help you find a different perspective on your research.

In-person conferences allow more approachability but the same can be achieved to a large extent in virtual conferences too.

This is a great platform that allows you to learn beyond your periphery of knowledge. Helping you to professionally develop it aids in advancement in your career. Enhancing both professional and personal development, virtual conferences can be recorded and watched later to gain tangible expertise on a topic.

Virtual conferences demand some amount of planning. Here is a step by step guide on how planning a good conference will help bring the expected returns.

• The first step to planning a successful conference is deciding on the platform. Choose a virtual conference platform like Evenesis, which has a single point operation and facilitates virtual conferences, customer registration, and webinars. host multiple attendees/ participants send automatic email reminders and notifications, engage the audience through various tools, share screen, files, has a messenger chat tool, offers analytic reports instantly, and is capable of recording the event, live-stream with facilities of pre-recorded content. Marketing and team collaboration tools can be integrated along with hardware options like camera and highly sensitive microphones.
• Decide on the subject(s for discussion. Include a panel of 3-5 industry experts..
• The attendee registration form plays an important role with address information, knowledge on the speaker/ panelist, conference schedule, website and social media link of the company, details on the demographic information (age, gender, location).
• Promoting your conference is important. Choose the relevant social media channel for promoting your conference highlight.
• Create a conference social media page to encourage engagement with regular posts and discussions on forums.
• Make sure that your platform is providing security with password protection.
• Have a relevant event background. You can highlight the conference logo and create a ready recognition.
• Include live polls and surveys. Include Q&As. Have small breakout rooms for virtual participants. Make small groups for brainstorming sessions.
• After the conference, do not forget to follow up with the attendees.

• A virtual conference, just like an in-person conference, is the foundation for innovation and growth. The conference should be customer-centric while also meeting the professional and aspirational goals of the company.
• Think differently by creating virtual venues for the marquee speakers. You can arrange for after conference virtual programs and events to keep the guests entertained and engaged.
• Registration is the place from where your conference picks its revenue. Make sure that the revenue keeps coming in.
• Keep the good work of engagement active, and keep finding ways and means to attract the attention of the attendees with valuable content.
• Analyze the virtual conference and share the success and results with significant guests.
• The analysis will also help you decide and evaluate for creating better future events.

Event technology is the heart of the virtual event.  From online tradeshows to webinars to live-streamed conferences and performances — technology makes it all possible. But what are the essential tech tools you need to plan a virtual event, drive registrations and engagement, and run the event seamlessly? Here we look at the top 10 virtual event technology tools you need to put together events that excite, entertain, and educate.

No longer a temporary solution, virtual conferences are here to stay.

• Choose a virtual conferencing platform like Evenesis that offers the facility to multi-register for multiple speaker sessions.
• Helps you to design your website that displays your event schedule and offers detailed information on the conference with schedule, session, participating vendors, and list of sponsors. The site will also have a space for ticketing.
• Marketing and promoting is an essential component of the virtual conference. Marketing the conference through various channels like Facebook, Twitter, Linkedin and Instagram depending on the type of your conference.
• Our support team is available all the while till the virtual conference lasts. When you host a virtual conference make sure that you have someone on standby to answer queries that guests will have while attending the conference.

• Understand Your Audience
• Define Your Format
• Choosing a Platform
• Choosing a Time and Date
• Choosing a Host/MC
• Market Your Event

Though there are many virtual conference platforms available, look for the one that fulfils your demand. A one-point app, Evenesis, is the wisest decision that you could take when you plan to host a virtual conference.

Supporting the basic requirements of:

• Webinars
• Virtual Summits
• Online Training/ Courses/ Workshops
• Virtual Reality (VR)
• Online Talk Shows/ Podcasts/ Stand Up Comedy
• Hybrid Event
• Live Consultations/ Giveaways

We help you in building connections and generating leads for future events. You can build brand awareness, share information through videos and blogs. We support multiple sessions. Evenesis records high-quality live stream sessions that you can watch later. You can connect with sponsors and attendees and also get a complete analysis of the virtual conference. Using the Evenesis virtual conference platform will offer a refreshing take to your conference and you and your attendees will find this user-friendly platform to be a rewarding experience.

The pandemic has unleashed the power of a virtual event and shown to the world that even if the world shuts down the virtual world is there to take the business forward. Expanding borders and creating flexibility, virtual event platforms can do so much more. Let us understand the most essential contributions.

• Tailor events to your audience demand in websites, event app, emails templates etc with branding opportunities.
• Integrates communication channels and engagement mediums like automatic social media updates, email and SMS blasts.
• Integrates online payment with safe payment gateways.
• Offers online support for troubleshooting.
• Most importantly supports analytics and reporting through database management and posts event analysis.

Selecting software for your virtual event is the most important step you take towards a successful event. The quality of your software and its ability to support a seamless event from registration to post-event analysis makes your software instrumental in scaling the event to new heights. Therefore, selecting the right virtual event platform is mandatory. Choosing the right platform demands some amount of thinking.

• Your event platform should be able to register for the event as a whole and in sessions and send virtual tickets.

• It should fulfil your goals of either forging new connections or generating leads from your event.
• If the event is about building brand awareness then the virtual event platform should share information and educate participants on the brand quality through videos, blogs and other communication omnichannel strategy to widen registration.
•   The virtual event platform should be able to support multiple sessions
• The software should be able to record live stream sessions and impart the opportunity for watching later.
• It should embrace sponsorship opportunities and connect sponsors with partners and also enable proper management between them.
• It should allow engagement and networking at every level.
• It should be able to create a truly integrated virtual event experience that engages all in a single advanced one-point virtual event platform.
• It should be able to enhance and grow with the requirement of the virtual event.

A virtual conference, like a live conference, is an interactive knowledge-sharing event. Bringing people to a single platform from an industry with common goals, interests and expertise. It is a way of making people connect through networking, learning and planning for the future.

Similar to in-person conferences, the virtual conference has keynote sessions, breakout sessions, panel discussions, presentations that engage with the online audience just like in-person conferences.

Virtual conferences now achieve the same goals for any industry and are quite indispensable to the function they perform.

Networking

Virtual conferences are a great way to bring together key individuals from the same field of specialization. The virtual conference platform is the perfect space to form partnerships and network.

Helps improve skillset and knowledge.

Influential keynote speakers add diverse workshops with smart presentations. They help scale the learning graph by improving performance and knowledge.

Career and research development

If you host a virtual conference it raises your profile and brings your research in front of a new audience who are related to your sector. It also allows conference hosts to shape their research at its nascent stage for they get to witness the papers first. Participating in or hosting a virtual conference enlightens you with discussions and learnings for the future projects that you hope to undertake.

Financial benefits 

When you host a virtual conference, it helps to boost your organisation’s profile, adds credibility for receiving research grants and other benefits. It opens the scope for future research opportunities.

• Execution is the most important and crucial stage of the conference. This is the stage that bears fruits of all the hard work that is put in. Therefore, while hosting the virtual conference, make sure you take note of the following points:
• Have a complete blueprint of your conference.
• Chalk out the technologies that would be required for your event
• Make sure that the conference is mobile optimized.
• Have an agenda with a timeline assigned to it.
• Make a list of the expenses that the virtual conference would entail.
• Marketing strategies like Email marketing, Blog Marketing, Social media marketing, listing on popular event sites, paid marketing are important for the promotion of the event.
• Test everything before you open to the audience.
• The virtual conference content should be professional and engaging post updates on social media.
• While the virtual conference is unfolding start collecting and sharing your analytics with key guests and speakers.
• Stay active in online community and engage with the participants.
• Record the presentation, people who may have missed a session at any point can watch it when they are online.
• Use an attractive and high-quality landing page announcing the highlights of the conference.

Technology is the basis of all virtual conference take a note of what is required.

• A single virtual conference platform

A one-point virtual platform like Evenesis that channels every requirement to host a virtual conference single-handedly.

• A virtual website

The virtual conference website will initiate registration and showcase the event agenda. Link with the social media pages. Provide a complete biodata of the speakers with keynotes and links to their website. Optimized to the search engine the site will be accessible to online searchers.

• Event registration technology

Bridging the gap between the marketing and the virtual event, the registration system will be an intuitive, mobile-friendly, secure and seamless.

• The event app to be downloaded on the mobile will offer event information and updates from time to time.
• Networking

Exchanging knowledge, participating in surveys and polls.

• Live-steaming software

The live-streaming option in the app will help you see the keynote speeches as and when they are delivered. Training seminars, product rollouts etc. can be shared on YouTube Live, Facebook Live etc.

• You would require Digital Video equipment, tripods and lighting equipment

Webinars would require a virtual platform with video facilities.

• A reliable Wi-Fi connection

• Zoom
• Microsoft’s Team
• Evenesis
• Skype for Business
• ezTalks Meetings

• The selection of the topic for the virtual conference is important chooses a topic that your audience wants.
• Select the right virtual conference platform
• Keep your attendees engaged and busy with a ‘wow factor’
• Test before the conference takes off to minimize glitches
• Promote the Event
• Use Augmented Reality to take the conference a step ahead

• A successful web conference mostly demands a seamless virtual conference platform. Let us discuss the other essentials.
• Make use of the Evenesis video conferencing facility.
• Have the alternative for an audio dial-up system if the internet connection is not that strong in many places.
• Test the technology again and again before going live.
• Ensure that the faces are visible and images appear clearly.
• Set clear objectives and use an agenda to set the conference ground rules, break sessions, mapping the entire flow.
• Minimize the length of the presentation. Understand the requirements of screen sharing video sharing options for each presenter
• Use icebreaker sessions and create interpersonal relationships. Make each person welcome and a part of the virtual conference. Assigning facilitators or moderators for the task is a great way of achieving it.
• Interaction is the key, call people and engages them in the virtual conference.
• Capture real-time feedback through the app and the and advanced tracking systems offered by Evenesis