Virtual events have become an indispensable part of every organization’s work structure. Thanks to the virtual event platforms, planning and hosting virtual events have become easier than ever. Though every organization has already entered the virtual sphere, there are still a few left that are planning to do so. If you are one of those and looking for a guide to help you with the steps to plan a successful online event, we have got your back. 

Here’s a detailed guide covering the simple steps you need to follow to plan a successful virtual event: 

• Understand Your Audience: 

The first thing you need to ensure while planning an online event is having a complete understanding of your audience. For this, you need to have an idea and an objective that you want to accomplish with your event. Along with this, have a solid grasp of what interests your target audience group. For example, now that the world is going back on track, you should know if your target audience is still interested in attending events online. Apart from that, you should also know the things and topics your audience is interested in. You can conduct research and study the behavior and interests of your target audience. Make use of your social media channels or other methods, such as emailers for the same. Ask them questions about your virtual event and brand. It will help you get a clear understanding of what your audience wants from you. 

• Select an Event Format: 

The next step you need to check on your event planning checklist is selecting an event format. There are various formats you can choose to host your event. However, it totally depends on your event objective, target audience, and the subject of the event. For example, if you want to connect with your employees over a casual update session, we suggest you host an online town hall meeting. Whereas, if you want to have a meetup with your fellow professionals, host a virtual conference. Whatever format you choose, ensure it goes well with your event objectives and its subject. To make things easier, you can study and research the kind of events your competitors are hosting. Ensure you do something different than them; monotony bores the audience. 

• Schedule the Event: 

Though you don’t need to worry about geographical constraints with virtual events, date and time still carry the same relevancy. You need to keep certain factors in mind while choosing the date and time of your event. Also, if you are targeting a global audience, ensure you keep all the time zones in mind. Along with it, bear in mind that nobody would like to take a break from their daily lives and work just to attend your event; it is a different thing if yours is a huge event. So, try and plan it on weekends. However, if it is an in-house event, schedule it during the weekdays; we are sure your employees and organization members have a personal life as well. 

• Pick a DIY virtual meeting platform

Moving ahead with your virtual event planning, the next step you need to follow is picking the most suitable virtual conference technology. One thing that you need to bear in mind is the platform you will be using can literally make or break your entire event. Hence, experts suggest that you should conduct very detailed research, know the platforms your competitors are choosing, and compare a few options before making the final decision. Don’t make the decision in a hurry; always have a few months in hand so that you can think and then land on a name. 

• Select a Host:

Now that it is a virtual event, the only person who will be interacting with the audience on your company’s behalf is the host you will choose for your event. We are sure you wouldn’t want to go wrong with the choice of the person who will literally represent your brand. Hence, select a host who is an efficient communicator and can manage things in difficult situations. Though you can have a professional host for the same, we would suggest having someone from the organization since they will have more understanding of your company. Also, in case things go wrong, the latter would handle things more efficiently. 

• Promote Your Event:

Not many understand, but promoting your event is as significant as planning and executing it. The reason behind this is very simple. No matter how popular a face you had as your keynote speaker, would it even make sense if you didn’t have enough of an audience? Make sure you have enough days in hand so you can market your event properly. You can use different ways and strategies for the same. Leverage your social media, use paid media tools, traditional methods of advertising, etc. for the same. 

If you are planning a virtual event, you can blindly rely on this checklist. One thing that the organizers need to have in mind is that every step is important to execute a successful event. If you wish to make it an unforgettable event, make sure you don’t skip any of the steps mentioned above.