Everything You Need to Know About Online Events

July 29, 2021 · 8 min readGetting began with online occasions? Whether youre planning a virtual event from the outset or spending plan constraints are pushing you to consider brand-new options, this guide will help you get started.The world of event marketing altered considerably when in-person networking events, conferences and trade convention were cancelled due to the worldwide pandemic and lots of organizations moved their employees to the remote workplace. Sales groups worldwide had to shift gear, take what they learnt about in-person outreach, and use it to virtual selling. Occasion online marketers needed to explore new platforms and engagement methods to keep the flow of leads coming. For those that might quickly adjust, online occasions became the brand-new standard in a time when we couldnt meet and network in person.Some remote workers have actually currently been recalled to the office, while other sales and marketing groups are picking to stay digital-first. Lots of have actually found success in running virtual occasions ⏤ driving leads, and making connections efficiently online at a considerably minimized expense to their in-person equivalents. With the shift, a concern stays, will T&E and event budgets be reallocated to in-person occasions and conferences once again? We anticipate that the future holds area for both choices. Attendees will always want to link live and face to face, but weve shown online events work, and they will not be going away whenever soon.This implies that if you have not hosted or went to an online or virtual occasion yet, you definitely will and soon.So if you are looking for a way to drive leads and pipeline through hosting or going to virtual conferences or online events, then this guide is for you.Contents1.What is an Online Event? 2. The Benefits of Online Events3.Types of Online Events4.Virtual Event Platforms for Online Events (and Other Useful Tools)4.1 Beginner Online Event Tool: Zoom4.2Entry-Level Virtual Event Software: HeySummit, Big Marker, and Hopin4.3 Virtual Event Platforms for Conferences and tops: INXPO4, 6connex, and on24.4 Video Marketing Platform to Host On-Demand Sessions: Vidyard5.How to Run Online Events: Before, During, and After5.1 Before Your Online Event5.2 During Your Virtual Event5.3 After Your Virtual Event6.Best Practices for Online Events6.1 Choose Your Speakers Carefully6.2 Focus on the Content6.3 Get Your Sales Team Involved6.4 Use Personalized Video to Follow-Up with Attendees6.5 Think About Offering Virtual Event BagsWhat is an Online Event?Online occasions, likewise called virtual occasions, are simply that: Events with a particular date, time, and agenda but which occur in a virtual area rather than a physical one.Online events generally live both offer and on-demand discussions and, in lots of cases, give individuals the chance to connect with other occasion attendees in a web-based virtual environment.When it pertains to organizations, virtual occasions can consist of things as little as a webinar and as comprehensive as a whole virtual conference. In some cases these change in-person events and, in other cases, theyre a supplement to IRL (thats “in-real-life,” in case web acronyms arent really your jam) events.The Benefits of Online EventsContemplating holding an online event and unsure if its worth it? The list of advantages is prolonged, even under standard scenarios. Include in the brand-new digital-first landscape, and a couple more advantages sign up with the currently long list.Save Money: Virtual occasions are more cost-effective, both for hosts and attendees. Hosts dont have to spend for a costly place or use a budget plan to get staff on-site. Save Time: Online event hosts conserve time on setup and planning. Guests conserve time on travel and dont need to fret about making out-of-office arrangements.Expand Attendee Base: Because virtual events only need a device with an internet connection, theyre broad open to almost everybody. More individuals can quickly participate in online occasions with minimized concerns around health and wellness, time commitment, occasion, and budget location– including worldwide attendees who might be too far away to make going to an in-person feasible.Expand Potential Speaker List: Likewise, lowered commitments for a virtual occasion might likewise make it easier to get speakers, particularly if your event includes a mix of live and pre-recorded sessions.Continue Driving Leads and Pipeline: The material you produce for online events can be gated and used on-demand or repurposed and recycled in other ways throughout the year– implying these events are the presents that keep returning to businesses.Reduce Risk of Outbreak: Of course, this one is on everybodys minds. In a time when numerous companies have restricted employee travel and others have actually moved to a remote work environment, virtual occasions make it easier for your occasion guests to still get value from your material without fretting about getting ill or spreading out germs.Fast Forward Virtual Event On-DemandHear from some of the best in the biz about how theyre making it through and prospering in this brand-new digital reality.Watch NowTypes of Online EventsLike in-person events, virtual events vary in size and complexity. Here are a couple of typical types.Webinar: A single online session that can take the form of a speaker discussion, panel, etc.Online Event (a.k.a. Virtual Event): A series of online sessions, which may or might not consist of interactive aspects (such as audience Q&A). Online Conference or Virtual Summit: A more extensive virtual event that simulates a lot of the qualities of an in-person event, consisting of virtual networking opportunities, virtual cubicles, and more.Use Vidyard to Host On-Demand WebinarsHost, manage and share your on-demand webinars and virtual event content.Sign Up FreeLike anything, there are purpose-built virtual event platforms out there. If your business is planning to do a complicated conference or host online occasions often, this might be right for you.If youre still dipping your toes in the virtual occasion area, do not have requirement of advanced abilities, or have a modest budget there are also a lot of other software and tools that let you do what you need.There are a few things to think about when picking software to power your virtual event: How many sessions do you want to run?Are you planning to do live sessions, on-demand ones, or a hybrid of the two? (For circumstances, a live keynote address where guests can connect with speakers, surrounded by on-demand sessions.)What do you desire to happen when the event is “live” vs. when its “over”? Do you want your virtual occasion to be gated or ungated?What online occasion experience do you prepare to create for attendees? (For circumstances, does it include virtual cubicles or networking chances?)Whats your budget?Keep in mind that tools to power your online events can vary in expense drastically; lower-cost services start at under $500, while full-blown options with all the bells and whistles can run you upwards of $40,000 per event.Beginner Online Event Tool: ZoomIf youve had a video call anytime in the last five years, chances are youve utilized Zoom. However did you know that Zoom could also be utilized as a webinar or virtual occasions software?When planning your event, you need to first decide whether a Zoom meeting or a Zoom webinar is the ideal setup for your online event.Heres a breakdown of the distinction in between a Zoom conference and a webinar.Zoom Meetings: All participants can talk and share their webcam video. Conferences are great for smaller groups and higher interactivity, such as when youre holding a team catch-up or contacting a client or prospect.Zoom Webinars: These are best for events where a little number of presenters are engaging with a large body of attendees. Webinars grant hosts more control over how participants engage. Webinars likewise allow numerous other functions that arent included in Zoom meetings.A Zoom webinar gives you the choice to transmit throughout social channels with Facebook Live and YouTube integrations. Its a fantastic solution for relaying live sessions, but youll need to handle your own workflows for event registration, releasing on-demand material, and interacting with attendees.Learn from the ProsRebecca, Content Strategy Manager at Vidyard, uses Zoom to record and stream a live interview on Facebook Live and LinkedIn for the program Behind the Scenes.With the Vidyard for Zoom combination, any meeting or webinar that you record will instantly publish to your individual folder in Vidyard. From there you can repurpose the content and manage from previous online events. Share the complete recordings for on-demand gain access to or pull from the video to develop smaller sized videos for social media.Easily Connect Zoom and VidyardSave Zoom recordings directly to Vidyard.Learn MoreEntry-Level Virtual Event Software: HeySummit, Big Marker, and HopinPopular for running webinars, tools like HeySummit, Big Marker, and Hopin are software application alternatives for companies who are still increase their online occasion efforts and pondering more substantial options.These tools usually permit you to have unrestricted speakers, simplify participant registration, demand guest feedback, established sponsors, and more.Many use the option to run multiple-day occasions with lots of sessions. Solutions like HeySummit, Big Marker, and Hopin are great alternatives for a turnkey virtual event.Virtual Event Platforms for Summits and Conferences: ON24, 6Connex, and INXPOIf youre trying to find a virtual occasion platform to run a more complicated virtual summit or conference online, there are a range of options. Most tools purpose-built for this use provide the following functions (though what these appear like might vary by platform): Turnkey workflows for managing participant registration and communicationA virtual lobby for attendees to start their experienceQ&& A tools to permit for audience interactionVirtual cubicles where guests can interact with vendorsNetworking lounges that recreate the social element of in-person conferencesAbility to organize multiple discussions by tracks or categoriesSponsorship opportunitiesGames and virtual badgesChat featuresSome terrific virtual occasion platforms consist of: The Vidyard group uses Zoom for our routinely arranged webinars and HeySummit for both on-demand and live sessions at our virtual conference, Fast Forward.Fast Forward Virtual Event On-DemandHear from a few of the finest in the biz about how theyre thriving and enduring in this brand-new digital reality.Watch NowVideo Marketing Platform to Host On-Demand Sessions: VidyardWhether youre skipping the hassle of a completely live occasion or simply trying to find a method to host your on-demand sessions throughout or after the event, Vidyard can help.Not only does Vidyard permit you to publish video material in your own top quality video player, you can likewise access actionable insights and established custom-made lead scoring based upon audience engagement with your videos (such as how long they watched for). Vidyards turnkey Video Hubs function likewise makes it simple to arrange and brand your content experience, providing your audience with a distraction-free viewing environment. Just submit your logo, choose your preferred design template, produce your classifications, and release your content.Low on Budget? Get CreativeIf you d like to take a hybrid approach to your virtual occasion, however cant pay for an all-in-one tool to handle whatever for you, there are still choices to make your event dreams come true.Try using a low-cost tool like Zoom to run live sessions, then a video management platform like Vidyard to host your on-demand recordings throughout and after the event.How to Run Online Events: Before, During, and AfterBefore Your Online EventAs with any occasion, theres setup and promo to be provided for your virtual shindig.Tech: Choose a virtual event platform or another method of streaming or hosting your content.Plan: Your online event is still an occasion. As such, it needs a concrete date and time that guests can slot into their calendars.Promote: Determine which channels are best suited to reach your desired event attendee base and start promoting your online occasion there. Examples of ones that tend to be reliable include: Email, video, social media, and partners. Consider employing your sales and consumer success groups in your promotional army to assist attract interest for the event in their calls and conversations.Pre-Record: If youre using some or all sessions on-demand, youll need to set things as much as tape them in advance of your occasion. Required a scrappy way to record discussions? Check out the Vidyard Chrome extension or desktop app. It makes it simple to share your screen, record your cam, or a mix of both to make a discussion video– without any technical fuss.Put Your Videos to WorkCreate, host, manage, and share your videos.Sign Up FreeDuring Your Virtual Event5. Engage: Got your audience on the line? Great. Now its time to keep them there. If youre running a live session), deal chances for participants to ask concerns and connect with speakers (. You can still offer chances through interaction with either the speaker or a moderator through chat, social media, or other avenues if your session is pre-recorded. If youre utilizing a virtual event platform, make the most of whatever integrated communication and engagement features it offers.After Your Virtual Event6. Host: Upload your sessions to a video management platform (or, if youre utilizing an all-in-one tool, use whatever includes they use for this) to embed them on your website and offer them on-demand. Consider gating this material to continue driving leads even after your virtual event is “over.” And do not forget to promote this material throughout the months ahead as a way to optimize the returns on your tough work!Fast Forward Virtual Event On-DemandHear from some of the very best in the biz about how theyre growing and enduring in this new digital reality.Watch NowBest Practices for Online EventsNow you understand all the basics for hosting an online event, here are some best practices to take your plan to the next level.Choose Your Speakers CarefullyKeeping in mind that you wont get drop-in traffic for your sessions, prominent speakers who are recognized experts in their location will help to draw a virtual crowd.Dont choose people for their titles alone. Consider how theyll do on electronic camera. You want them to be comfortable with this format, or it will show.Focus on the ContentEven more so than in a real-life occasion area, your virtual event has to record and hold individuals attention. They can simply decrease the window or (even worse) close it altogether.Your material is the essential to whether theyll stay with you through the end or drop off as youre delivering your intro. Make certain that your topics are well-chosen, speakers are engaging, and storytelling is at the heart of your content.Get Your Sales Team InvolvedIts time to get your sales group associated with the online event action, and there are a couple of great methods that can happen.If your digital occasion platform consists of a virtual booth, then youve got the set-up you require, and its all to your strategy.If youre using a less robust solution, then think of utilizing a chat or messaging tool on the watch page to enable guests to ask questions and engage with your sales team in real-time. (We suggest offering Intercom a try.)However things do not have to stop there. Ahead of the event, your sales group can likewise motivate potential customers to participate in by producing a video that can be sent out via e-mail or direct message. Utilize the energy of your sales team to develop some hype for your online event.See it in ActionTo hype up TBIs virtual event, a video invitation was sent that featured their employees who were working from home.Online events might look like there are less engagement chances for attendees than at in-person events, however there are still lots of avenues for sales reps to get involved and make connections. Virtual networking while at an online occasion or conference can be as easy as devoting to talk with other guests. Lots of virtual occasion platforms have side chats throughout panels, or break-out sessions for an one-on-one greet.one and fulfill method to really supercharge your virtual networking reach at an online event? With video naturally. Put a video intro in your bio, usage video to react to questions and post it in the chat, or follow up with a possible prospect with a direct video message on LinkedIn after the event.Use Personalized Video to Follow-Up with AttendeesAfter the online event, your sales representatives ought to follow up with a list of highly engaged attendees to provide that personal touch with a personalized video.Personalized videos break through the noise (excellent if yours is one of numerous online events on their radar) and generate greater email open and click-through rates.Learn from the ProsConversations must not stop after the occasion has ended and thats what Tyler, Chief Video Strategist at Vidyard, encourages in this fast and personal thank you video to the Video in Focus attendees.Think About Offering Virtual Event BagsSomething lots of people like about conferences is all the cool (and in some cases strange) free stuff on offer. Whatever from snacks to socks. Even if your occasion is digital does not mean there cant still be something cool for participants to take away.Explore digital swag options to standard boodle. Think templates, GIFs, and other useful takeaways.Bonus: These choices will likely be more environmentally friendly than classic boodle options.Use Vidyard to Host On-Demand WebinarsHost, manage and share your on-demand webinars and virtual event content.Sign Up FreeThis post was initially released on March 9, 2020. It was upgraded on July 29, 2021. Kendall Walters Kendall is a content marketer, popular culture geek and bibliophile, and shes a strolling encyclopedia full of (primarily ineffective) trivia. When not producing the kind of content you * really * want to read, she can be discovered learning brush pen lettering and swing dancing.

The Benefits of Online Events3.Types of Online Events4.Virtual Event Platforms for Online Events (and Other Useful Tools)4.1 Beginner Online Event Tool: Zoom4.2Entry-Level Virtual Event Software: HeySummit, Big Marker, and Hopin4.3 Virtual Event Platforms for Summits and Conferences: ON24, inxpo4, and 6connex.4 Video Marketing Platform to Host On-Demand Sessions: Vidyard5.How to Run Online Events: Before, During, and After5.1 Before Your Online Event5.2 During Your Virtual Event5.3 After Your Virtual Event6.Best Practices for Online Events6.1 Choose Your Speakers Carefully6.2 Focus on the Content6.3 Get Your Sales Team Involved6.4 Use Personalized Video to Follow-Up with Attendees6.5 Think About Offering Virtual Event BagsWhat is an Online Event?Online events, also known as virtual occasions, are simply that: Events with a specific date, time, and agenda however which take place in a virtual area rather than a physical one.Online events generally live both offer and on-demand presentations and, in many cases, offer individuals the opportunity to engage with other occasion guests in a web-based virtual environment.When it comes to services, virtual events can include things as small as a webinar and as substantial as an entire virtual conference. More people can quickly attend online occasions with minimized issues around health and security, time budget, event, and commitment area– consisting of worldwide participants who may be too far away to make attending an in-person feasible.Expand Potential Speaker List: Likewise, reduced commitments for a virtual event may also make it much easier to get speakers, specifically if your occasion includes a mix of live and pre-recorded sessions.Continue Driving Leads and Pipeline: The material you produce for online events can be gated and used on-demand or repurposed and recycled in other ways throughout the year– indicating these events are the presents that keep on giving back to businesses.Reduce Risk of Outbreak: Of course, this one is on everybodys minds. In a time when lots of business have limited worker travel and others have actually moved to a remote workplace, virtual events make it simpler for your event attendees to still get value from your material without stressing about getting sick or spreading germs.Fast Forward Virtual Event On-DemandHear from some of the best in the biz about how theyre growing and enduring in this new digital reality.Watch NowTypes of Online EventsLike in-person occasions, virtual events vary in size and intricacy. Online Conference or Virtual Summit: A more extensive virtual occasion that mimics many of the qualities of an in-person occasion, including virtual networking opportunities, virtual booths, and more.Use Vidyard to Host On-Demand WebinarsHost, manage and share your on-demand webinars and virtual event content.Sign Up FreeLike anything, there are purpose-built virtual occasion platforms out there. Get CreativeIf you d like to take a hybrid approach to your virtual occasion, but cant pay for an all-in-one tool to manage everything for you, there are still options to make your event dreams come true.Try using a low-cost tool like Zoom to run live sessions, then a video management platform like Vidyard to host your on-demand recordings during and after the event.How to Run Online Events: Before, During, and AfterBefore Your Online EventAs with any event, theres setup and promotion to be done for your virtual shindig.Tech: Choose a virtual occasion platform or another technique of streaming or hosting your content.Plan: Your online occasion is still an occasion.

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