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Insights on events, technology, and the future of gathering
Quick answer: To host a successful virtual event, choose your format early, pick a platform that supports it, build a precise schedule, book speakers from anywhere, promote through varied channels well in advance, rehearse on the platform, keep support on hand throughout, offer sessions on demand, and plan interactive moments to keep attendees engaged.
So much of our lives has moved to virtual platforms, from birthday celebrations to holidays - and events
Decide how you will lay out your event before anything else. Will you have a virtual exhibit hall, large webinar-style presentations for the speakers, individual breakout rooms, or a mix of all three? Your format informs the rest of your planning - the platform you choose, the schedule you build, and how attendees interact - so it is key to decide at an early stage.
The best platform is the one whose capabilities match your chosen format. There are several event management platforms designed for hosting different types of virtual events, so compare them against your layout: can they run your exhibit hall, breakout rooms, and live Q&A? Canapii, for example, supports the full range of virtual formats and has powered 2,000+ events for 300,000+ attendees across 45+ countries.
Plan every part of a virtual event just as you would for an in-person one. Map out each session, break, and transition, then communicate the schedule clearly to all speakers, participants, and attendees so that everyone can be in the right virtual place at the right time.
Virtual events remove location restrictions for speakers, so make use of that unique advantage. Your presenters can work their magic from anywhere, which means you can seek out the best speakers for your event regardless of where they are based - with no travel costs or scheduling conflicts standing in the way.
Start promoting as soon as you have your lineup of star presenters confirmed. Allow at least three months to promote the event so participants can plan it into their schedules - virtual attendance is easier to commit to than travel, but calendars still fill up quickly.
There is a golden rule in marketing: never put all your eggs in one basket. While promoting your event, use a variety of methods - social media, email marketing, and outreach to related organizations and groups - so your message reaches audiences that a single channel would miss.
If you are new to the platform you have chosen for your virtual event, remember: practice makes perfect. Take the time to play around with it and get to know its features and functions, and run at least one full rehearsal with your speakers and moderators, so you can operate it smoothly on the big day.
With technology, things can always go wrong, whether on your end or a participant’s end. Regardless, have a support team available during the entire event in case of emergencies, so a technical hiccup is resolved in minutes instead of derailing a session. Canapii backs every event with genuine 24/7 customer support.
Part of the beauty of virtual presentations is that you can record and store them for later access. Consider offering this option to your attendees so that if they miss a session, they can enjoy it later. You could include replays for everyone or make them an add-on purchase - either way, your content keeps delivering value after the live event ends.
For both virtual and in-person events, you do not want every session to be a one-way conversation. Come up with ways to get the audience engaged and interactive - trivia questions, in-session polls, live Q&A, and social walls all give attendees a reason to participate rather than passively watch.
Allow at least three months of promotion once your speaker lineup is confirmed. That gives participants time to plan the event into their schedules and gives you time to promote across several channels.
It depends on your goals. A virtual exhibit hall suits product showcases, webinar-style presentations suit keynotes, and breakout rooms suit workshops and networking. Decide your format first, because it informs every other planning decision.
Yes. Recording sessions lets attendees catch up on anything they missed and extends the life of your content. You can offer replays to everyone or sell access as an add-on.
Avoid one-way sessions. Use live polls, trivia questions, Q&A, chat, and social walls so attendees participate rather than just watch. A platform with built-in engagement tools makes this far easier to run.
Have a support team on standby for the entire event, and rehearse on your platform beforehand so common issues can be fixed fast. Choosing a platform with 24/7 support, like Canapii, means help is always available no matter the time zone.
Canapii provides unique solutions to manage virtual, hybrid, and in-person events, and has powered 2,000+ events for 300,000+ attendees across 45+ countries since 2020 - with genuine 24/7 customer support behind every one. Get a demo to see how we can help make your next virtual event a knock-out.