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How to boost your virtual event production

In recent years, the events landscape has faced a large transformation, with virtual events becoming the new norm. That’s why we created this virtual event production guide stuffed with valuable insights, step-by-step guidance, and all the ins and outs of virtual event production. Meant to help event production companies thrive in this evolving industry.

1.  Understanding virtual event production
2.  Step-by-Step Guide to virtual event production
3.  Strategies for boosting attendance for an event

Understanding virtual event production

First, let’s define virtual events. We’re talking about online events where people gather to share ideas, enjoy a shared experience, and connect with one another over the internet. The most common types of virtual events are webinars, virtual conferences, virtual tradeshows and exhibitions, and hybrid events. 

If you are an AV or event production company, you can find more details about the best practices for virtual event production here. 

Several factors have contributed to the rise of virtual events, such as technological advancements, the need for cost-effective solutions, and the ability to reach a global audience. Virtual events have transformed the way businesses and organizations connect with their audiences, enabling them to host events, conferences, and meetings without geographical constraints.


Step-by-step guide to virtual event production

Producing a successful virtual event requires precise planning and execution. Here's a step-by-step guide to ensure your event runs smoothly:

Step-by-step explanation to virtual event production

Step 1: Define your objectives

Outline clear goals for your virtual event. Consider what you want to achieve, whether it's to educate, entertain, generate leads, or build brand awareness.

Step 2: Choose the right virtual conference platform

There are numerous virtual conference platforms to choose from. Select the one that fits your needs best. Pay attention to matters such as the number of participants, interactive functions, and technical support.

Step 3: Secure high-quality guest speakers

Inviting an engaging guest speaker who can deliver valuable insights will captivate your audience. Collaborate with industry experts and thought leaders who align with your event's objectives, that can offer valuable insights to your audience and add credibility to your event.

Step 4: Plan the agenda

Create a detailed agenda, including speaker sessions, interactive elements, and breaks. Ensure a balance between informative content and engagement opportunities.

Step 5: Promote and drive attendance for an event

Implement strategies to increase attendance for an event. Use email marketing, social media promotion, and partnerships to reach a broader audience.


Strategies for boosting attendance for an event

To ensure success, implement effective strategies to boost attendance for an event. Consider offering early-bird discounts, creating attractive event teasers, and leveraging your existing network to spread the word.

Harness event technology 

Leverage cutting-edge event technology to enhance the attendee experience. This may include:

  • Live streaming;
  • Virtual reality (VR);
  • 360-degree video experiences.
  • AI-powered chatbots;
  • Virtual event platforms with 3D environments.

Explore the latest event technology trends and how to leverage them for your virtual event. After the event, use data analytics tools to measure attendee engagement.

Creating engagement with interactive posts

Engagement is the key to a memorable virtual event. Discover creative ways to keep your attendees actively involved through engaging interactive posts and activities. 

Consider incorporating: 

  • Live Q&A sessions with a guest speaker; 
  • Virtual networking lounges; 
  • Gamified experiences;
  • But also low-key activities such as polls, quizzes, and live chat sessions can foster interaction and networking opportunities.

Incorporate augmented reality

Augmented Reality (AR) overlays digital information, such as images or data, over the real world. This changes our perception of reality through devices such as smartphones or AR glasses. 

Augmented reality can elevate your virtual event and make it an immersive experience. Explore how to incorporate AR elements to provide a unique experience. This may include: 

  • Virtual product demos; 
  • Immersive brand experiences; 
  • Interactive AR games.

Overcome potential challenges

Virtual event production comes with challenges. Learn how to address issues such as technical difficulties, lack of engagement, and managing virtual exhibitors. Prepare for technical issues by conducting thorough testing and rehearsals to minimize disruptions during your event. Make sure to have contingency plans in place to address these issues swiftly.

Maximize post-event impact

Once the event has ended, don’t forget about the follow-up and keep the positive experience linger. That means continuing engagement with the attendees after your virtual event concludes. Explore effective post-event strategies, including follow-up surveys using post-event survey questions, on-demand content access, and virtual community-building activities and choose those who fit your objectives the most.


Bottom line  

In conclusion, virtual event production is evolving rapidly, and adapting to these changes is essential for event production companies. Here’s a summary of the essentials of a successful virtual event: 

  • Embrace tech advancements: Stay updated on event tech trends like AI chatbots and 3D platforms for enhanced engagement.
  • Prioritize interaction: Use live Q&A, virtual lounges, polls, and AR to keep attendees engaged.
  • Prepare for challenges: Anticipate tech issues and low engagement, conducting tests and having backup plans.
  • Maximize post-event impact: Continue engagement with post-event surveys, on-demand content, and virtual community-building tailored to event goals. These steps ensure lasting event success in a dynamic virtual landscape.

Are you curious how Rentman can help manage your virtual events more efficiently? Start your free 30-day trial today!

  • How do you create a virtual event?
    Creating a virtual event involves several steps, including defining objectives, choosing a virtual conference platform, planning the agenda, securing guest speakers, leveraging event technology, designing interactive content, incorporating augmented reality, and promoting attendance for an event.
  • What are examples of virtual events?
    Examples of virtual events include conferences, webinars, trade shows, product launches, and team-building activities. These events can cater to various industries and purposes, offering a versatile platform for engagement.
  • What does virtual event production include?
    Virtual event production includes planning, venue selection, audiovisual support, content creation, guest speaker coordination, engagement strategies, marketing, and post-event analysis. It encompasses all aspects necessary to create a seamless and engaging virtual event experience.
  • How do I make a virtual event interactive?
    Create engagement with interactive posts, live Q&A sessions with a guest speaker, audience participation features, gamification, breakout rooms, and virtual networking opportunities. Encourage attendees to participate and connect with each other and the content actively.
  • What do you need to host a virtual event?
    To host a successful virtual event, you need clear objectives, a reliable virtual conference platform, event technology, engaging content and guest speakers, promotion strategies, and technical support. These elements work together to create a compelling virtual event production.
  • What is the difference between digital and virtual events?
    Digital events are conducted entirely online, typically involving webinars, online workshops, or streaming content. In contrast, virtual events create a simulated environment that mimics the experience of a physical event, allowing attendees to interact with each other and the content in a virtual space. Virtual events are more immersive and interactive, fostering engagement and networking among participants.


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