In recent years, the events industry has undergone a tectonic shift. Leading the charge are, of course, virtual events. They promise a future that is more connected and efficient. In a world where the currency of time is ever more valuable, and attention spans are shorter, it’s hard to ignore the advantages of hosting events in cyberspace. By going virtual, event organizers and attendees alike enjoy greater flexibility and convenience, and this newfound accessibility also promises to reduce costs. The result? A seamless platform that enables anyone, anywhere in the world, to participate in a singular event with ease.

This article explores the motivations behind hosting virtual events and their significance in this new business landscape. We also explore the reshaping of the events industry and the countless possibilities that await. Brace yourself and prepare to plunge into the captivating universe of virtual events!

Cost-Effective Solution for Host & Attendees

Virtual events can save hosts a significant amount of money compared to in-person events while providing a more dynamic and engaging experience for attendees.

Most significant cost savings associated with virtual events is the elimination of travel and accommodation costs. Attendees can participate from anywhere in the world without having to travel long distances, book hotel rooms, or incur other associated expenses, the same for your team. This reduces costs for attendees and hosts, who no longer have to worry about renting expensive event spaces or footing the bill for travel and lodging.

Expanding Your Reach: Reaching a Global Audience

Attendees from all over the world can participate in your virtual event without the need to travel. This not only makes it more convenient for attendees but also opens up new opportunities for event hosts to expand their reach globally. With the help of social media and other online marketing tools, event hosts can promote their virtual events to a larger audience, increasing their chances of attracting a huge number of attendees.

Here are some examples of how to expand your reach and reach a global audience:

• Use social media platforms: Twitter, LinkedIn, Facebook, Instagram, TikTok, and YouTube provide the ability to share content, connect with potential attendees, and promote your event to a broader audience.

• Leverage influencers: The right partner with a large following can help promote your event, with followers interested in the same topics your event will cover.

• Email marketing: Send your audience invitations, event details, and reminders. Don’t forget the reminder one hour before the event starts –  crucial to upping those attendance numbers.

• Partner with media outlets: Partner with media outlets and have them promote your event to their readers, viewers, or listeners. A channel partner could do an in-kind sponsorship with you. Kinda free publicity (with strings attached).

• Online advertising: Bing, Google Ads, Facebook Ads, or LinkedIn Ads to target potential attendees based on their interests, location, and behavior.

• Language options: Consider providing language options for your virtual event. This will allow attendees to choose their preferred language and will make your event more accessible to non-native speakers. If this isn’t possible, record and translate, publish – can’t do virtual events in every language at once…yet.

The Flexibility to Meet Your Needs

You can choose when and how your event will take place. You don’t have to worry about venue availability or travel schedules. You can schedule your event at a time that works for you, your speakers and thought leaders, and your attendees, (just about) no matter where they are located. This is especially beneficial for events with international attendees, as you can accommodate different time zones without anyone having to travel. Sure, someone might have to watch at 3AM, but it’s 3AM somewhere right now, so what are ya gonna do?

The Power of Pre-Recorded

Pre-recording allows you to create a polished and professional presentation that can uplevel sections of your virtual event while still keeping attendees engaged. It also allows you to avoid technical glitches that sometimes occur during live events. Pro tip: it’s important not to go overboard with pre-recording everything, or you’ll lose the interactivity that makes virtual events so engaging. Pro tip #2:Your speakers that are pre-recorded can be available in the chat to answer questions live while the pre-recording is being aired. Shows you care, 2x. 

The Magic of Live-Streaming

Live-streamed virtual events offer a real-time experience for attendees and can create a sense of excitement and urgency. Live-streaming can also create a sense of community, as attendees feel like they are part of a shared experience.

Access to More Thought Leadership

Eliminating the need for travel and accommodations, organizers can afford to book speakers who were previously out of their budget.

Increased availability: Since speakers do not need to travel to attend virtual events, they are more likely to be available for participation, especially for events that require speakers from different time zones or who have busy schedules.

Pre-recording: Thought leaders can refine their message and presentation, resulting in a more polished and impactful final product.

Collaborative content: Chance for organizers to team up with thought leaders on a pre-recorded and co-branded presentation, providing shareable material for both the brand and the thought leader to increase engagement and reach a wider audience.

Enhanced Engagement: The Power of Interactivity

Virtual events provide a range of interactive tools, such as Q&A sessions, live polls, and virtual networking opportunities. These tools allow attendees to engage with the event and take control of their experience. Q&A sessions provide a platform for asking questions and getting answers from speakers, while live polls allow attendees to give feedback on the event’s content. Virtual networking opportunities also help attendees connect and build a sense of community, even in a virtual setting.

Gathering Real-Time Feedback:

Virtual events make gathering feedback easier, with real-time surveys/polls that can be conducted throughout the event. Attendees can provide instant feedback, allowing event hosts to adjust the event in real-time to meet their needs better.

Creating a Personal Connection:

By using a platform which allows attendees to either watch, present, or interact live, your audience and thought leaders can have more meaningful interactions. Attendees can connect with each other in virtual breakout sessions, one-on-ones, or programmed and unprogrammed hangout rooms, allowing for more intimate conversations. These interactions create a sense of community and connection, even in a virtual setting. 

A Greener Future: The Environmental Benefits of Virtual Events

Virtual events are emerging as a more eco-friendly alternative to in-person events. Here are some of the key benefits:

Reduce Carbon Emissions

Virtual events eliminate the need for travel, reducing carbon emissions associated with transportation. Attendees and speakers can participate from the comfort of their homes or offices, reducing the need for flights, rental cars, and other modes of transportation. No travel = more sustainable 

Reduce Environmental Impact

Using digital materials and online platforms also reduces the need for paper, which helps preserve forests. Less waste is generated, as there are no physical materials to dispose of. Less swag = more sustainable

Deliver Your Swag

Fine, you still want to send your clients and fans a token of your appreciation. At least they don’t have to go somewhere to get it! Use 100% recycled packaging materials and sustainably created goods, and avoid branded trinkets for branded trinkets’ sake. We hope you make this choice, but some goof brand is gonna send someone a stress ball that will make its way directly into the trash or into pieces on the floor and their dog’s stomach. At least we tried to do our part, here. Conscious swag = more sustainable

Conclusion

As one venture down the rabbit hole of virtual events, the benefits become obvious. The cost-effectiveness, the ability to reach a wider global audience, the flexibility to cater to your particular needs, the heightened engagement, and the environmentally friendly nature all offer a cornucopia of reasons to consider these events as a go-to. Through the ever-evolving power of the internet, virtual events have revolutionized how we host events.

As the world becomes even more interconnected, virtual events will inevitably continue to grow in popularity, and many believe they are here to stay as an integral tool for organizations and businesses in bridging the divide between brand and audience.

Frequently Asked Questions