It’s been more than two years since we have shifted our lives to virtual event hosting platforms and got used to virtual events. In all these months, we are sure you have read several tips and tricks that you should incorporate into your planning. However, we understand that while it is crucial to know the things that one should do to make the event successful, it is more crucial to know about the mistakes you should avoid making.
Considering the need of the hour, we have compiled a list of some frequent mistakes that happen in a virtual event that you should avoid at any cost. Have a look:
Not Having Clear Goals
The first and foremost thing you need to ensure while planning to host an efficient virtual event is defining clear objectives and goals you want to achieve with the event. As a famous saying goes, ‘Fail to Prepare, Prepare to Fail.’ Having well-defined objectives will act as a solid foundation for your virtual event. Therefore, it is crucial to understand what your audience wants to see. Moreover, it is more significant to have a clear idea of what you want to accomplish with your event. It can be anything; expanding the audience reach, gaining more ROI, launching any product or service, etc.
Not Planning the Content Properly
The content you are planning to deliver in your virtual event is going to be the king of your event. No matter how efficient planning and techniques you are using, if your content isn’t compelling enough, no strategies are going to be worth it. Also, since virtual events come with several distractions, it becomes extra crucial for the organizers to have the content that glues up the audience to the virtual event.
Hence, it is necessary to plan your content properly. Not only this, but the organizers should also keep the content length in mind and keep it short and crisp. Extended content bores people, and they might also feel screen fatigue, known as ‘Zoom Fatigue’.
Setting Wrong Expectations
Of course, advanced technology and virtual event hosting platforms allow you to replicate physical events virtually, but that doesn’t mean you can expect the same outcome with virtual events. Setting up the same expectations from a virtual event as a physical event would give you nothing but disappointment. Therefore, it is best to stop replicating the exact physical experience virtually but make the most of the virtual format of hosting events.
Leveraging the Wrong Technology
The biggest and fatal mistake you can make as an online event organizer is picking the wrong virtual event hosting platform for your event. The virtual event hosting platform you select plays the most significant role in deciding the success of your virtual event. To say the online event hosting platform you choose for your event can make or break your entire online event wouldn’t be wrong.
Hence, while you are looking for an event hosting platform for any brand, ensure a few factors before making the final choice; like:
- Networking Solutions
- Audience Engagement Tools
- Real-Time Analysis
- User-Friendly Interface
Not Having Experienced Speakers
The speakers you will have at your virtual event are going to be the faces of your virtual event. Also, the need for an experienced speaker at your virtual event needs no emphasis.
While you look for speakers for your virtual event, ensure they are from the industry and are comfortable with the technology you are using. Along with it, make sure you give them an overview of the virtual event hosting platform you are using. Make them comfortable with the audience engagement tools; so they engage with the audience. We suggest you host a rehearsal session, especially for your guests, speakers, and facilitators on the virtual event hosting platform. It will help them get acquainted with the online event hosting platform.
Not Rehearsing the Agenda
It doesn’t matter how pro-efficient you have become at hosting virtual events; it is always advisable to host a run-through before the virtual event.
Always go for a run-through thoroughly; skipping any of the elements might be fatal for your virtual event. Also, as mentioned earlier, include your speakers, guests, facilitators, and moderators in the rehearsal session. It will help them understand the virtual event hosting platform better, and they will be able to handle the situation in case of any glitch.
Overstuffing the Virtual Event
Surely, virtual events come with too many conveniences and advantages; for both parties. However, it doesn’t mean you overstuff your virtual event, be it in the form of content or platform features. Focus on keeping the content and virtual event hosting platform minimal yet empowering. While you look at the bright side, don’t overlook the limitations of the virtual format. Therefore, deliver the content in a very digestible format; You can use visual elements to make the learning experience for the attendees seamless and impactful.
Not Having Enough Networking Opportunities
The most prominent reason people attend events is to meet new people and expand their network. One of the most commonly seen practices is that the organizers avoid having adequate virtual networking solutions. They believe that having a live chat option would be sufficient. However, this belief is one of the most prominent reasons for the failure of virtual events.
To ensure your event grabs the attention of a wider audience, incorporate high-end networking solutions and tools in your virtual event. For this, you can get your hands on an advanced virtual event hosting platform that comes with the latest networking solutions that will help your attendees connect seamlessly.
Lack of Sense of Connection
Even though physical events have become a thing of the past, there is still a chunk of the audience that prefers them over online events. The reason behind the lack of connection they feel with the organizers and fellow attendees. Adding on to it, if you make zero effort in bridging the gap between physical events and virtual events, it might lead to low or no attendance rates at your event.
Therefore, you should select a virtual event hosting platform that comes with audience engagement tools such as Live Polls, Live Q&A, Live Chat, etc., that make your attendees feel involved during the event.
Not Getting the Event Sponsored
To make the most of your virtual event, it is necessary to have renowned exhibitors and sponsors. Not targeting the right sponsors would be like missing out on a golden opportunity. Hence, when you are targeting brands to sponsor your virtual event, always look out for brands that go well with the tone of your online event.
The sponsors will help you increase your ROI and add value to the overall experience of your attendees. You can set up immersive virtual booths for your sponsors and exhibitors at your virtual event. For this, you need to have a well-designed virtual event hosting platform that comes with virtual booth functionality. It will allow your attendees to interact with the exhibitors and brand representatives via video calls.
Not Following Up with Attendees
One of the biggest mistakes you can make as an event planner is skipping the post-event survey. It can be difficult to determine the true extent of an event’s success without asking attendees. Just because you generated great sales doesn’t mean your attendees had a great time or there’s no room for improvement. A post-event survey can be sent out a day or two after the event, while it’s still fresh in attendees’ minds. This will give you a better idea of what you did well and what could be improved in the future. Send this survey to your attendees, sponsors, speakers/presenters, volunteers, and staff. You’ll want views from every possible angle. Along with this survey, be sure to follow up with a quick “thank you”. Without all the participants of the event, the event would not be able to take place. Make sure everyone knows you appreciate their participation.
Lack of Plan B
It doesn’t matter how advanced technology you are using or efficiently you have planned things, the chances of things going wrong at the last minute always persist. Imagine your internet stops working midway through the virtual conference or webinar. Also, what would you do if your laptop hangs midway? We assume you would rely on your backup plan for such cases. But what if you don’t have a Plan B?
Having a backup plan will save you from situations like these. Therefore, it is advised to have a secondary plan for situations against your plans. Keep a backup set of equipment such as a microphone, cables, laptop or PC, LAN cable, etc. Virtual events are way less complex, but hosting virtual events is not as easy as one might think. To ensure you execute your event as smoothly as your plans are, you need to get an efficient virtual event hosting platform, like Mixhub. To understand how this platform functions, book your demo session now.