The Coronavirus pandemic that has been affecting the world since last year has transformed several professional scenarios and the events industry was no exception. However, this context has also awakened in the active population a heightened sense of resilience and adaptation.
In the case of event organization, communication platforms at a distance have been refined, capabilities have been added, and alternatives have been multiplied.
ONLINE EVENTS: WHAT ARE THEY? But what are online events or virtual events, as they are also called?
They are events that take place online (through internet access), on a platform that allows their audiovisual diffusion.
IN A GENERAL WAY, THEY CAN HAVE THE FOLLOWING FORMATS: Webinar or web conference: usually short-lived and more expositional in nature; Conference: can have multiple sessions and extend over several days; it has a more interactive and scientific-academic nature; Virtual corporate events: exhibitions, product launches, networking, training, among others. These events can still be 100% online or hybrid, with a face-to-face component.
UPSTREAM: PREPARATION Before making any decision regarding the platform to use or the format, it is important to reflect on what is intended with the event in order to limit risks and optimize resources.
Writing a script with the alignment of all the event’s stages is usually the first step.
5 STEPS TO SUCCESS Let’s now describe the 5 steps that will lead you to a successful online event:
- Define objectives: before any decision, it is essential to determine the primary objective(s) of your event; is it for sharing knowledge? To launch a new product or service? To network with possible partners? The choice of format and technological tools to implement will depend on the objective.
- Budget: it is true that there are some expenses inherent in face-to-face events that can be waived with the realization of online events (rental of spaces, catering, travel, etc.), but there are other specific expenses to take into account: production, technology, marketing, and communication.
- Refine the added value: no one attends an event just to attend; it is increasingly important to take into account the motivation of the audience and provide them with a virtual experience of excellence, whether through specific offers, networking options, presentation of products or services, among others.
- Define resources: at this stage, it is important to define and list the necessary resources. In addition to the virtual/audiovisual platform, it is essential to determine whether or not you will want a solution that also ensures the management of registrations, monetization of participations, etc.
- Choose the platform: after specifying the previous 4 steps, you will already have enough elements to opt for the most suitable solution for your needs. It is also at this stage that you can reflect on a longer-term strategy for the organization of your events and discuss that same strategy with the selected provider.
DOWNSTREAM At this point, it’s time to run tests! It is important to carry out a simulation or general rehearsal in which all technical aspects of the event can be tested and its effectiveness assessed.
CONCLUSIONS There are not many doubts today that this reality of online events is here to stay. Even if we return to face-to-face event circumstances, the precedent of the virtual event has left a trail of its competitive advantages and will lead to a repeat experience.
However, it is essential to plan and be discerning in the choice of solutions, and this new reality does not tolerate makeshift or unprofessional alternatives. The choice of a professional and dedicated platform is the first step to success and Supreme Stage will be happy to listen and advise you. We are at your disposal for a meeting during which we will be delighted to present our platform to you!
