How to Scope and Implement Virtual Event Technology

virtual event technology
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Event technology is currently ruling the world of virtual events. The scope of switching old technologies to new ones is never easy but does involve fringe benefits to organisers in the future. However, the task of shifting is challenging, it requires a whole new space and time to understand its techniques before it offers fruitfulness to your business. But change is an important part of an individual’s life and it is necessary to discover the unexplored landscape of online events.

With the launch of epic technology, the scope and implementation of it has also scaled up for virtual events. To discuss more about it, we have prepared a detailed virtual blog post wherein we will cover 2 stages of scoping and implementing digital technologies. Each stage will make sure you generate better leads, consistent data, sustainable ROI, enhance attendee’s experience and engagement.

Stage-1

Scope of virtual event technology

The very first step before you put your hands on virtual event technology is to sketch out the diverse options offered by the tech world. As the demand for virtual events remains popular, the market today is drenched with countless service providers which can be exhausting to determine the right choice for your event. Hence, to rule out the ordinaries and pick the finest of all consider features, tools, custom capabilities, and opportunities offered by each platform. So, to cut you a slack, we have initiated the following steps that will save your time from wondering. Let’s have a look!

Determine your event aims and objectives

Right before considering hosting your first ever event online, know the scope of your virtual event technology. There are a few points you must rely upon, know them in the following. Identifying your goals and objectives is the first thing to contemplate when organising virtual events strikes your head. To get you started with the planning process we have combined a few sets of questions- have a look!

1- What is the motive behind taking your business online- is it to expand your business reach, to drive more leads, to generate brand awareness, or simply to enhance your networking.

2- What are you willing to offer to your customers? Is it going to be a complete educational session, or are you willing to introduce your latest products and services in front of the audience?

3- Determine who will be interested in attending your event and why?

It is necessary to evaluate such questions to determine your overarching event goals. Once this is done, your next goal would be to gauge upon the key features, data outline, and engagement metrics are a few things to understand from your virtual service providers. 

Know the metrics required for outlining ROI

Virtual and traditional events are two different variations of the event industry. Both are equally important at their own place and use different logistics and technology. One of the biggest advantages of taking your event in a virtual space is that you no longer have to look around to get the perfect venue for your event. A simple google search and a little research about platforms can significantly get you what you are looking for! And that is not it, a virtual event platform also enables far resided attendees to come together at one single frame and simultaneously consume the content delivered by the organiser.

You must be thinking the context of venue and technology are completely different, no argue in that but you want them to gather valuable data for your virtual events. Virtual events are quite popular amongst attendees as it eliminates the geographical restrictions and allows them a convenient space to connect and network with people seamlessly. Metrics curated for virtual events are quite similar to that of in-person events, the key features are: keep a track of registrations, How many attendees checked-in, metrics generated after engagement, and sponsor ROI.

Hence, while evaluating the scope of various event technology, make sure you have thorough understanding of the capabilities provided by your service provider and further align it with your goals. This is the best way to compare your overall success rate effectively.

Enhance your visitors experience

Conceivably, when scoping your virtual event technology, another important consideration to assess is how well can you enhance your user’s journey. Create an atmosphere that replicates real-life feel and allows attendees the freedom to navigate, interact, and engage even during the difficult times of global health crisis. So after doing a painstaking research, we have come to a conclusion that delivering a fascinating and charming experience to visitors can help organisers to drive more registrants. Always keep your attendee’s perspective in mind and create such an environment that will be remembered life long.

Here are a few features that must be inculcated in your virtual event to give users an immersive experience.

Well-organised registration forms

Easy navigation services

Effective interaction tools like live chat, audio/video calls, whatsapp integration.

The Simple lead generation, convenient scheduling of appointments, and exhibitor management.

Make sure that your attendees have enough time to get themselves registered and explore the virtual platform right before it begins. Since many are still unaware of the tons of benefits offered by the virtual event platform, our intention is to allow attendees to first make their feet wet and then jump into the sea of virtual opportunities.

Stage-2

Implementations of virtual event technology

After establishing our scope for virtual event technology and finding the perfect service provider for our events, it is now time to get our hands on the features and tools offered by the event platform itself. By doing a thorough research, we have assembled a few tips and tricks that you must implement for an effective and exhilarating virtual event experience.

Understand the limitations

Remember how excited we get after getting a product? We learn about it before using it and then leverage its benefits. But things we all miss out on is knowing the product’s limitations. Same as any other product, before we start using a tech-tool it is important to understand its pros and cons in order to be prepared in case any mishap occurs. Imagine your event is going to launch within a week, you have limited time to get your hands on each tool and tactic provided by your service provider. Even if you miss some tools, ask your platform to involve a 24*7 teams to accomplish everything you want with an easy custom integration. This feature will only add those tools which you require to host an event. Being an event organiser you are burdened with tons of responsibilities, hence make sure you come up with creative ideas that will help you use the technology seamlessly and take your event to the next level.

Training relevant teams

Since the product is brand-new for you it is important to carefully train your teams relevantly. Here are a few tactics involved:

Special training and pre-cons

Signing up for meetings

Daily check-in & check-out and office houWhether the training sessions are going in the right format

Over to you

Onboard the best virtual event technology tools today with the help of knowing the scope and implementations for the event technology. As the world is vigorously changing and evolving for the better, it is important to explore various landscapes of virtual events and sway ourselves into the ocean filled with benefits and opportunities. Happy Reading!

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