Should You Consider Broadening Your Horizon & Start a Virtual Event Planning Service? Find Out 

The event planning business is all set to grow in the future. This statement needs to be more specific. However, it is the truth. Businesses have truly realized the power of extravagant events. These events not only bring in customers but also help companies to grow.

As a result, managing and organizing these events is super lucrative. Therefore, stick around as we take you on a journey, educating you about the effectiveness of these events.

Let’s go!

What is a Virtual Event?

Technology adoption has really changed how the world works. Every business has been affected by this integration in some way or the other. Therefore, it is understandable why the event planning business is slowly moving towards this.

COVID-19 really changed our perspective on humanity and social interaction. 2020 was the year of lockdown. It was the year humans started relying heavily on virtual mediums to host meetings, seminars, etc. Therefore, this started a trend. This trend would grow into a full-fledged industry.

A virtual event is an event that takes place in a virtual domain and not the real world. This is a convenient method of connecting with your peers or friends. However, you must remember that a virtual event is not just a glorified video call. In fact, it is as complex as any other variant of event planning.

In this article, we will be looking at different means and virtual event planning strategies that can help you broaden your business horizon.

Types of Virtual Events

Before we start our journey to understand the world of virtual event planning, we need to take a moment and understand the different forms of virtual events. In this section, we will be doing just that.

Here, we will be listing all of the major types of virtual events that you might have to encounter as a professional event planner. However, just remember that the word is gradually shifting its pace.

Therefore, things might change drastically in the future of the virtual event planning business. Thus, keep this in mind before you formulate your own virtual event planning checklist.

#1

The first and most popular kind of virtual events are the webinars. Webinars have been around for a while but skyrocketed into popularity after the COVID lockdown as more and more companies resorted to this virtual medium.

The best part about webinars is that they bring in people from different corners of the world under the same roof. A webinar typically lasts somewhere between 30 to 90 minutes. Companies can charge people a nominal fee for attending.

Hence, webinars are excellent as they allow businesses to capitalize and earn some moolah in the process. Webinars typically use simple video-casting technology to conduct meetings.

#2

The second variant is known as virtual conferences. This form is one of the most common and prominent virtual event services that corporations employ.

Virtual conferences are like your typical conference. It will have an agenda, a fixed set of MOMs, and a schedule.

However, the only difference is that a virtual conference uses an online medium to bring people closer. Virtual conferences mostly use tools similar to webinars. However, there are some slight differences in execution.

In virtual conferences, the interaction is strictly monitored as people are looking for a solution, unlike in webinars. In webinars, people are more focused on interaction and having a proper discussion.

#3

Now that the world is more open, unlike the lockdown, some businesses have decided to go with a more hybrid setting. As a result, Internal Hybrid events have become the norm.

Think of these as virtual town halls where people have the choice to visit physically or through an online medium.

The best part about these events is their intractability. They allow businesses to conduct mass-scale events without worrying too much about attendance.

Those who can attend physically and people who cannot join via the Internet.

These events are best suited for training and product showcase meetings for investors and the internal team.

#4

Just as internal hybrid events are close events, external hybrid events are more open. These events allow businesses to bring in more clients and consumers. Therefore, these events are perfect for networking and bringing people in.

Since these events are primarily for the sake of networking and product showcasing, the video production costs can go really high. These events are vital when it comes to tech product showcases.

Most tech companies, like Nvidia, HP, Apple, Tesla, etc., use this format to showcase. However, these are also used for community building. Comic-Con is one such meeting where people can join in physically or via a live event showcasing everything.

#5

Showcasing and exhibition have been an integral part of the art world for a while now. The whole art community has been subjected to significant upheaval. However, technology has really changed how the community functions.

Thankfully, the all-new technological landscape has paved the way for an all-new variation of art exhibitions. These exhibitions allow users and spectators to reach the art without any form of barriers. This is why virtual exhibitions are perfect for people who cannot get to the exhibitions physically.

The best part about virtual exhibitions is their ability to bring in audiences from far and wide. This ability has really made this a great choice of event for people who want to experience art but from the comfort of their humble abode.

#6

The penultimate form of virtual event planning is virtual seminars. These seminars have really picked up in the last few years. These seminars are perfect for product and service showcases.

External hybrid events are also significant, but virtual seminars allow customers to ask countless questions and look at the respective products from various angles.

This can really help your business showcase specified products to bring in desired results. Hence, they are perfect in a myriad of ways.

Apple has been one of the biggest names in conducting virtual seminars for their phones since time immemorial.

#7

The final variant of virtual events is the Online trade shows. Trade shows were initially created as physical experiences where people can come together to buy things. However, technological shifts have changed how these trade shows work.

Trade shows are not just for product showcases. In fact, these shows allow clients and customers to invest in or buy the said product. Therefore, these events work best in [physical formats.

Then again, the latest technology has really pushed the envelope, and now these events can be enjoyed in any format whatsoever. People can use technological advancements like AR in trade shows to bring products to life.

Why Go the Virtual Way?

We have already seen how many different forms of virtual events are out there. However, we have also seen how virtual events bring some limitations to the table. Then, the question arises regarding its credibility.

Why go the virtual way? Well, this is a complex question to answer. The straight answer is convenience. Virtual events allow businesses to bring in far-off clients under one roof. Therefore, it is the perfect solution for companies that want to influence their customers remotely.

Subsequently, the budget plays a significant role as well. Just look at our article on the event planning checklist, and you will realize the amount of work that goes into organizing a physical event. On the contrary, planning an event virtually saves up costs and makes things easier in the long run.

Planning a Virtual Event

Planning a virtual event has its challenges. Therefore, the best way to proceed is with the aid of knowledge. You need to know the steps that one needs to take to plan a virtual event like a pro.

However, just remember that every event presents a unique set of challenges. Therefore, use this four-step program as a mere reference, but use your own faculty to devise a solution.

Therefore, keep this idea in mind during virtual event planning:

• Step #1: Conduct thorough research on the kind of audience you are catering to. Knowing your audience can truly help you maximize desired effects. Therefore, create a portfolio of your audience before you sit down to chalk out the plan.
• Step #2: The second thing you must do is decide upon the format. In some cases, the client might come with their own perspective. In such cases, things can be easy. However, be prepared to do the lion’s share of researching and choosing.
• Step #3: Even though a virtual event can be conducted from anywhere. However, you must remember that there needs to be a physical place from where the event can be monitored. Therefore, decide where you want to host.
• Step #4: The final piece of the puzzle is technology. As a virtual event planning professional, you should have access to the most robust virtual event management software. This software will allow you and your client to come together and interact effectively.

The End

In summation, these are some of the points that you need to remember if you are planning on becoming a virtual event planning professional. However, always remember that starting a virtual event-planning business will have its ups and downs.

 Therefore, if you are planning on breaking into this biz, then you have to approach it with clarity and context. Otherwise, you may receive lukewarm results for your efforts.

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