How to Run a Virtual Event

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April 24, 2020

Virtual and hybrid events have increased in popularity over the past several years. The COVID-19 pandemic has not only accelerated this trend but also made it the most viable option for organizations concerned with the health risks posed by large physical gatherings.

If would like a demo of the Sched platform for virtual events, or need any other help or advice please contact us

Virtual Event Benefits

Virtual events provide the unique opportunity to teach, connect and inspire each other and our communities. Virtual events also provide substantial advantages like increased attendee engagement and more profitable revenue generation for organizations that do them right.

10 Tips For Managing Your Virtual Event

We want to help every organization incorporate virtual events into their overall strategy. Virtual events will never replace live events but they can certainly be a strong substitute to compliment your organizations overall efforts. These 10 tips for managing your virtual event will give you a strong start to launching your organization’s next or first virtual event.

  1. Show Your Video Stream
  2. Support Every Time Zone
  3. Link Your Sponsors with Sessions
  4. Add Your Exhibitors
  5. Schedule Messages To Keep Attendees Engaged
  6. Make Real-Time Updates To Your Event
  7. Expand Your Audience
  8. Overcome Venue Constraints
  9. Invest In The Experience
  10. Positive Environmental Impact

1. Show Your Video Stream

Display Zoom, YouTube, Twitch, and Vimeo videos on each of your dedicated session details pages. This includes pre-recorded videos, live meetings, webinars and livestreams. This allows attendees to view sessions without navigating away from your Sched event website.

Not using any of the above services? No problem! Sched will turn your video links into a button your attendees can click to view your sessions.

View the guide to editing session fields

Video Stream In Sched Session Page
Video Stream In Session on Sched

2. Support Every Time Zone

Your virtual event may have attendees from around the world. Allow your attendees to select the time zone they’d like to view the sessions in. Alternatively, you can include links to each timezone like All Day Dev Ops did for their conference in 2018. This makes it much easier for your attendees to know when things are happen in their local time zones so they don’t miss a thing.

Read more about supporting time zones.

Allow Attendees To Choose Their time Zone

3. Link Your Sponsors with Sessions

Your partners can sponsor specific sessions. When attendees are creating their personal agenda, they’ll see which sponsor is hosting and during the session times there’ll be an influx of traffic to each session page and sponsor profile.

Sponsors In Sched Session Details
Sponsors Attached To Sessions

4. Add Your Exhibitors

Create a complete directory with all your event exhibitors. Attendees may not be able to stop by a physical booth but with all the details added to your event, they can browse exhibitor websites and connect directly with Exhibitor representatives.

How to add exhibitors

5. Schedule Messages to Keep Attendees Engaged

Use scheduled messages to send announcements and stay connected with your attendees throughout the event days. You can create a timed campaign to highlight sessions, speakers, sponsors, and more. You can even send out vendor or sponsor offers to get your attendees interacting with the exhibitor profiles you just added.

Scheduling Messages To Attendees

6. Make Real-Time Updates to Your Event

There is more flexibility to make last-minute additions or changes with virtual events. When you update your event on Sched, changes are instantly live across all platforms for your attendees.

Download the Sched app

7. Expand Your Audience

Your event is no longer held back by location and venue constraints. Participants that couldn’t attend because of travel costs or scheduling limitations can take part from anywhere. Think about additional target audiences that can benefit from your event and reach out to them.

Speakers Too!

Another great opportunity is the ability to book any Speaker or Presenter. Now that you don’t have to deal with travel limitations, you can invite more speakers to present from anywhere around the world. These speakers don’t have to deliver their presentations live. Speaker presentations can be pre-recorded, edited and shared at the appropriate times.

8. Overcome Venue Constraints

Just as the distance is a constraint, event space can create limitations too. With attendees joining from the comfort of their homes, there is no need to worry about session space being too small, too big, too warm, too cold, too loud, or too hard to find. A computer and decent internet connection is all your attendees will need!

9. Invest In The Experience

Balancing out your event budget just became substantially easier. Virtual events eliminate the typically largest live event costs: venue costs and food and beverage costs. Live events also eliminate travel costs and can result in substantial reductions in speaker fees as well. Reinvest these savings back into your overall event experience through taking your event experience to the home or office of your audience.

You can go even further with Sched by creating an unlimited free trial to get your event page looking perfect, and upgrade when you’re ready to go live. Your organization can also partner with Sched to help organize and manage your virtual event.

Go the extra mile and create a premium experience for your attendees. With the savings you get from hosting a virtual event, you can give your attendees an exciting swag bag with personalized/themed products. Together with a delightful and radiant event site, your online event will be a unique experience.

10. Positive Environmental Impact

Your virtual event will leave a profound positive impact on the environment. Virtual events mean little to no paper is involved and people will not have to travel. This means the carbon footprint of your event is significantly reduced. With a virtual event, you’ll fully eliminate the need for paper and for folks to travel.

Need Help Or Advice?

If would like a demo of the Sched platform for virtual events, or need any other help or advice please get in touch.

You can also learn more about Sched & Virtual Events at sched.com/virtual

If you need additional help executing your event then we also have our Partnership Program. This is a consulting service where our team could help you plan, set up and run your virtual event. Contact us to discuss your requirements.

Next Article

How To Use Hosts To Make Your Virtual Event A Success

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