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HexaFair Virtual Events Cloud, the most comprehensive hybrid communication software platform Offers Virtual Trade Show, Virtual Exhibition, Virtual Fairs, Virtual Conference, Virtual Summit & Virtual Meet solutions.

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7 Best Practices for Hosting Virtual Events

Virtual events online are here to engage and bring people together from across borders onto one space. You can host virtual meetings, parties, seminars and even run expensive tradeshows online. All you need to have is smart technology & experts in your hand else you must know whom to approach. The best online event platform can equip you with all the technology and the right information you will ever need to make your virtual event a grand success.

Embracing the best practices ensures your virtual event goes well as planned & delivers an extraordinary experience and engagement to your audience.

  • Getting the Numbers Right:

In virtual events, getting the list of attendees attending the event is crucial. Engagement in physical events is spontaneous. But with virtual events, it is a bit tricky and needs the right planning. Limiting your virtual audiences gives them enough time and space to interact with each other. Inviting your present clients, dropped ones, industry leaders and other hot prospects will make your event engaging and interesting. Maintaining the balance of people keeps up the interest in your attendees and encourages them to make new friends.

  • In Right Timeframes:

Ensuring virtual events scheduled between 60 to 90 minutes will create a comfortable space for people to engage and converse in peace. If you want your event to be a big success, you must allow people with time to share their personal stories, ask questions as they would do in physical events. Scheduling the right timeframes is extremely important for virtual events.

  • Plan Your Logistics:

Logistics is a frame that must be planned before any virtual event. With the growing demand for virtual events online, there is a strong need to educate the audiences on diverse technology types and the ins and outs of virtual events online.

Virtual events platforms today are equipped with all the tools and features for easy access and service. Sending personalized invitations with attached video links simplifies the process and also your audience experience.

  • Member Introduction:

Your audiences may be new participants who are unaware of each other. Sending an introductory mail will help them get acquainted or reacquainted.

Send personalized mails with,

  • Names and one-line descriptions of every person.
  • Links to attendee social profiles.
  • A reminder of the event agenda & start time.

Send them a structured conversation stating that the virtual event begins at 5pm and will run for about 1 hr 30min with a virtual break out session. Here is the detailed list of all participants. And don’t forget to bring your beverage. A note like this creates interest in your audiences and makes them fix their slot before the big event.

  • Greeting at the Access:

Just like you would receive a guest you have invited in a physical event. Similarly, you will be greeting your guests at the virtual entryway. Early sessions help you to welcome your attendees with respect and also guide them about the event. Take the first few minutes to present yourself in both professional and personal aspects. Invite your attendees for next introductions to keep the ball rolling.

  • Building virtual communication:

Frame a specific question to ask your attendees after the introduction. Attendees become comfortable with this session and prevent the event from becoming a noisy or gripe session.

You can ask questions like:

  • How differently and fruitfully are you using your time now?
  • How have you adapted to working remotely?
  • What changes do you love about your job now, and why?
  • What positive have you noticed in the last few months?

If anyone tend to move away from the conversation, steer them back to the main question before they go too far. And, make sure that everyone gets a fair chance to share their opinion.

Wrapping Up:

Often people tend to get fatigued after 90 minutes of virtual networking. So, it is essential to run and wrap up the events in specific time frames. Online event platforms can add immense value and benefits if you know how to utilize them. And if you are new to the virtual realm, then hiring the best virtual event production company service provider will do the job. Virtual events platforms today are helping people connect, engage and share knowledge in numerous ways.

Start your virtual events journey with HexaFair. Talk to our experts today and get the best quote for your business.