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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Virtual Event Concerns

Working out the Top 8 Virtual Event Challenges

Event arrangements might be in a full gallop, but there are certain virtual event challenges you need to approach! At HexaFair, we are on a constant crusade to help you take that leap into the seamless realm of virtual events. Along the course so far, we’ve covered numerous topics related to virtual events.

But today, we’re going a bit deeper. If you are new to virtual events hosting, then many things might be hovering in your mind. The transition from physical to virtual has been challenging for some firms lately. So, to help & drive businesses to pursue their business goals & smoothen the transition, here are the top 8 virtual event concerns you need to approach. Know what to pay attention to and how to solve your virtual event challenges. All to create a successful virtual event experience for your business!

  • Attendees’ Bandwidth Capacity:

Network & internet plays a crucial role in virtual events. Unlike physical events, as you, your participants, speakers and entertainment, all connect online and remotely, your virtual reality events experience matters a lot now than ever before. With advanced technology, customized features & high-quality internet connectivity, virtual reality events are ruling the world like never.

While exhibitors & sponsors can easily manage their networks & speaker training, but it is not the same & easy on the attendee side. It is difficult for exhibitors to analyse the speed of internet connectivity or wi-fi quality of their attendees. If there is any disturbance, then your attendees may fail to make the most out of the experience. Not all your audiences can be tech-savvy to understand the issues & resolve them.

So, how can you address this problem of your attendees? It’s simple. All you need to do is communicate! This will be a good pre-event marketing strategy that enhances the virtual experience of your audiences. Alongside, you can also share the instructions and restrictions with your attendees. Let them understand the importance of an ideal bandwidth & the benefits of using the network in its full capacity during the event. The smoother their network will be, the better shall be their experience!

  • Cybersecurity:

In physical events, security means people safety, clearing organization hassles and keeping a close watch on everyone as the event proceeds. But with virtual events, it is a bit different. Although they don’t pose any major threat to attendees physically. But there is a bigger concern to deal with, and that is cybersecurity.

In virtual events realm, there will be tons of invaluable content & information that will be shared through apps & systems across copious global audiences. In a scenario as such, having a robust security set up is a must for virtual spaces. Keeping your registration ids, passwords, download content secure can save you from falling prey to hackers.

With remote working becoming the new normal, virtual events are reshaping the future of businesses & their strategies. As everything is going online now, the importance of cybersecurity is at an all-time high. Exhibitors today are having access to immense personal data of their audiences. And, if you are unaware of how to secure your virtual events from cyber risks, then reach out to a virtual event production company service provider to keep your virtual events safe from potential cyber risks.

  • Weary Webinars:

Webinars are a common element in virtual events and so are in the concern radar. The agenda behind hosting virtual events is to create audience engagement. But the unseen factor that follows along is the burnout. In the past, there was a choice. But now, as going virtual is the only choice, industries & exhibitors must consider the issue seriously and make choices to address this.

Getting your audiences to pay attention to your event for long hours isn’t a fair expectation. And especially not when they’re at home. With lots of distractions around, how can you solve this issue for your audiences?

Firstly, re-consider the setup of your virtual event. Instead of organising fewer days and longer hours, go for longer days with fewer hours. And that will be the first step that will help you to combat the webinar fatigue. And the second step is to invest more time & effort into planning audience engagement strategies. For more information, check out our latest Virtual Events Audience Engagement Report 2020.

  • Actuating Sponsors & Exhibitors:

Be it real or virtual, sponsors, play a crucial role in all events. Event planners must keep in mind the sponsors while designing a virtual event. The digital realm is a platform of endless possibilities to connect, interact, share & elevate the business value. Planners must come up with brainstorming concepts on how to activate exhibitors and sponsors during a virtual event?
Data is the best way, and analytics tools are already there to give an overview of your audience engagement & other statistics. If you can understand who your audiences are and where they come from, you can pick the best and most suitable sponsors for your virtual events. Sponsors are the owners of immense knowledge &so can share some invaluable bites with their audiences. Thereby boosting the opportunities to get healthy leads and potential customers.

  • Virtual Event Pricing:

Most of the event planners & companies today have no idea about how to price their virtual events? As businesses are observing a massive shift in trends, models and strategies, this is also the best opportunity to play big as the game-changers & set the rules. As an exhibitor or sponsor, you are here to add a lot of value to your event, and your audiences are willing to pay you with their money & time for that unique approach.

There are numerous strategies you can adopt in virtual events pricing. If you want to dig deep into how to resolve your virtual events pricing challenge, check out our latest article, Virtual Event Pricing for Attendees: Usage, Features & Experiences.

  • Music Licensing:

Music is another crucial & expensive element in virtual events. You can’t expect the greatest hits or nice background score to play for free at your event. One best way to go free with music is choosing royalty-free music. Many platforms today offer free music services.

We personally recommend Soundstripe, a company that offers royalty-free music for creators. Users can also get access to three free tracks from their chosen playlists.

  • Refining the Experience:

Events are all about socializing, people, networking and creating long-lasting, memorable experiences for the attendees. This was easy to achieve with real events. However, virtual event planners are not sure if the same traditional experience can continue with virtual events also.But this is how the world is connecting today. And virtual events are bringing in many amazing opportunities that traditional ones cannot have. Sustainability, immersiveness, engagement & experiences.

Humanizing the events is the first step to warm-up your virtual events. Investing in rich designs, becoming a part of audience engagement is not important. Connecting deeply with your audiences who are participating across the globe and equipping them with the right tools to engage with each other is all they need.

Bring in that human touch to your virtual events!

  • Poor Engagement:

Speakers are your engagers and the game-changers for your virtual event. They are the ones leading the chamber & are responsible for keeping your audiences happy and engaged through their speeches, content and actions. But what happens if your speakers are bad engagers?

This is an interesting element in your virtual event planning, where you must never quit or compromise. As a virtual event planner, we suggest hiring speakers who have rich experience with virtual events and presentations. Experienced speakers know how to strike a conversation, engage everyone holistically and balance everything in a virtual event. But if you are hiring a new person, make sure your speakers get the right training to address your audiences.

Because a bad engager can very easily ruin the entire experience.

If you want to engage your audiences holistically, then book your demo with HexaFair today! We are here to guide you 24*7 and drive you through our virtual events experience.