Implementation Guide for Online Events

On our latest blog post, we shared the benefits of running online events and why you should consider turning your in-person conference into a virtual summit. Today, we will share an implementation guide with technical considerations and event requirements you need to know before you plan your online event and how to implement it.

What Technologies Do You Need to Run an Online Conference

Having the right technology stack is essential to run a successful virtual conference. Here are some pieces that you can put together separately, or use a platform like Attendease, which can provide all of the below from one unique platform:

Event Website

This will come as no surprise, but the first thing you need to think about is building an event website. You should make a list of specific event needs that you need to consider depending on your event format. Here are a few things to consider:

• Promote the event and showcase the agenda,
• List speakers and sponsors,
• Collect registrations and give options to register for specific sessions, 
• Collect payment,
• Provide session-specific resources pre-event or post-event (recording, videos, PDFs, etc),
•   And more

Registration System

Whether you have a simple or a complex event, you need to consider a registration system. Here are a few considerations:

• Attendees can register for specific sessions,
• Offer different types of passes for different attendee types
• Create promo codes

Email & Messaging

Create an email strategy that starts with promotional messages to your mailing list, and also include:

• Automated confirmation message,
• Automated reminder before each session begins,
• Automated follow-up messages with recordings, surveys, and more.

Virtual Conference Platform

Choose a virtual conference platform to host your sessions, such as Zoom, GoToWebinar, YouTube, Vimeo, or others. 

A few more things you will need…

In addition to having the right technology, make sure you and all speakers have access to high-speed internet, camera, microphone, and proper lighting. If you want to have a branded background for your broadcasts, plan it in advance. This could be a good opportunity to promote sponsors as well.

BONUS: Considerations During and After the Virtual Conference

• Social Streaming: YouTube Live, Facebook Live, Instagram Live Stories, IGTV, etc.
• On Demand: Don’t forget to record your sessions so you can share it on demand after the live event is over. 
• Social Media: Make sure to have someone interacting with viewers live, using the event hashtag (and encourage viewers to use the hashtag!).
• Share Slides: You may want to upload your slide deck into SlideShare, which can generate some extra organic traffic for you.
• Email Follow Up and Offers: As your final interaction with your audience, make sure to send an email follow up, including a link to watch the sessions on demand, and include an offer as a thank you for their time participating

Ready to search for the right online event platform to host your virtual event? Register to watch the on-demand webinar to see Attendease in action and how it can help you champion your event management needs.