Tips

How to Host a Digital Event

In the last two years, virtual events have become the new normal for many companies looking to host large-scale gatherings. Since 2020, however, there has been a major shift in how virtual events are created. 2022 has proven that the event hosting game has transformed completely in order to accommodate the influx of new and innovative events. 

Looking around the web, many people have framed this migration to online events through a different lens. Over and over again, we see the “we will get through this and get back to physical events soon, stay strong” style messages being echoed around the corners of the internet.

The reality? COVID-19 has forced virtual events to reach their fullest potential. Gone are the days of outdated event platforms, unreliable internet connections, and bored stiff attendees. When pulled off correctly, virtual events arguably hold more opportunities than in-person events. Here are a few top-shelf tips to get you started in hosting a virtual event.

Screen Your Content

Before you start making the big decisions in the event planning process, take a step back and ask yourself, what is the focus of this event?

If the past few years have taught us anything, it’s that nobody wants to attend a virtual event that is loosely organized and only vaguely relevant. What are your goals and deliverables for this event? Are you delivering content in some kind of class format, or holding a conference? Hosting a board meeting, or trying to have a brain-storm session with your interns?

Whatever the answer to that question may be, plan for it. Know exactly what content is going to be delivered or discussed at your event; make sure that if you’re outsourcing content delivery, that you screen the content before it’s broadcasted to the world at your event. 

Timing

Picking a time for your event is never an easy task. Even when researching, it’s difficult to find a definitive answer on what’s the best time to host an online event. Despite that, here are a few stats you can rely on.

  • Events held in the middle of the week are the most well-attended. Most people make plans for their weekends- beach trips, a night out with friends, or date nights. In order to get the highest attendance rate possible, schedule your event for a Tuesday, Wednesday, or Thursday night.
  • Respect your audience’s time. The key to increasing your attendee retention is to keep your events short and to the point. Virtual marketing professionals recommend keeping your event under the 6-hour mark, with 15-30 minute sessions in between.
  • Know your audience. If you have done the research and taken the time to truly get to know your target audience, you should have a good idea of how they spend their time. For example, if you’re hosting a company event, make sure you plan around large project deadlines, business trips, and company-wide vacation days. 

Marketing

When marketing an online event, you need to have an in-depth marketing strategy. You want to market in a way that draws people into buying a ticket in the first instance, and one that also reminds them at crucial points leading up to the event that their attendance is warmly welcomed.

The main takeaway here, and something that event hosts often get wrong, is not to blow your budget on the initial marketing campaign. While it may be exciting, the impact of an event largely depends on its retention and attendance of ticket buyers, not solely how many tickets it sold from the get-go.

Platform

Choosing your platform is arguably one of the most important decisions you’ll make in the event planning process. Your choice of platform depends completely on what you need specifically for your event. Among the hundreds of platforms that you’ll find on the internet, many offer different features, customizations, and price points. 

Some may default to DIY tools such as Zoom, which have become increasingly popular in recent months due to their inexpensiveness and simple user interface. Others might look to more well-known platforms like Hopin that offer different payment packages.

However, if you’re looking for event-of-the-year status, you ought to consider an all-in-one, personalized platform that you can create with Jumbo. Essentially the holy grail of events planning services, we take care of everything for you. From planning to speaker preparation, ticketing to live stream filming, we’ve got your back. All you need is the vision.

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