How to plan a successful virtual conference

In an age of global lockdowns, virtual conferences and webinars have become part of the new normal. With limitations on physical gatherings be it for venues, travel or attendee numbers, this new virtual setting where participants could join in from the safety and comfort of their homes became even more popular. If you are planning to host such an event online, here are some key things to keep in mind.

Select Relevant Topic & Theme

The topic of the conference is important, especially when looking to attract a wide audience. It should ideally be something relevant and be structured in such a way that it will add value for those attending. Having a unifying theme is helpful which can be connected to various sessions and which will offer a cohesive structure that participants can follow. In addition, having short sessions at the beginning and end of the day / conference will also be helpful to introduce the topic and summarise what was said respectively.

Consider the Target Audience

As part of the topic selection process, the intended target audience should also be kept in mind; this, in turn, will help you shape the content and what should be discussed. Remember that virtual conferences open up an opportunity to attract participants from around the world; you could have people logging-in from their homes or even those holidaying at a Maldives resort hotel offering Wi-Fi access such as Adaaran Club Rannalhi! Do keep in mind the different time zones too; while it may not be practical to find one suitable time for all, you do need to find a time that is relatively convenient for most.

Find Suitable Speakers

An effective virtual conference will hinge on the speakers conducting the sessions, who should ideally be able to relate and offer practical guidance or advice to participants. They should also be those that the audience will want to hear from, which will attract them to attend in the first place. Once the speakers have been selected, they must be given a thorough briefing on the theme and topic; they should also be told how many participants are expected to join as well as what their expectations are from such an event.

Make an Event Agenda

Just as one would do for physical events, an agenda should be made for a virtual conference as well and be shared with the speakers and those attending. A proper structure will help all parties involved and should include a breakdown of each session, who the speaker/s are going to be and the duration. As stated before, be mindful of time zones and participants and speakers should be made aware of this on the outset so they can prepare accordingly.

Utilise Effective Promotions

All that planning will go to waste if the event is not properly promoted and you end up with just a few participants! Social media is one of the most popular forms to publicise such conferences since many platforms can be used be it Twitter, Facebook or Instagram. Emails to a specific mailing list, paid banner or pop-up adverts, press releases and the creation of a separate landing page for the event are all options to consider.

Offer Support and Interaction

Once the virtual conference is underway, adequate support to those participating should be given. This could be in the form of a chat option be it via text, call or video where one can contact event organisers if faced with technical issues or difficulties during the event. Additionally, offer those participating a chance to interact with speakers and even each other; a special time can be set aside for this where questions can be asked and ideas shared.