Organizing a virtual event | Guides PLANÉ

What is a virtual event, and how does it compare with face-to-face events?

A virtual event, such as a corporate seminar, webinar or product launch, is an event organized online, usually via a web platform. Compared to face-to-face events, a virtual event can reach a wider audience, be more flexible, and be less costly in terms of space and travel.

What types of events can be organized online?

Almost any type of event can be organized online, including corporate seminars, product launches, team meetings and even team-building activities. Virtual events can be just as interactive and enriching as face-to-face ones.

How do you organize a virtual event?

Organizing a virtual event isn't as daunting as it may seem. Here's a simple overview of how.

1. Define objectives: Start by clearly identifying what you want to achieve with your event. Is it for training, networking, product promotion or something else? Your objectives will guide every decision you make afterwards.
2. Choosing the right platform: There are a multitude of virtual event platforms, from Zoom meetings to specialized platforms such as Hopin or Webex. The platform you choose should meet your needs in terms of capacity, interaction, security and cost.
3. Plan the content: Unlike in-person events, virtual events often need to be more dynamic and interactive to keep participants' attention. Consider including interactive Q&A sessions, live polls, workshops or networking breaks.
4. Promotion: Use social media, e-mail, your website and other channels to promote your event. Make sure potential attendees understand the why, what, when and how of your event.
5. Dress rehearsal: Before the big day, hold a dress rehearsal with everyone involved to make sure that everything is running smoothly technically and that everyone knows what they have to do.

With these five steps, you're well on your way to organizing a successful virtual event. And remember, PLANÉ is here to help you every step of the way.

How do you organize a virtual workshop?

Organizing a virtual workshop requires careful planning and the use of appropriate technological tools. Here are a few steps to guide you:

1. Define workshop objectives: Clearly identify what you want to achieve with your workshop. This could be education, training, brainstorming, problem-solving, etc.
2. Prepare the content: The content of your workshop must be engaging, relevant and adapted to a virtual environment. Don't forget to include breaks and moments of interaction to keep participants engaged.
3. Choose the right platform: Depending on the needs of your workshop, you can choose from various platforms such as Zoom, Microsoft Teams or Webex, which offer screen sharing, live chat, polling and more.
4. Communicate clearly: Let participants know how the workshop will run, how to log in, what they'll need, and so on.
5. Do a dress rehearsal: Before the day of the workshop, make sure that everything is running smoothly from a technical point of view, and that everyone involved is comfortable with the way things are going.

How can event organizers improve the attendee experience at virtual events?

The key to enhancing the experience at virtual events is to make the event interactive and engaging. This can include interactive webinars, virtual team building activities, and the use of social networks to encourage participation. It's also important to ensure excellent customer service by responding quickly to questions and issues.

How do I manage registrations for an online event?

Registration management for an online event is usually carried out via a web platform. It's important to make the registration process easy for your participants, and to provide them with all the necessary information before the event begins.

How has physical distance affected event organization?

Physical distancing has led to an increase in virtual events and a change in practices for face-to-face events. For the latter, space must be sufficient to allow for distancing, which can affect the choice of venue and capacity.

How can the team gather feedback from participants after a virtual event?

Gathering feedback from participants after a virtual event is crucial to improving future virtual events. This can be done via online surveys, feedback forms or even social networks.

How can virtual events enhance a company's brand image?

Virtual events can enhance brand image by increasing visibility and brand engagement. They can also help promote products or services, reinforce corporate culture and develop relationships with the public.

What are the advantages and challenges of organizing virtual events versus face-to-face events?

The advantages of virtual events include flexibility, access to a wider audience and generally lower costs. However, they can also present challenges, such as audience engagement and technology. Face-to-face events, on the other hand, offer a more personal experience, but can be limited in terms of space and cost.

What tools are needed to organize a virtual corporate event?

When organizing a virtual event for a company, various tools are needed to ensure that it runs smoothly. Here is a list of some of the essential tools:

1. Virtual event platform: This is the most important tool for organizing a virtual event. Platforms such as Zoom, Microsoft Teams or Hopin provide the infrastructure needed to host online participants. They offer features such as screen sharing, live chat, sub-group rooms and more.
2. Project management tools: Applications like Trello or Asana can help coordinate tasks and deadlines between your team and stakeholders.
3. Graphic design software: Tools like Canva are useful for creating attractive visuals to promote your event.
4. Email distribution tools: Platforms like Mailchimp can help you send invitations, reminders and follow-ups to your participants.
5. Analysis tools: Use Google Analytics or tools integrated into your event platform to track attendee participation and engagement.

It's important to note that every event is unique, and the tools required may vary according to your specific objectives. Don't hesitate to call on an experienced agency like PLANÉ to help you navigate this selection of tools and choose the ones that will best suit your event.

Simplify your next virtual event with PLANÉ

Organizing virtual events and workshops can seem complex, but not when you've got PLANÉ on your side. We're here to help you navigate every detail, from planning to implementation.

With our expertise and advanced technological tools, we make organizing virtual events easier than ever. So why wait?

Simplify your life and ensure the success of your virtual events and workshops with PLANÉ. Contact us today and find out how we can turn your vision into reality. With PLANÉ, you're guaranteed quality support for exceptional virtual events.