How to Move Your In-Person Event Online

The global pandemic turned out to be a crash course for event managers who quickly brushed up on digital event organization skills to navigate the uncertainties around in-person events. Though virtual events can’t replicate in-person experiences, many organizations see the value of going virtual. Corie Leaman, Director of IT Nation Events at ConnectWise discusses the benefits of virtual events and how to plan them while staying remote. 

We spend all year planning a major event – coordinating travel, securing sponsors and planning thoughtful keynotes for our attendees. Despite the hard work and preparation of everyone involved, the impacts of extreme weather, natural disasters and global health issues have shown us just how quickly we need to adapt, causing organizations to cancel or reschedule upcoming events. However, understanding today’s technological advancements and leaving room for adjustments means there is another option: virtual events. 

Flexibility is a requirement when working in technology and with an increase in businesses moving to a remote workforce as a result of COVID-19, organizations across the industry are primed to take advantage of technological offerings while also testing their ability to adapt as they look into moving in-person events online. As organizers, we have to consider several aspects of moving online since the value of conferences, trade shows and other events doesn’t just lie in the content – it’s also about making sure our attendees and exhibitors continue to reap the benefits of an in-person meeting.

Over the past few years, I’ve built up experience fusing virtualization with physical events and based on that experience, I’m sharing a few tips on what should be considered when going digital, including the benefits and drawbacks, helpful tools and resources, and what the future of events might look like. 

Learn More: Beyond Virtual Meetings: 6 Popular Collaboration Tools to Boost Productivity

While the tips below will provide a comprehensive starting point, it is important to take the needs of your organization’s events into consideration and adapt as necessary.

1. Stick to What You Know and Find the Tools that Work for You

We can’t start planning a virtual event without ensuring we have the technology to support it. Hosting webinars provide a great starting point for organizations that are already familiar with the technology and have built up a digital audience. With solutions ranging from easy and small to complex and scalable, it’s important to find the tools and resources that work for your organization and its goals. Start with something that’s easy to use, like Zoom, which many of us have used for meetingsOpens a new window , or set up a more involved content management system. Adobe Connect is web conferencing software that lends itself well to enterprises and larger businesses, and it’s the one we use, but there are plenty of articles on the internet that compare tools to help you choose. 

Be sure to develop a plan that allows attendees to connect via social media. Use hashtags and look for platforms that support chat functions to communicate with your audiences. It’s also important to find a moderator and platform that allow for real-time engagement with the audience, guiding the conversation between speakers and attendees. 

There’s a lot of overlap when planning an in-person event versus a virtual one, which makes it easy to transition as an organizer. We still have to think about the narrative and figure out the amount of time each session should be because people are still going to need to take breaks. Virtualization also means we have to consider they’ll be watching from different time zones and on their own schedule, so we need to curate captivating content. With all of the digital events happening over the next few weeks and months, we’re definitely going to see an influx of quality content and opportunities to access that content. 

Learn More: 6 Ways to Get Virtual Events Right (Remotely)

2. Although the Community Feeling Isn’t as Strong, Virtual Events Open More Doors

We need to think about the ways moving online will impact our partners, sponsors and attendees to account for possible fluctuation in the budget, attendance and interest. A great way to incorporate vendors into virtual events is by reaching out to multiple vendors and asking them to sponsor a session. 

Moving online might present attendees with the distractions of a regular work environment, like emails, calls and meetings, which can also affect immersion and lead generation. Less engagement can impact us all: exhibitors looking to incite interest, organizers who have dedicated time to planning the event, and attendees who aren’t reaping the benefits of the experience. However, as people become accustomed to attending virtual events and we navigate the nuances they bring, we will all adapt and learn how to maximize the experience and our gains. 

While we’ll continue to provide quality education, we know there are several options out there for attendees, so we need to ensure there is a rich and familiar community aspect that mirrors the human connection, relatability and access to peers with shared experiences. When we can unite people who understand one another struggles and who have made it through the other side, we’ll be successful. 

Virtual events also extend invitations to new communities, where time, money and location don’t play such a large role in preventing attendance. With digital events, attendees can join from anywhere without the need to travel, opening them up to more people now that travel expenses are minimized. Virtual events even have the option of living beyond their broadcast date, allowing viewers to control the content they consume. I’ve also found that virtual events allow us to secure quality speakers. Since they only need an hour for their session, plus additional time for Q&As, it’s an easy commitment that opens doors and gives us access to a wider selection of material to work with.

Learn More: 5 Things That Are Making Your Virtual Meetings Ineffective

3. Digital Events Work, But Nothing Will Replace In-Person Meetings

While a sudden and complete global switch to online conferences Opens a new window and trade shows was not expected, it’s our reality for the time being and though there’s definite value in virtualization, there are still aspects of in-person meetings that are invaluable. As we trial digital events over the next few months, I don’t see us fully converting to online. Rather, I expect us to look more seriously into hybrid events to mix the best of both options once we’ve returned to a sense of normalcy. Live events will see a revitalization where attendees, partners and exhibitors will want to interact face-to-face, but people will also have the option to attend more keynotes and move around booths from the comfort of their own home (or desk chair).

As we’ve experienced in our personal and professional lives, it isn’t always easy to connect with someone through pure virtual interactions and even when a connection has been made, it’s strengthened after meeting in person. Statistics and personal experience have also shown that virtual attendees are three times more likely to attend a physical event over someone who has never attended any event. Virtualization lets us show attendees, partners, and sponsors that their investment is worth the time and money they put in, so take this time to research platforms and brush up on your digital event organization skills to show your community the value you can provide in any climate. 

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