Even with the roadmap out of lockdown in sight, virtual events are here to stay. While live events will always be the lifeblood of the industry, more than half of respondents in Eventbrite’s recent survey were planning to attend online events as well as in-person gatherings in the future. So it’s no wonder that so many event creators are pivoting to online events or combining them with in-person opportunities.

That, however, can make it hard to know how to host a successful event that stands out from the crowd. Here, we’ll take you through the steps you can take to make your virtual event truly engaging and distinctive for your attendees. Read on to find nine next-level virtual event tips that will set your event offering apart from the rest.

1. Curate the experience

Many creators use similar platforms for hosting a virtual event, so think about how you can make yours different. By curating the attendee experience, you’ll not only create a unique event, but add value. Take the opportunity to make ticket add-ons available like merchandise that can be sent to attendees prior to or after the event. For instance, if it’s a talk with an author, give attendees the option to purchase a signed copy of the book. You could also offer an incentive for attending, like a voucher code for a discount on a future event or access to bonus material.

From boosting funding and strengthening your brand to reaching a wider audience, a sponsor can also help to create a memorable attendee experience when organising a virtual event. You can put together enticing ticket packages that incorporate the sponsors’ products or services – such as offering guests a free workshop or a pet portrait drawn by a particularly creative sponsor.

2. Tailor it to specific devices

When looking into how to create virtual events, consider whether your audience is watching via mobile or computer and tailor your content and format to suit. Virtual event platforms like Zoom show only a few faces at a time on mobiles. But on desktops, more than 20 screens can often be displayed, often making interaction between attendees easier and more natural.

Still, chances are that some of your audience might attend your event via their phones. But don’t worry – these attendees can still have a great experience. Many video platforms have interactive features for mobile, too, like filters and polls, which you can use to engage and entertain.

3. Incorporate technology

Take advantage of the latest technology to make your virtual event truly unique. For a gallery or museum event, you could use virtual reality to provide attendees with a 3D tour of an exhibition. Or, if you need to present slides, use a Leap Motion controller for smooth transitions that match the speed of your speech.

If your event is a careers fair or university open day, emulate the in-person experience with a platform like vFairs that allows for exhibitor-to-attendee communication by turning them all into avatars. Guests can then visit booths and speak to exhibitors just like they would in the real world.

4. Find your niche

The more specific you make your virtual event, the more useful it will be for attendees. Try to avoid making your theme too broad – “digital marketing” doesn’t tell attendees much about what they’ll experience or learn, making them less likely to engage. But “empowering women in the digital world” is much more powerful.

To find your angle, ask your target audience what topics they’d like you to cover or request feedback from previous attendees. One way of doing this is by setting up polls on social media or inviting followers to email you with suggestions in return for a free ticket.

Remember that relevancy is key, so if you hold recurring events, make sure the content is up to date each time.

5. Hold a run-through

Whether you’re looking to host an online conference with a panel of speakers or a virtual workshop with one presenter, always hold a mock event before the real thing to iron out any technical issues and strengthen group dynamics.

Encourage your presenters to familiarise themselves with the platform being used. While they might be experienced at public speaking, every software is different, so it’s best to avoid any surprises. For example, some platforms toggle away presenter notes while presentation mode is being used – a speaker used to reading from notes might lose their train of thought if this happens unexpectedly.

6. Make a video

If you’re wondering how to plan a virtual event that’s truly engaging, put together an event video. Visual stories are often more memorable than long passages of text, helping to deliver your message in a more impactful way. A recent HubSpot survey found that 62% of people pay close attention to videos, with 53% wanting to see more video content in the future.

Think about how and where you plan to use your video. For instance, you could make a fun and informative one that can be used as your main marketing tool on your event page. Keep it less than a few minutes, though, to retain your viewer’s attention. Or, you could encourage ticket sales by creating a series of short clips for social media. Video is also great for giving your brand a voice, so don’t forget to include your logo and a strong call to action.

7. Start a conversation

Networking is one of the main reasons why people attend in-person events. So with virtual events, try to create the same vibe by giving people a chance to connect before, during, and after.

Invite attendees to a social media group beforehand to start the conversation and share ideas. During the event, do what you can to initiate conversations, like setting up breakout rooms for team-bonding exercises or turning on chat functions. If you’re holding a workshop or creative class, you can even ask attendees to send in live photos of their work to be shared with the rest of the group on the screen.

8. Focus on accessibility

Plan your virtual event with accessibility in mind. Ensure that attendees can easily access it by using Eventbrite’s automated reminder emails with clear details of how to join. Add closed captions so that everyone understands what is being said. And don’t forget time. One of the advantages of holding a virtual event is that you aren’t tied down to a physical location and can therefore draw in audiences from across the globe. When thinking about how to host a webinar, for instance, consider the time zone that the majority of your audience are in to figure out the most convenient event time.

9. Add a dose of reality

Just because an event is virtual, it doesn’t mean you can’t make it feel real. To recreate the atmosphere of an in-person event, you could send attendees a to-do list so they can prepare everything they need. If it’s a wine tasting, send a playlist that reflects the origins of the wine to get them in the mood and deliver samples by post.

Running an online event that mimics the in-person experience is especially important if you’re hosting a hybrid event where some people attend in person and others take part virtually. Making your event feel as “real” as possible will boost participation and engagement, no matter where guests are.

Ready to start planning your virtual event?

When it comes to virtual events, there are just as many options to consider as in-person gatherings. Whether it’s the particular platform you choose, the format you decide to present, or the topic that you centre everything on, thinking things through carefully will help you to stand out in the online space. And remember: personalised experiences and high-quality hosting are often the keys to bringing in the virtual crowds.

Now that you have some handy virtual event tips, you’re ready to create your own online event.