7 Keys to Hosting a Succesful Virtual Events
April 6, 2022
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At Walcon we want to share our know-how from over four years of experience so your virtual event can succeed using these 7 steps:
- Choose the most appropriate tools for the project
Sometimes one virtual platform is enough, but more complex projects require integration of multiple platforms. It’s common to integrate apps like Zoom, Vimeo, or YouTube into a Web3 or metaverse platform. At Walcon, we select the virtual platforms that best fit the project, objectively, and know the integration levels between them.
2. Plan the project
The project manager advises the event organizer on time margins and scheduling. Discipline and experience are key, as success depends heavily on advance preparation. It’s also vital to know if the platform has restrictions on protected networks. Walcon works with all types of platforms, including those that don’t require opening specific ports/IPs.
- Configure the virtual space (2D, 3D, or VR)
Some platforms allow more customization than others, so configuration may take more time in some cases. - Train organizers, speakers, and visitors
As in real life, speakers must practice in the new environment. It’s also very important to perform technical checks on their equipment at least one week before the event to avoid technical issues. - Select event staff
Depending on the platform type, more or fewer personnel will be needed. In every case you need an event manager across platforms and technical support in 3D-avatar platforms. Always have an experienced virtual events team monitoring the event, since unexpected issues always arise. - Comply with GDPR regulations
GDPR is one of the world’s strongest data protection laws. At Walcon, we ensure our providers comply with those regulations to protect the personal data of all participants. - Analyze event KPIs
The organizer should receive analytics to evaluate the event’s success and compare with initial projections. In virtual events, a typical attendance rate is about 30% of total invitees, though it depends on the organizer’s engagement. At Walcon, we’ve managed events with up to 95% attendance of total invitees. You must attract visitor attention and create the desire to attend. In corporate events, this is easier if attendance is mandatory.
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