Should I Take My In-Person Event Virtual, and If So, How?

Travis TuckerTravis Tucker May 6, 2020

We are asked by event organizers every day, should I take my event virtual? We believe there is a simple answer to the question…YES!

COVID-19 is here to stay. In-person events will be back, but we believe the world has shifted, and we are witnessing the brightest event organizers change with it. Whether in-person events come back in the fall of 2020 or spring of 2021, the purpose of events, meetings, and conferences has not changed. Events are still vital to conducting business, training, and partnerships.

How Do I Organize a Virtual Event?

The best event organizers are planning their next meetings in one of three ways:

  1. The Virtual Event Backup Plan

    We are seeing event planners organize their future meetings, but doing so with partners they can leverage to convert their meeting to virtual, should they need to.

  2. The Elusive Hybrid Event

    If there is one thing that COVID-19 brought that nothing else could, it is the hybrid event. Hybrid events are both in-person meetings and virtual meetings, happening at the same time, around the same content. This brings ultimate flexibility. We think this will become the future of many events for the next couple of years. Smaller in-person events with a robust virtual event component.

  3. Full Virtual Event

    A portion of event planners have pivoted 100% to virtual events for the foreseeable future. These planners are utilizing the GTR™ Virtual Event Platform to engage attendees in 2020 with the goal to move back to in-person events once safe to do so.

gtr virtual conference example

How Do I Run a Successful Virtual Event?

First, do your homework. There are several virtual event platforms out there, and you need to investigate them. Before reaching out, think first about your meeting. What makes it successful? What are the desired outcomes for you and the attendees? What are the aspects of the meeting that always score well on surveys? What are the demographics of your attendees? What changes need to a required of my event agenda?

Then investigate virtual platforms. Keep in mind some of the most essential items and questions:

  • Who will actually do the work of configuring this platform?

  • How will you help me take my event virtual?

  • Will my attendees enjoy this platform?

  • What are the strengths and weaknesses of the platform?

  • Who do I contact for support, and how fast will they respond?

  • If a speaker cannot get their laptop video to work, who helps out?

  • What is the value to my exhibitors?

New platforms are arising every day, so stay vigilant and do your homework. No one wants to be the test case for a brand new platform.

Once you have a platform partner in place, it is time to work with them to revise your in-person event into a successful virtual event. You can do this!

Want some free advice on what makes excellent virtual meetings? Want to see a fantastic virtual platform, powered by an actual Client Success Manager that will “do” a lot of the work for you? We want to chat with you and see if we can help!

Learn more about our virtual event platform, check out www.gtrnow.com/virtual-event-platform or get in touch with us here.

Regards, Travis Tucker