10 tips to create an online event

Creating events online has become necessary due to the Covid-19 pandemic. Here we want to give some tips that we think are useful for managing an online event at its best.

Let’s start with the definitions: an online event is any type of event that replaces the physical sharing of a space with a virtual meeting on a common platform. There are several formats of online events: webinars, conferences, master classes, panels, Q + As, interviews with experts and opinion leaders, product demos, AMA (Ask Me Everything). The choice of the format depends on the covered topic, the number of speakers, the communication purpose and the platforms used.

The main advantage offered by an online event is the direct contact with the speaker. Showing your face and making your voice heard on a topic (if you are prepared, of course) plays a crucial role in enhancing your credibility and gaining the trust of the public.

Below, we will list some tips to better prepare and manage an online event:

1. Think about your audience

Who is going to follow you? What are the problems your audience needs to solve right now? What are the goals? Communication works if and only if the contents are thought and created in relation to the target audience. Create a community and take care of interactions before and after the event through private groups within social media, too.

2. Think mobile

Remember that your audience will follow the event on different devices, including certainly mobile phones and tablets, so remember to choose a responsive platform and optimize your content to ensure accessibility everywhere.

3. Show a coherent brand image

The online event is an excellent opportunity to present your company, therefore use colors, fonts and graphic elements in general that are consistent with your brand image.

4. Raise funds, if possible

According to your online strategy, consider opening fundraisers and small enrollment fees (and relying on a payment processor that monitors who paid). If you opt for a free event, consider the possibility of donations and still request the participants’ registration, in order to keep track of them and communicate with them. If needed, look for sponsors.

5. Set date and time

… and do everything you can to be on time! Try to have materials and platforms ready at least a quarter of an hour before the event’s start. Being late is a bad business card even online.

6. Choose and frame the topic well

Your audience is investing their time to learn something, so make good use of it. Avoid staying too vague and focus on a specific aspect of a topic on which you can truly offer an original, complete and useful perspective.

7. Choose the right platform

Consider your budget, the number of participants, the format chosen, as well as features such as surveys and registration forms.

8. Plan a dry run

Once you have chosen the platform, test its functionality behind closed doors. Organize the content you will use and pay attention to the video and audio quality, as well as the recording quality. You will notice if there are disturbing elements in your environment and you will remove them in time. In any case, be prepared for unexpected events and mistakes: they are not a tragedy and you can turn the error in your favor if you keep calm.

9. Let people know about your event!

Creating the best online event ever is useless if nobody knows about it. Create a landing page with relevant information about the event, in which participants can leave their data and register. Write a news on your site’s blog well in advance, so that Google has time to index it, bounce the news on social media and send a newsletter to the contacts you think may be interested. If there are any partners involved, use their channels (site, social networks, etc.) to advertise the event, too. Last, but not least, create a hashtag of the event that is immediate, consistent and easy to remember.

10. Create interaction

Maintain a conversational approach and plan moments of interaction with the audience to involve them in the speech. Consider some interactive tools like surveys, live chats, pop quizzes etc…

So in summary: get to know your audience and adapt content and tone of voice accordingly; choose the right platform for you and your current needs; get ready well in advance and take care of marketing before and after the event. Respect the time the public gives you and do everything possible to offer quality content.