When bringing people together for an event, many things must be taken into consideration including and not limited to size, budget, and location. Technological advances have given event planners new options when putting together a professional or social event. In the past years, technologies like Skype, Zoom, live streams, and many more have been used to create an efficient experience. People in the workplace have all seen that these technologies can provide ways to carry out tasks that are equally efficient to being in the office. Event planning is no different. For some, it may be ideal to have the person to person communication, but for many, getting their ideas and strategies across to their attendees can be just as efficient by doing it virtually. Let’s take a look at 5 reasons why a virtual event might be the perfect fit for you.
Cost And Time Efficiency
We all know that cash is king. That goes double for an event planner trying to put on his or her next event. It goes without saying that not every type of event would be better virtually, but programs like panel discussions and team-building conferences can give your company a chance to save money, which is never a bad thing. In nearly all cases, putting the money down for a virtual program will be far less than booking an in-person venue. Time is another value that should never be overlooked. The time spent on accommodating travel or locking down venues can be channeled into beneficial outlets such as networking, brand promotion, and effectively delivering your information.
Broader Range Of Attendees
A virtual event can also be extremely beneficial and preferable to your attendees. Money will be saved for both you and your attendees by eliminating travel, but comfort will be the driving factor for an attendee to take part in the event. You should expect a big bump in attendance when the attendees can take part in the event wearing their slippers in the comfort of their own home. This option also gives you the capabilities to reach out and invite far more people. In the virtual world, there is no limit to how many can attend regardless of where they are geographically. You could host an event in Cleveland and invite attendees living in France with ease. This gives you a good chance to expand your networking globally.
Less Risk Of Surprise Circumstances
As Murphy’s Law says: “What can go wrong, will go wrong”. When you are hosting an event, whether it is large or small scale, there will definitely be money, time, and reputation on the line. If in-person attendance is not 100% needed, a virtual venue can minimize the risk of unforeseen circumstances such as weather, contractual issues, and/or location problems. Keeping as much as possible in your control is the key to carrying out a successful event. Of course, some situations such as office parties may require you to do what you can to make it in-person. With that said, there are many situations such as corporate events and conferences that can be effectively carried out virtually. There is a give and take with each possibility and it is up to the individual to decide what is best for them.
Data and Analytics
Recording concise and accurate data is a crucial part of any company or event planner. In the technological age that we live in, recording data has never been easier. First of all, if and when you host a virtual event, you have the option to record the entire duration, giving you the chance to rewatch and analyze it from beginning to end. Collecting attendee feedback and opinions in real time will provide crucial information for you and your company going into the future. You can send out live polls, notifications, and surveys throughout the duration to grasp efficiency as the event proceeds. A virtual experience gives you and your attendees an easier way to communicate viable information to make your next event the best it can be.
Sharing Of Information
Particularly for a corporate event, the main goal is to communicate the information that you have to your attendees in an efficient and cost-effective way. With a virtual event, there are no limits to how much information you can share in real time. Through technology, you can present slideshows, spreadsheets, and analytical data with the click of a button. This saves time and money that you can channel into communication and the delivery of ideas; not to mention the positive aspects of sustainability. Through virtual conferences and events, you are eliminating the need for travel, paper, and energy used for in-person events. It is a win-win for you and the environment that will present your company in a positive light.
If you would like more information so you can host your next virtual event, check out The Event Planner Expo 2022 for great ideas!