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Checklist to Onboard Your Guests into the Virtual Event Experiences

Virtual Events
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Remo Staff



January 19, 2024

Table of Contents

Worrying about caterers or any other logistical complexities may not be on the event planners’ agenda today. But, is going online the all-time solution to our worries?Yes and no! Event organizers have been blazing the trail to create virtual event experiences that are authentic and ground-breaking. Yet, the more we are introduced to new virtual event technologies, there was one particular challenge that kept coming up. Getting all the attendees on the same page with the complexity of virtual events... In the checklist below, we will walk you through how to successfully funnel and onboard your guests into your virtual experience.

Start with a clear purpose

Before you embark upon planning a virtual event experience and inviting your guests onboard, be sure to have a clear purpose. Why do you want to host an event online? What results are you striving to achieve? For instance, while a job fair focuses more on networking, a video game convention will generate publicity around the speakers you are featuring at your event. Clarifying the targeted outcome of your event will help you understand your target audience and what resources to bring to the table. More importantly, planning your get-together around these set guidelines will inform your content strategy and the virtual events technology that’s required to accomplish your goals.

Choose where to host your virtual experience

With a purpose in mind, you can easily layout the logistics and profile your target audience. Then, you can determine which online event software caters the most to this profile. Remember! The right tool will eliminate a lot of late nights, tedious work, and headaches. So, make a thorough search and list what stands out in each platform. Make sure to check out our article on the top 5 features to have in a virtual conferencing platform.

Learn the platform in and out

Once you adopt the virtual events platform, there will be a steep learning curve both for the event organizers and guests. Lack of guidance is usually what creates friction in the guest experience leaving them frustrated and unsatisfied. In order to offer seamless virtual onboarding, make sure to go through all the resources available online and build expertise in the platform.

Note down possible complications and seek out solutions

Technology is far from being perfect. In order to host a great virtual experience, you need to be prepared for the most pessimistic scenario and go from there! For that, read the help articles available, go into public forums and discussions, watch product demos… You know your guests best, so determine what may possibly go wrong or what elements of the platform aren’t as intuitive for everyone to understand. Don’t hesitate to communicate your concerns with the support team and seek out resources. It’s incredibly essential to find the root cause of problems before they surface in the course of your virtual gathering.

Promote your event with a powerful content strategy

Going virtual effectively eliminates the costs associated with rentals, accommodation, transportation and catering. This leaves you with a sizable portion of the event budget to allocate for your marketing efforts. When referring to marketing, we don’t just mean promoting your event but using these different channels of communication to warm up your guests. Incorporate any technical training material into your promotional reminders. With a powerful content strategy, you can facilitate a frictionless technical onboarding and make sure your guests stay active in this online experience.

Write a compelling email drip sequence

One of the core elements of promotion and marketing lies in creating a sense of excitement among the audience. While creating a buzz around your awesome event, provide clear guidelines on the technical requirements necessary to access the event space. Don’t forget — your event starts way before the date of your event! Notify your guests periodically and be persistent about providing them with the training materials.

Test your online event

One last step before your guests start funneling into the event space is to test your efforts in real-time. Create a mock event and invite your colleagues and friends who haven't tried the platform before. This way, you can collect direct and honest feedback on how you did as an event host. From your previous knowledge, try to find solutions on-the-fly, and if you can’t make sure to note them down. Whether it’s some tedious browser or operating system incompatibility, with hundreds of guests logging in to your event simultaneously, you will definitely appreciate these rehearsals.

Welcome your guests in the lobby

While marketing is a great facilitator for a successful onboarding, it’s still likely to have people come in with no prior knowledge or training. These guests may feel overwhelmed and frustrated with the sensory overload. To ensure you and your attendees make the most of this virtual experience, personally welcome your guests in the networking area and distribute bite-size training material in the beginning of the event. Make sure to give your guests some room for adjustment and learning.

Make a shiny introduction and provide guidance

At Remo, we divide the virtual event experience into two forms allowing you to switch between the networking mode and presentation mode. Utilize these features to bring everyone on the same page at the very beginning. Introduce yourself and the other event hosts, provide directions on where to find the training material or tech support agents. Allocate a few minutes to walk your guest through the platform.

Encourage open communication

It is critical to understand that virtual experiences are new to everyone. As an event facilitator, let your guests know that you are always there to help them. Be honest about the fact that you are constrained by technology. They will understand that there is a natural limit on the items you can take action on. So, build rapport with your guests, make yourself available and approachable. Creating an environment of openness and trust will encourage your guests to feel welcomed in this virtual experience. Always remember! If physical events have hitches, virtual events have glitches. When creating a game plan to onboard your guests seamlessly, there are a number of things to consider. To host fantastic virtual event experiences, understand the hiccups of the technological tool you are using, and prepare accordingly. Are you ready to host your first virtual event experience? Start a free trial on Remo and learn all the awesome ways to promote your organization while connecting people virtually!

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