How to turn your Physical Event into a Virtual Event


Virtual events have taken over physical events the same way Spotify replaced the iPod. The benefits of virtual events are endless – delegates can tune in from around the world, costs are lower or both you and your guests, operations are more manageable, a wider audience is reached. Above all, masks and hand sanitizer aren’t needed, leave them for the physical events.

Some might say that shifting a physical event to a virtual event Is overwhelming. Stop right there; we say that it is a simple process if you follow the right steps. To make things that bit easier, we have put together a step-by-step guide on how to move your physical event to the virtual sphere. So, look no further, follow our steps, and your event will be a virtual sensation.

1. Choose a reliable virtual event platform

Firstly, you need to decide on a virtual conferencing platform to suit your event needs. Just because you’re not having a physical event, doesn’t mean that the venue shouldn’t rock. At the very least, you need a digital space that has great features to showcase your event, deliver your content, and engage your attendees. This step is key to the success of your event so choose wisely. Some questions you can ask yourself are:

  • Does this platform allow for sponsorship opportunities?
  • Does this platform allow for smaller break rooms?
  • Is this platform secure?

Have a look at some of the features that you should look for in a virtual conferencing platform.

2. Promote

Once you’ve decided on your platform, now it’s time to spread the word. Of course, virtual events can use the same promotion methods as physical events. Reach out to past attendees to inform them that you will now be moving online. Don’t forget to include how to use the platform and how the events will run. A short video is both an engaging and informative method of communication. Use social media, word of mouth, giveaways and email marketing to gain attention. We’ve put together a comprehensive guide on how to promote your virtual event.


3. Decide on content delivery

Now your event is set in stone; you have a stellar lineup, a packed virtual expo floor and a buzz is spread across the digital landscape. Next, you decide how you want to deliver your content. Pre-recorded or live content – it’s entirely up to you and what you want to achieve with your event. The option of pre-recorded content is one amazing competitive advantage that virtual events have over physical events. Notably, Pre-recorded content is safer when it comes to technological issues. However, if you’re going to engage your audience, you should deliver some content live with a Q&A session to close. Why not even hire an event MC that will welcome your event and be available to entertain your guests if a technological issue arises.

4. Sponsorship

Sponsorship opportunities are sometimes overlooked with virtual events. On the other hand, virtual events offer even better advertising opportunities than physical events. How may you ask? Last-minute sponsors can be added without any stress (and an emergency trip to the printers is avoided). Furthermore, virtual sponsorship saves a lot of money with no physical ads to worry about. Finally, any final changes that sponsors want are simple to change – at the touch of your fingers (and from the ease of any location).

5. Send a Gift Box

Why don’t you create a gift box to send out to VIP or early-bird guests? Gifts can include items from sponsors, gimmicks related to your events industry and some other freebies that will help with virtual events. Take a look at the box INBOUND sent to some delegates – they even included an attendant ticket as a souvenir. Guests have the same feeling that they would have in a physical event and it’s a nifty marketing ploy – sending a gift box is a win, win.


6. Networking

Last but not least, plan your networking events. Needless to say, networking is at the heart of events. Tableside chats lead to meaningful connections, make sure those opportunities are created at your virtual event. Check out our networking icebreakers that will have your guests exchanging LinkedIn handles over a few laughs.

Are you feeling confident with moving your physical event to a virtual event? Start a free trial of Remo to take your event from a small town convention to a global summit.

Remo creates an intimate space for guests to exchange ideas and engage with your content. If personalizing your virtual event is something that you want to know more about, learn more here. Join Remo Revolution Community to meet and exchange revolutionary ideas with co-hosts and event organizers!

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