How to Organize a Virtual Conference

Overall Summary of the Instructions

Organizing a virtual conference involves several key steps, from defining goals and determining success metrics to selecting a virtual conference platform, building a team, and promoting the event. Proper planning and execution will ensure a successful and engaging virtual conference experience for both the organizers and attendees.

TLDR

1. Define goals and objectives.
2. Determine KPIs and success metrics.
3. Select a virtual conference platform.
4. Build your organizing team.
5. Set up the event in the platform.
6. Map out content and schedule.
7. Promote the event.
8. Prepare for technical difficulties.
9. Conduct a post-event review.

Step-by-Step Detailed Guide

1. Define Goals

Start by defining what you want to accomplish with the virtual conference. Key objectives might include generating revenue, attracting new attendees, signing on new members, increasing brand awareness, or establishing authority in your field.

2. Determine KPIs and Success Metrics

Identify how you will measure the success of your conference. Common Key Performance Indicators (KPIs) include registration numbers, attendance rates, attendee engagement, and post-event feedback.

3. Select a Virtual Conference Platform

Choose a virtual conference platform that meets your needs. Essential features to look for include video conferencing, attendee engagement tools, registration and promotion capabilities, and integration with other tools like Zoom.

4. Build Your Team

Assemble a team to help organize the event. Assign specific roles and responsibilities, such as tech support, content creation, and attendee engagement. Ensure you have moderators for virtual spaces and planted audience members to check everything is functioning correctly.

5. Set Up Event in Your Virtual Conference Platform

Start building out your event in the chosen platform. This includes creating landing pages, setting up online registration, drafting confirmation emails and reminders, and inputting session and speaker information.

6. Map Out Content

Plan the content you will share before, during, and after the event. This includes session details, speaker bios, networking opportunities, and any additional resources that will enhance the attendee experience.

7. Promote the Event

Deploy a multichannel marketing strategy to promote your virtual conference. Use your website, email newsletters, social media, and other channels to reach potential attendees. Ensure prominent speakers and attendees share event details with their networks.

8. Prepare for Technical Difficulties

Develop a plan to address potential technical issues. Have a dedicated tech support team ready to troubleshoot problems, and ensure all equipment and software are tested before the event.

9. Conduct a Post-Event Review

After the conference, meet with your team to review what worked well and what could be improved. Collect feedback from attendees and use it to make future events even better.