Transitioning from Physical to Virtual Eventing: What You Need to Know

Post by 
Karen Ashwin
April 7, 2020

Making the transition from physical to virtual eventing is a big step–but it’s one that, right now, is critical for your business. By transitioning to virtual events, you can offer your business a number of advantages, from maintaining brand awareness during the coronavirus pandemic to offering your customers a break from the monotony within their homes. Ultimately, successful virtual eventing will translate to an improved appreciation for your brand.

1. Live video is an incredibly important tool during this time.

Live video might not be quite the same as actually being present for an event. However, it’s a great way to bring your attendees together and share information from your speakers–without anyone having to leave the comfort of their home. Simply put, live video brings your speakers into their homes and offices. It makes it possible to connect from a world away, without having to travel or worry about being too close to other people.

2. Recording those live events makes them accessible to other viewers later.

Sometimes, viewers can’t sit down for virtual events precisely when they begin. By recording those events, however, you can leave them on your website for attendees to view later. This means that you can continue to offer the value of that event to people who want to be there, but who might not be available at exactly the time you’re airing the event. When it comes to virtual events, around half of the people who register will attend the live event itself. Others may plan from the beginning to access the event later when it’s more convenient.

3. In virtual eventing, good audio and visual equipment are worth the investment.

When it comes to a virtual event, your attendees will judge the quality of your audio and visual equipment every bit as much as they judge the quality of your speakers. Your attendees need to be able to see and hear your speakers as clearly as if they were sitting in the audience–or perhaps even more clearly.

Not all of your speakers will have fantastic equipment. If they’re going to be tuning in from a remote location of their own, make sure you do a test of their audio and visual equipment before the event itself. If it’s not up to the quality you need, consider purchasing or renting that equipment. It could turn out to be one of the most valuable investments you make for your events this year!

4. Audience participation is easier than ever.

When you host a virtual event, you can bring all your attendees together and make participation simple. Invite your attendees to ask questions through your virtual platform or on your social media page. This is particularly useful for training events since it gives the speaker the opportunity to address any questions directly, on the spot. Attendees who have their questions answered will get a moment in the spotlight and feel a deeper sense of connection to the event. In fact, through your virtual event, you may raise loyalty among attendees and make them more likely to connect with your company at future events.


Virtual events allow you to take questions from all audience members. Audience members who might not even try to speak up during a physical event are more likely to type in a question during a virtual event, which means you’ll hear from more voices–and help more audience members feel involved.

Virtual events take you closer to where your attendees already are. If you’re hosting a training event, for example, you’re able to work with attendees who are using the devices they already use every day. That means they will be better able to show you exact questions and problems. Screen sharing makes it easy to see exactly what your attendees are doing and where they may need help.

5. Virtual eventing may actually have some benefit over physical events.

As you’re planning your virtual event, keep in mind that it may actually have more benefits over a physical event than you think! Don’t look at your virtual event as “the best you can do” given the current climate. Instead, look at the advantages of hosting a virtual event. Virtual events can:

  • Considerably expand the reach of your event. People who might not have been able to afford the travel expenses associated with attending your event in person might be able to make it to a virtual event–especially if they’re already stuck at home and need something to do. In fact, you may increase the number of people that attend your event.
  • Increase the value of each piece of content you create for the event. Not only is that content useful for the event itself, but you can also continue to share that content online. You can even sell the content long after the event passes.
  • Decrease the cost of the event for both your business and your attendees. You won’t have to worry about securing a venue. Additionally, your attendees won’t have to worry about parking, or a hotel, or other expenses. You may also choose to drop ticket prices to make it more affordable.
  • Allow you a wider pool of potential speakers. Many speakers who can’t fit your event into their travel schedule might be able to speak from a remote location of their own. And that provides more opportunities for your event. Speakers for virtual events have the opportunity to connect directly to your viewers through live video events. They can also record their sections at their convenience, then put them up during your event.

Plan Your Virtual Event Today

Planning a virtual event isn’t just ‘better than canceling’. It’s a great way to continue to serve your clients and provide opportunities for your business. Furthermore, it’s an event format that you may want to consider even after the current threat passes! Want to learn more about virtual events and how we can help you prepare yours? It’s time to get connected with a Dubai event agency that can help you succeed. Contact us today to book a consultation!


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