Virtual Event Mishaps and How to Avoid Them

Post by 
Brandon Busuttil
July 31, 2020

Planning a successful virtual event takes a lot of hard work and dedication. However, even if you think you have meticulously planned every aspect of your big day, it can still be unsuccessful. Many event planners are so preoccupied with the planning process that they forget what they should be avoiding. To ensure all your pre-planning does not go to waste, and your event day is a success, here is a list of common virtual event mistakes and how to avoid them:

Events Lacking a Clear Business Model

The lack of a clear business model is the Achilles’ heel to any successful virtual event. You could deliver a flawless presentation, have engaging content, and be as charismatic as a politician. But what everything boils down to is a business model that generates results, is profitable, and is sustainable. If your virtual event lacks the necessary components of a successful business model, it will be quite evident to the attendees, who will not support your endeavor no matter how amazing your presentation is.

Choosing the Wrong Platform for a Virtual Event

Along with a business model, having a platform you can rely on is essential. If your online events lack the foundation of a specific platform that has proven to work with your business model, you have a problem. You, by no means, should approach your event with multiple potential platforms in mind. Rather, pick one software application that supports you from beginning to end. Having one, and only one, platform ensures the best experience possible and eliminates the uncertainty of which one works best for your business model.

Adding Too Much PowerPoint Content

It is time to present your virtual event. You are nervous but have prepared hours on end for the pitch. Your attendees are excited. But they soon find out your presentation is PowerPoint slide, after slide, after slide. It just does not seem to end. Not only that, but you managed to fit a mini-novel on each slide. Keeping your audience engaged is essential, more so now because they are sitting in front of a computer screen and can leave whenever they want. It is best to not drag your presentation on for hours. The ideal length is 15-20 minutes. Likewise, have short written points, provide visuals, and do not only read the words written on the PowerPoint slides, add personal anecdotes.

Skipping a Live Component

Your virtual event is not truly a live event if, in reality, you pre-recorded everything in your living room days before. However, if the pre-recorded method is the direction you want to go with (some speakers prefer the pre-recorded format) then be sure to include at least one live component. A live chat, Q&A session, and polling mechanism are great live components to use to maximize engagement with your audience and will also allow you or your presenter to react to any comments in questions in real-time. You should record all of your feedback and use it as a follow-up strategy to maximize engagement in your future events.

Inadequate Promotion of Your Virtual Event

You can have the perfect business model, pitch, and presentation. However, if there is nobody watching, then your event is as good as dead. To ensure that you have a large audience, you need a strong promotional strategy in place long before your event day arrives. Create marketing lists and invite individuals to attend. Go a step further and make a commitment/response registrar, so you have a general idea of how many people will be attending the event before it starts.

Other options include sharing your event on social media. You can also leverage any industry connections you have to market your virtual event. It is also essential to set aside a specific budget for paid advertisement and promotion. Paid advertisement is a great way to expand your reach and generate new leads. Lastly, do not forget to send out a friendly reminder before the event starts to those who have previously signed up. People are busy and it’s easy for them to forget your event, especially with so much going on in the world right now. You can even add a calendar reminder on your registration page for additional support.

Using the Wrong Sponsors

Regardless of the size of your virtual event, you should have sponsors. Sponsors are a trustworthy source of revenue and great business partners. However, be tactical when choosing them. You must find the ones that are right for your event and align with your business. It is best to find sponsors similar to the industry you serve, offer comparable services, address related niches, and have similar demographics and interests.

Inadequate Preparation

It should go without saying, but preparation is paramount for the success of your virtual event. You could know all of the fatal flaws listed above, but if you do not prepare adequately, then that knowledge is useless. Never leave anything unaddressed until the last minute. Set aside a realistic amount of time to plan beforehand. If you want to host a smaller event, four to six weeks should be a sufficient amount of time. For a larger event, ensure that you have eight to 12 weeks to prepare. Also keep in mind that if you are planning a multi-day, multi-hour exposition, a larger planning timeline is highly recommended.

Not Hiring A Virtual Event Production Company

Nailing a virtual event can be a daunting task. Why not hire an event production company that specializes in planning, organizing, and marketing your virtual event to make it that much easier? At The Event Production Company, we do just that. Don’t just take our word for it, visit our virtual event page to see why you can trust our business to make your virtual exhibition or event a massive success. We have been in the event planning business for over 26 years and have had the pleasure of working with some of the leading brands in the Middle East and Africa. Download our guide or contact us today to learn more one why hiring a virtual event company is the best move for you.


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