How Does A Virtual Conference Work?


The best virtual expo platform makes working on a virtual conference easy, like never before. You can create and get a communicative, engaging, and networking event with the right solution. 

Hence, here is a complete process that can be helpful in understanding how the virtual conference works. 

7 Steps to Make the Virtual Conference Work!

Step 1: Define the Conference Goals and Select the Target Audience

You can do a lot when you think about conducting a virtual conference. It can be challenging, but everything is possible with the help of the right virtual event software. Hence, you can start by aiming for what you want to achieve with the event. Furthermore, you have to decide the goal of your event in order to promote, plan and execute the complete strategy accordingly. The next step is to identify your audiences well. You may remember the quote, “Behavioral Marketing Is About a Discovery,” which means you have to discover your audience, what they are interested in, and what they care about. You can use this information for a more user-friendly virtual event. 

Step 2: Get Your Virtual Conference Plan Ready in Advance

You have to start as soon as you decide to host a virtual conference. Furthermore, you will require proper planning that can help to create a more engaging, communicative, and entertaining event. You can not just rely on simple thinking. Hence, start your planning with the duration of your event, number of sessions, number of speakers, duration of every session, date & time of the event, the topic for every session, and more. Also, it can be helpful in making a proper schedule for your event from the very start. 

Step 3: Choosing the Right Virtual Conference Platform

The experts are recommended when you have something really huge, and virtual fests are supposed to be a big event for your brand. Hence, you need the right virtual conference platform to design and host one for you. Furthermore, follow the proper process to find one. Compare and select the best solution among all the virtual event services. In addition, look for a solution with additional and beneficial features, such as:

  • Networking Tables
  • AI Matchmaking
  • Virtual Networking Lounge
  • Business Card Exchange
  • B2B Meeting Scheduler
  • CXO Lounges
  • 1:1 and Group Chat
  • Live Poll and Q&A Session
  • Live Audio & Video Call
  • Chat Rooms
  • Pre-Meeting Scheduler
  • Third-Party Integration
  • 1:1 and Group Chat
  • Live Poll and Q&A Session
  • Live Audio & Video Call
  • Chat Rooms
  • Pre-Meeting Scheduler
  • Third-Party Integration
  • Feedback Form
  • Detailed Event Report
  • Attendee Footprint
  • Signature Wall
  • Meeting Insights

Step 4: Manage Expectations

You have to create a complete strategy for the designs and requirements of your event. It can be helpful in explaining your expectations and desires to the experts. Furthermore, the virtual conference service providers can give you a full customization option. Hence, you have complete freedom to design and decorate your online event venue. You can create a lobby with animated lights and background melodies that can create an in-person experience. Also, you can place all the promotional content in the dynamic banners space. In addition, it can be anything like images, gifs, teasers, trailers, infographics, or any other content format. The best part is that the virtual fest platform offers to add any external and internal link to any banner without hassle. 

Step 5: Attract Maximum Attendees

When your event is all strategized and planned to create, your next step is to create a promotion team. Furthermore, your team will handle the marketing of your virtual events and make as many registrations as possible. Hence, you do not have to worry about any attendees or attracting them to your event. Here are various tips for the best virtual event promotion. 

  • Create eye-catching registration and landing pages
  • Drive organic traffic with keywords research 
  • Leverage email marketing 
  • Share your virtual event sneak peeks
  • Channel the power of social media promotion
  • Ask your guest speakers, sponsors, and influencers to promote 
  • Offer referral registration gift
  • Use short videos, like teasers and trailers of your virtual event. 
  • Your team has to show consistent effort for better marketing for your virtual event.  

Step 6: Take a Run Test

It is essential to review your virtual conference platform before the event day. Hence, check and ensure that every part of your event works perfectly, from live polls to Q&A sessions to interactive features to gamification to touchpoints, and every other aspect. 

Step 7: Post Event: Analyze and Reflect

The virtual conference platform offers a detailed report of the virtual event. Furthermore, it includes insightful analytics that can be helpful in measuring the success rate and taking the appropriate aspect in your event next time. 

So, these are the various steps that can be helpful in making your virtual conference work better. You can create more engaging, communicative, and networking opportunities for the attendees, speakers, and every other user at your event. 

Hope, you will find this article beneficial in understanding the basic work mechanics of the virtual conference.

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