Organize a digital event in the best way
A digital event is a perfect solution in many different cases. At first it may sound complicated, but with the right tools and good tips it does not have to be. Our digital platform can help you plan, organize and keep track of everything.
The advantages of digital events
A digital event can suit everything from conferences and lectures to concerts and parties. When it all moves online, it becomes easier for guests who would otherwise have to travel far to attend the event, which opens the doors to a more international event. It is also a good fit when you have a tight budget and want to save as much money as possible. In general, it also saves a lot of time, not only for you who are planning, but also for the guests.
Tips for getting started with creating your digital event:
A video call or a live video Should the event be set up as a video call? Or as a live video they can watch? When you set up your digital event as a video call, your guests can easily take part, talk to each other and comment. Everyone at the event can also see each other. A video call becomes interactive, social and usually a little more relaxed and personal. Streaming a live video is a good fit when your guests are going to watch something, for example a concert or some other kind of performance.
Choose a platform
For video calls, you can for example use Zoom, Skype or Microsoft Teams. For streaming and live videos, you can for example use YouTube or Vimeo. Look into the different platforms and see what suits your particular digital event best.
Adjust the program
If a digital event was not the first idea, make sure you adjust the event's program properly. Things that guests may appreciate at a physical event may not be as successful at a digital event. Think about what could work and keep your target audience's interests in mind throughout the planning. Try to think outside the box; you can usually do much more online than you think. Keep in mind that people generally get much more tired from just sitting in front of a screen than from attending a physical event. So have some breaks and make sure your digital event does not become longer than it needs to be.
Find suitable features for your setup
If your digital event is going to be interactive, consider whether it might be an idea to use Zoom's breakout room feature to create pleasant social situations. That way you can split all the participants into different groups where they can talk a little more easily. Perfect for a conference or workshop where everyone is going to collaborate and brainstorm ideas.
Do something fun
No matter what your digital event is about, it basically always needs a few fun elements. Surprise your guests with unexpected happenings and exciting elements. Why not arrange a team-building activity for you and your colleagues after a long lecture? Perhaps you could solve a riddle together or play a game? Do not make the conference too productive and sterile just because you are all sitting in front of a screen; there is a lot you can come up with online too. It is always a good idea to do something that encourages a good atmosphere and creativity.
Plan carefully and prepare
It is no fun if there are lots of technical problems when you are hosting a digital event. In fact, it can ruin your event completely. So prepare everything technical carefully in good time and think about what could possibly go wrong. If you are not very technical yourself, ask someone knowledgeable for help. It is also a very good idea to have a plan B in case something starts acting up.
Video, sound and first impressions
It is incredibly important that your participants hear and see you well, otherwise it could distract from your lecture or your performance. Test the equipment well in advance and check that everything works as it should.
Also think about what it looks like behind you on the screen. Make sure it looks clean, fresh and pleasant and, above all, that it does not come across as messy or distracting. Also think about what you are wearing and how it comes across in a video or a video call.
Be extra clear with the guests
There should be no question marks about how they join your digital event. Send a very clear email or SMS with everything they need to do, step by step. Try to make the whole process as simple as possible for your guests.
Organizing a digital event should be fun
By using an event planning platform, you can be time-efficient. Spend your time on more important things, and let our tool keep track of the administrative parts. Organize your event anytime, anywhere; all you need is an internet connection. Hosting an event is fun when it is smooth and simple. Read more about Paloma's event module here!