During the pandemic, virtual events of all kinds became popular worldwide as an alternative to face-to-face meetings, webinars, and networking. Even in the post-pandemic setting, given the various apps available in the market such as Zoom, GoogleMeet and Webex, individuals and businesses use digital events to connect with colleagues, suppliers and clients.
A digital event has many advantages and, if done right, will bring more benefits to your business. Organizing events, big or small, could be an overwhelming task requiring much coordination. If you are struggling with where to start and how to organize digital events successfully, we created a guide for you that our experienced virtual assistants can help with.
A virtual online assistant can help you with all the time consuming tasks of advertising the event, inviting the relevant parties to coordinate and solve issues that may occur during the event. If you are looking for online virtual assistant services, we also have experienced virtual bookkeeping assistants, real estate virtual assistants and mortgage process outsourcing assistants that could help you execute your online events.
Advantages of Digital Events
There are different types of digital events. Each has its purpose and approach to getting the desired results. With a growing percentage of people working remotely and still choosing to do so during the post-pandemic set-up, a digital event covers anything from webinars to conferences.
There are many reasons why more people are still opting for digital events and here are the most common reasons:
Saves the business time and money logistically
Say goodbye to taking flights and staying at hotels just because you need to attend a meeting that could have been held online. An online meeting saves the business both time and money while achieving the same results.
Provides flexibility
It does not matter where you or your colleagues or clients are located, a digital event could be attended by anyone who has access to the internet. Since you do not have to think about the traveling time, if necessary, you could reach out to clients from different time zones.
Expands audience
Live streaming is a digital event where you can offer value to your target audience that could convert into paying clients. With online events that aim to find new customers for your business, you don’t have to rely on your own network anymore because your online content could also appear in public.
How Virtual Assistants Can Help in Event Management
Experienced personal assistants can help you manage and run all kinds of events, whether they are private events or public networking events. Maybe you have an idea or other preferences, our expert and dedicated virtual assistants can make that happen for you.
Here are the different ways our online assistants can help you:
Sets up your event
Our Virtual Assistants or Virtual Angels know the ins and outs of organizing online events, and every element must be well-taken care of. Whether they are simple online meetings to touch-base with colleagues or complex online events with your customers, the nitty-gritty details would be checked by experienced online assistants ensuring that there are no details left to unfold.
Finds sponsorship opportunities
An online assistant can also help you look for potential sponsors by emailing or calling them. Aside from offering a place for their logos, you can also offer the option of putting their logos, videos and link to their website on the welcome page of the event. Your virtual office angels could also organize a giveaway file that contains your sponsors’ information and advertising materials for all the attendees.
Coordinates with all the parties involved
Coordinating with the different parties involved before, during and after the event requires a lot of your hours and energy. Allocating these tasks to your online assistant takes a lot from your shoulder so that you can still focus on the other things that matter to your business.
Your Virtual Office Angels will check all the details, tie any loose ends and finalise all the arrangements. Changes are inevitable until the last minute, but you don’t have to stress because an online assistant will be with you every step.
The Elements of a Digital Event
For a successful networking digital event, every element requires 100% attention which could be taken care of by your online assistant. On your next digital event, make sure you cover the following:
Virtual Booths
It is a fact that virtual platforms can’t replicate face-to-face meetings, but it is possible to allow a one-on-one meeting with the use of virtual booths. A virtual event booth in trade shows or festivals allows converting event leads into real opportunities. A virtual office assistant could set up an online event with the option of going for a separate booth where you can chat instantly with a prospect.
Live Broadcast
A live broadcast could include live polling and Q&A that increase the viewers’ engagement. There are also live broadcasting platforms that allow multi-speaker sessions as done in conferences or exhibitor event. Another advantage of a live broadcast is it creates a sense of urgency for the audience.
Integration with Social Media
Social media plays a significant role in ensuring that your attendees are engaged throughout the digital event. It could be a way for the attendees to share what’s happening during the event with other parties who are not aware of the event. This way, the audience themselves could be the ambassadors of your event.
Your virtual office assistant can remind the audience what to do during the event, such as sharing quotes, hashtags, screenshots, etc., that could generate more buzz for your business.
Pre-recorded content
There will be times when speakers and attendees themselves can’t attend the event at the same time. In this case, your online assistant can collect the pre-recorded content of the speaker and stream it during the event. For the attendees who could not make it, there is an option to send the link to the recorded event afterwards.
Reporting and Analytics
There are many factors to consider to prove that a digital event is successful, from the number of attendees and those who engaged during the event to sales conversion. Many apps have analytic features, but they still need to be manually compiled and analysed.
Live Troubleshooting
Issues are inevitable in all kinds of online events, no matter how prepared you are. You might be dealing with connection issues or technical errors, a virtual assistant can help with back-ups and live troubleshooting. A reliable online assistant would know what to do shall the problem arise.
A virtual assistant could also send reminders to all the parties involved to attend the online event with the requirements in terms of sounds, camera and background.
Preparation is the key
Prevention is better than cure. This rings true in every digital event. It is better to prevent any problem than fix it on site. Your virtual office assistant can make sure that everything on the list is correctly done.
Embrace your angle on video
Digital events can’t 100% replicate the face-to-face interaction, but knowing where and when to stay put in front of the camera helps to make it feel like you are near and naturally interacting with each other. Stay at the center, use hand gestures and make use of the entire square.
Check everyone’s equipment beforehand
Your online assistant can send reminders of what’s required connection and equipment-wise to the participants of the event. Otherwise, there could be connectivity, equipment, or software mismatch during the event.
Businesses these days have to be smarter to survive. You have to find new ways and sustainable solutions to ensure that competitive edge. Let Virtual Office Angels make your life easier. With a strong track record of long-term businesses from our clients, we continue to win new customers on a consistent basis. Check out what our clients say about us.
Give us a call now on 02 8313 7135 or simply email me back at clientcare@virtualofficengels.com.au.