The perfect host: How tech allows you to create and host your own virtual events
By Piyush Gupta
During the pandemic, social distancing became the imperative, compelling individuals to seek solace behind the screens of their laptops. In this new landscape, traditional social gatherings swiftly transitioned into virtual realms, giving rise to a safe and practical alternative. Virtual events emerged as a powerful tool, enabling people and organizations to remain connected and carry on with their daily operations remotely. This innovative approach transcended geographical boundaries, facilitating unprecedented networking opportunities and fostering knowledge-sharing on a global scale.
Webinars, live streams, and virtual conferences offered opportunities for presentations, panel discussions, and Q&A sessions. Virtual trade shows provided exhibitors with a digital platform to showcase their products or services to a wider audience. Online classes and workshops enabled interactive learning experiences, while virtual tours offer immersive exploration of places or spaces.
The host in the driver’s seat
Even in the post-pandemic world, virtual events have sustained their popularity. Although physical gatherings have made a comeback with renewed vigor, virtual events have seamlessly integrated into the fabric of offline gatherings. Recognizing the potential of virtual platforms, companies began yearning for additional customization and greater autonomy over event creation. This desire led to the rise of do-it-yourself or DIY virtual events, where companies have complete control to craft and curate their own virtual experiences.
Previously, event companies handled the creation process for their clients, but advancements in technology now allow customers to take the reins and be in the driver’s seat of their event journey.
The perfect host
With organizations and individuals themselves becoming the guiding force that sets the tone and ensures a memorable experience, users themselves design fast, intelligent, cost-effective, and agile virtual events at the click of a button. The creators can easily integrate features like live chat, Q&A sessions, and interactive polls to foster engagement and encourage active participation.
By leveraging technology, they have the power to personalize the event, address queries, and make attendees feel valued, resulting in a seamless and enriching virtual event experience. At the backend, the platforms also provide data analysis to help users better understand their customers.
The workings of DIY virtual events
DIY virtual events rely on technology that replicates the event experience in an online setting. For example, the virtual events technology offers hosts to utilize video links, application/desktop sharing, and interactive elements like polls and messaging to create and run the online event.
Advanced virtual event platforms go beyond basic conferencing tools and offer virtual experiences that emulate in-person conferences. These platforms include features like virtual lobbies, virtual expo halls for exhibitors, virtual meeting rooms for networking opportunities, and more.
Virtual conference environments are typically set up in advance, incorporating visuals, navigation, and pre-recorded sessions. While some platforms allow for live streaming of keynotes and sessions, most sessions are pre-recorded. Attendees register for the event and receive a link to access the virtual experience. As sessions are recorded, attendees can often access them even after the live event.
Advantages of DIY virtual events
DIY virtual events offer several benefits for hosts and participants alike. Firstly, they provide increased accessibility, allowing individuals from anywhere in the world to attend without the constraints of physical location. Secondly, as the user crates and organizes the event, it is cost-effective, eliminating expenses to the third party along with curbing expenditures related to travel, venue rentals, and accommodation.
Challenges
Technical issues can arise, so it’s essential to conduct rehearsal sessions to ensure smooth operations. Communicating clear instructions to participants helps them navigate the event effectively. To combat audience fatigue, consider shorter session durations or incorporating interactive elements like polls and Q&A sessions. Strong internet connectivity is crucial, so advising participants to use a stable connection can minimize disruptions. Engaging visual aids and multimedia content can enhance participant engagement. By addressing these challenges proactively, hosts can create a seamless and captivating virtual event experience for their participants.
The utilization of DIY technology in hosting events brings forth a multitude of advantages. It provides organizations and individuals with the opportunity to broaden their horizons, connect with a global audience, and reduce the expenses typically associated with traditional events. Moreover, the immersive experiences crafted through technological innovations have the power to leave a lasting impression on participants.
(The author is Piyush Gupta, CEO, VOSMOS, and the views expressed in this article are his own)
