What is a Virtual Conference? | How To Conduct a Virtual Conference?

A Virtual Conference is a conference held through online communications, such as online chat or instant messaging.

The term “virtual” means “existing in or using computers and other technologies.” They are usually held on the Internet and not live at a specific time, location, or date. They can also be scheduled at any time, day or night, irrespective of the location of the participants.

What is a Virtual Conference? | How To Conduct a Virtual Conference?

Virtual Conferencing is one of the most widely used concepts in the business world today. With globalization, many companies are looking to expand their business to different markets and enhance their communication with their client base. 

This is why more and more companies are opting for virtual conferencing that allows them to interact with their employees and clients from different locations worldwide. 

There are several benefits to using virtual conferences that have led to them being used more and more in recent years.

The Advantages of Virtual Conferences over Traditional Conferences | Benefits of Virtual Conferences

The advantage of Virtual conferences over Traditional conferences is the distance between the participants. In a traditional conference, the people attending are physically only a few meters away from each other, rarely more than twenty. In these conferences, the people can be miles or continents apart.

Another benefit of virtual conferences is that they can take place almost any time of day or night. This means employees can participate in conferences without interrupting their workday schedules. Clients can receive updated information at any time of day or night via e-mail and phone.

  • Virtual conferences are a great way for businesses to save money.
  • This kind of conference does not require travel, creating lesser costs for the business.
  • It also doesn’t require a venue, making it an even less expensive option for businesses who don’t have one available without having to pay for it.
  • It can be done between various locations in an office building, through services such as Skype or Google Hangouts, etc.

Let us discuss Types of Virtual Conferences.

Different Types of Virtual Conferences

Virtual Conferences can be divided mainly into four categories:

  • Virtual events
  • Business Webinars
  • Web-conferences

Virtual Events

The term “virtual event” refers to a conference that is held online. It can be a training program, webinar, or another online event. Virtual events may be scheduled at any time and in different locations. 

The scope of a virtual event may vary significantly from a conference with a limited geographical area to a more global and high-level kind of meeting happening in venues or networks.

Business Webinars

Many businesses now offer full-day interactive webinars for their clients. These events attract large numbers of viewers. Attendees are invited worldwide and may be linked to both staff and customers via e-mail reminder updates. 

The purpose of an online event is to allow participants to ask questions, share ideas and learn more about the subject matter in an interactive environment.

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Web conferences have become a popular way to conduct webinars in a peer-to-peer environment. This method allows participants to connect and share knowledge and resources. 

Clients can now view the events that they have been invited to on the website of their choice, provided that the company has established an appropriate link between the event site and its website.

Many businesses use web conferences to share information with clients, customers, and partners. This type of event is often used as a vehicle for disseminating knowledge, such as when a company sends out press releases or updates that concern its products and services. Web conferences are also often held to train staff, customers, or potential clients in specific topics.

You will love to read: Virtual Conference – 11 CONCRETE STEPS to Grow Your Business!

Moving on let’s talk about planning a Virtual Conference.

How to Plan a Virtual Conference? 

Virtual conference planning is an essential task. Everything has to be prepared in advance to avoid poor performance and problems during the actual event. 

To create a successful virtual event, one needs to know how to prepare a virtual event. Planning a virtual conference can be challenging, especially in the very first stages. 

Key points to consider while Planning a Virtual Conference are: 

What is a Virtual Conference? | How To Conduct a Virtual Conference?

Presentation Controls: 

PowerPoint is the most popular presentation graphics tool. Other tools like Keynote are also widely used to create professional PowerPoint presentations. 

Live Demonstration: 

While demonstrating something, always have a camera ready and make sure that the presenter can see the audience. 

Live Connection: 

Always test the connectivity thoroughly to avoid any performance problems during the actual event. 

Interactive Sessions: 

Helpful in driving interaction between the moderator or the presenter and the audience. Questions and answers are a great way to keep things interesting during virtual meetings. 

Graphic Visualization: 

Use visual elements like graphs, diagrams, pictures, etc., to reinforce key points in a presentation. 

Audio Visualization: 

It is crucial to have good audio and video for any virtual event. Use tools like WebinarJam that allow you to record webinars as well as host meetings online.

Also Read: How Does Free Conference Call Make Money?

OKAY… Now let’s move on to How to Conduct a Virtual Conference?

How to Do Virtual Conference? | How to Conduct a Virtual Conference?

1. Choose the structure for your event

The event can be organized as group-led or individual sessions. In a group-led virtual event, the moderator can take the session attendees through different phases of the event. 

In contrast, other sessions may be organized as a flexible option for anyone present to share their point of view. On the other hand, individual sessions offer a few-to-one interaction and give more choices to each participant.

2. Choose your platform

Both are beneficial in their ways, but you need to think about the purpose of your event first. The people you invite to attend are essential. If they are respected, then so the event will be.

3. Invite the participants

In our highly networked world, not everyone has to be physically present to attend a virtual event. As long as they can connect to the Internet with the help of any device and share their opinion, it is good. 

It is always ideal for sending a valid invitation e-mail, following up with a call or SMS, and completing the whole online registration form for each invitee. It makes things easier for you in terms of conducting your event on time.

4. Raise awareness about the event

The event should be publicized at regular intervals to make sure that everyone is aware of it. Social media tools can be used to reach out to the participants and create interest in the event. 

On the day of your actual virtual event, you need to have an organized seating of participants. For each section, send a reminder e-mail beforehand so that those who cannot attend can opt for virtual participation without any problem.

5. Design your presentation

Your presentation should be adequately designed to avoid performance issues during the actual event. The title should be catchy, and the opening of the presentation should grab attention. The topic of discussion should be mentioned.

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6. Check and test your connection

The connection should be tested in advance to ensure that it works fine. If possible, give a demo session before the actual event so that you can identify issues and rectify them before the actual event starts.

7. Practice moderation

On the day of your actual event, have a checklist ready to remind yourself. Be observant of the participants. They will approach you to ask questions. 

Make sure you have all the information and resources required to answer their queries. You aim to entertain your audience and engage with them, so make sure that you have a good balance.

8. Make your attendees comfortable

Addressing and interacting with your audience is crucial for success. Make sure you have a well-organized seating scheme. In the seating arrangement, avoid making more than one person look at each other. If possible, try to avoid any screen in front of the audience not to become distracted.

9. Communicate with the participants

If you choose to have a group-led event, then make sure you have a precise topic that everyone is addressed. You can always use a question and answer period to quiz them and determine how well they are aware of the topic. It will help you in creating an exciting environment for all the attendees.

10. Organize the event

It is a good idea to have a couple of simple activities that can be conducted during the event. It will help you in keeping the atmosphere light and fun.

11. Keep in touch with the attendees

At the end of each session, make sure you send everyone an SMS reminder so that those who cannot attend can join you over the Internet. Some people like to ask questions, so try answering all their queries through these sessions.

12. Send feedback and reminders

All you need to do is send a feedback e-mail after the event to inform all the attendees that there will be no formal questions since everyone got their session time. Try to keep these sessions open for any more questions and answer them in the next session.

13. Keep it Engaging

Last but not least, make sure you keep things interesting with dry jokes, fun activities, and fun questions that can be incorporated into your presentation. 

Let’s discuss How to Host a Virtual Conference?

How to Host a Virtual Conference?

What is a Virtual Conference? | How To Conduct a Virtual Conference?

There is various software available in the market to host a virtual conference, and all you need is a good internet connection to attend it online. Some of the most widely used virtual conferencing software’s that you can use to host your virtual conferences include:

1) GoToWebinar

2) HeySummit

3) BigMarker

4) vFairs

5) SpotMe

6) Hopin

Final thoughts on What Is a Virtual Conference

Virtual conferences and events are a great way to meet people in countries that you cannot even travel to. You can even have your conference at the comfort of your home or office. 

As the world is moving fast and getting a lot busier, it has become essential for us to have such virtual events to avoid travel time and other issues. 

I hope you found the article on – “What Is a Virtual Conference” helpful. Please comment below.

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