How to Switch Your Event From Live to 100% Online

How to Switch Your Event From Live to 100% Online

Struggling to transition your in-person event to an online experience? While it's tough to make the switch, it’s far from impossible.

Your guests will appreciate your commitment to keeping them safe and delivering an awesome event experience, regardless of the circumstances.

Benefits of going virtual 

When you choose to transition to an online event rather than an in-person event, you’re showing your guests that you care.

Why?

Hosting online provides flexibility.

Your guests can attend no matter where they are. Guests who weren’t able to attend previously due to distance can now show up. 

Other benefits of hosting a virtual event? 

• Higher attendance rates
• Creates sharable content for more marketing
• Can be more interactive depending on the software
• Guests can save and watch when they are ready
• Better activity insights and ways to measure your success
• Cuts costs on venue, food, staff, etc.
  
  

What event types can go online?

Any event that doesn’t have a hands-on physical component can be made into a virtual event.

Going online with a 5k?

Have attendees run at home and have an online awards ceremony afterward; it's possible.

Changing an auction to an online format?

Offer to refund your guests for their dinner purchase, or allow them to donate the cost to your cause. Nearly any event can go virtual with a little extra work.

Event types that can go fully online: 

• Meetings
• Conferences
• Webinars/podcasts
• Lectures/lessons
• Auctions
• Seminar
• Special guests/speakers/presentations
• Launch party/announcement
  
  

Making the transition to online

1. Create a plan

You must let your attendees know that you’re going virtual.

The public is getting emails every hour about company and event changes - they’ll already be on the lookout.

Plan to use email, social media, texts, and phone calls to let your guests know about the change. Create a day-by-day launch plan to let your guests know how your event is going to function online vs in person.

2. Choose your software

Luckily, software for online event hosting is more readily available than ever. 

• Workcast is a great option for transitioning conferences and corporate events to an online format.
  
  
• Attendease is another popular solution for making the switch from face-to-face to virtual. 

Simply want to check in with your customer base? 
Zoom and Facebook Live can both be a great fit for allowing you to speak directly to your audience.

3. Set up registration

You’ve chosen your online event platform. Now, it’s time to get the registration process started.

When finding a ticketing software for virtual events, here are a few feature you want to look for: 

• Guest list management
• Custom report building 
• Marketing stats and tracking
• Integrations to your website
• Different ticket packages and payment plans
• Secure payment options online
• Real-time sales alerts
• Email integrations 

It’s a great idea to set up an FAQ section with your registration page.

As event-specific questions pile in from guests, update your FAQs. Kindly direct guests to this page when they have questions to free up your time while getting them the info they need.

4. Get set up

Just like an in-person event, it’s vital to do a test run with your equipment before your online event goes live.

Make sure you have the microphones, speakers, video equipment, and any other tech items you need to conduct your streaming.

Your guests are already feeling uncertain (and that’s not your fault).

Creating an online event that goes off without a hitch will impress them and let them know how much they can depend on you and your organization.

5. It’s a process - don't forget that

Talk with your guests openly about your need to go online and why you are making the transition.

They’ll appreciate your candor. As you develop creative solutions, share them with your guests.

We’re all in this together - your guests will appreciate feeling like a part of your team as you solve event hosting issues in ways that benefit both parties.