Virtual Conference: Ideas, Tips and Tricks

Amongst all kinds of virtual events, one of the most popular is virtual conferences. In recent times, virtual conferences have emerged as a beacon of light for all businesses and organizations across the globe. When there was absolutely no way for professionals to connect with each other, virtual conferences were how they ensured that the connections are intact and the work does not get affected. 

In this blog, we will take you through the meaning of virtual conferences along with a few insights. 

So, without any further ado, let us dive straight into the blog and understand what virtual conferences are all about. 


What is the Meaning of Virtual Conferences? 

Virtual conferences are the elaborated version of virtual meetings, where professionals connect over an online event solution and discuss the agenda. Where virtual meetings last for a short period of time, virtual conferences last for a longer period of time. The duration of a virtual conference can range anywhere from one day to one week, depending on the agenda, scale, industry, and objectives. 

The main difference between a virtual conference and a physical conference is that of the medium. Where the physical conferences are held in-person, virtual conferences are held on virtual conference platforms using the internet. Other than that, virtual conferences are similar to physical conferences in every aspect. 

In simple terms, virtual conferences are conferences held online. Virtual conferences are immersive and have several elements such as panel sessions, Q&A sessions, and more. 

As mentioned, virtual conferences are similar to physical conferences, the only difference is that of the medium. Apart from it, they deliver the same experiences. 

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What are the Advantages of Virtual Conferences? 

Virtual Conferences are Time and Money Efficient. 

The first and the most prominent advantage of virtual conferences is that they are cost-effective. In the case of physical conferences, there are several expenses such as travel, accommodation, and food expenses. However, in the case of virtual conferences, the only significant expense is the virtual conference platform. Even attendees don’t need to book accommodation and travel to attend the conference. They can simply login on to the virtual conference platform and attend the event. 



The next advantage of virtual conferences is that they are more convenient and flexible. Virtual conferences don’t require the attendees to travel, which saves a lot of time and money. More than that, virtual conferences are beyond geographical constraints and restrictions. It allows the organizers to tap into a wider audience, which helps them expand their brand reach. Not only this, virtual conferences are easier to set up and don’t require hours of labor. With some efficient and expert virtual conference platforms, you can set up your virtual conference in as less as 15 minutes. 


Multi Utility: 

Virtual conference platforms come with recording capabilities, which means the organizers can record the entire session. The organizers can use the recordings at their convenience. They can send the recordings to the attendees who couldn’t make it to the conference. Not only this, they can upload the snippets on social media, which will help them expand the brand’s reach.  


What are the Requirements for Running a Virtual Conference? 

Planning and executing a virtual conference requires the same planning and brainstorming. The only difference in both formats is that of the venue. Planning virtual conferences doesn’t require the organizers to search for a venue, which they would have done in the case of physical conferences. Apart from that, everything is the same. 

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Hosting a virtual conference includes the following steps. Just as: 


Laying Down the Strategy: 

The first and the most important thing or requirement of a virtual conference is to have a proper strategy and objective. Hence, the first thing that an organizer is required to do is define the intent of the virtual conference. The organizers need to have a clear idea of the conference format they want to host. Not only this, they should be clear with the subject of the virtual conference. Apart from that, outlining the virtual conference requires planning everything; the target audience, date and time, guest speakers, etc. 


Plan the Content: 

The next step requires the organizers to plan the content of the virtual conference. Experts suggest that the organizers should have some pre-recorded videos that would eliminate the chances of technical glitches. Not only this, but it will also help them add value to the overall conference. We would suggest you keep your content short and crisp. The reason is the distractions and the exhaustion virtual events come with. It is not easy for the attendees to attend the long and extended sessions virtually, and it is why the organizers should ensure that the content is short, crisp, and relevant. 


Pick the Virtual Conference Platform: 

The next step is probably the most critical; picking the virtual conference platform. Since there are various virtual conference platforms available in the market, it becomes challenging for the organizers to select one option. Not only this, all virtual platforms have their own sets of advantages and disadvantages. Hence, the organizers should keep their requirements and intent in mind while selecting a platform. There are a few things that they need to consider while making a choice. These factors are security, engagement and networking opportunities, budget, accessibility, etc. 

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Keep the Audience Engaged: 

Now that you are all set to execute your virtual conference, you need to ensure that the attendees enjoy the conference. For this, you can either rely on the virtual platform you have chosen or host a few audience engagement activities. Since virtual conferences come with several distractions, the attendees won’t think twice before switching to Netflix if they find your virtual conference boring. Hence, you need to ensure that the attendees find the virtual conference engaging. 


Send a Thank You Note: 

The last step is to send a follow-up or thank you mail to all the attendees. Along with it, you can also ask the attendees to review the experience. It will help you measure the success of your conference. Along with it, it is also a good way to develop a bond with your attendees. 

Virtual conferences have a bright future, and they will stay for a longer period of time. It is the reason many people are hosting conferences virtually these days. With this guide, our objective was to take you through the entire concept thoroughly which we hope you found helpful. 


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