The Ultimate Guide to Virtual Corporate Events

In today’s fast-paced, digitally-driven world, virtual corporate events have swiftly transitioned from a temporary solution to a mainstay in the corporate landscape. These events offer a unique blend of convenience, global reach, and innovative possibilities for engagement, networking, and learning.

Ready to harness the power of corporate B2B events to boost team morale, foster collaboration, and drive meaningful results? This guide is your blueprint for transforming virtual gatherings into engaging and unforgettable experiences. This guide unveils the strategies and techniques for creating engaging virtual corporate events that deliver the impact of in-person interactions.

What are the types of virtual corporate events?
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Each type of virtual corporate event offers unique benefits and can be tailored to achieve specific goals. By understanding these differences, you can better plan and execute events that not only meet your objectives but also provide valuable experiences for your attendees. Learn more about the different types of virtual corporate events in the section below.

Conferences
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Corporate B2B events are designed to bring together large groups of people from across the globe. Here, industry leaders, experts, and attendees converge in a virtual space to share knowledge, discuss trends, and explore innovations. These events are ideal for knowledge exchange and community building on a large scale, as they often feature keynote speeches and breakout sessions.

Webinars
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Webinars are focused, interactive sessions that typically revolve around a specific topic. They provide an excellent platform for delivering educational content, product demonstrations, or industry insights. Guests can expect to engage in Q&A sessions, polls, and discussions, making webinars a highly interactive experience. They’re perfect for targeting specific interests and offering in-depth exploration of subjects.

Masterclasses
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Masterclasses are specialised training sessions conducted by experts in a particular field. They offer an in-depth look at a specific subject, skill, or technique, providing valuable insights and hands-on experience. Virtual corporate event masterclasses enable participants to learn from leading experts from anywhere in the world, making high-quality education more accessible and convenient.

Trade Shows
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With virtual trade shows, Exhibitors can showcase their products and services through virtual booths, and attendees can navigate these booths, interact with exhibitors, and attend product demonstrations. This virtual corporate event format offers a unique opportunity for companies to generate leads, network with industry peers, and stay abreast of market trends without the geographical constraints of physical events.

Training
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Virtual trainings are designed to enhance skills and knowledge within a company or industry. These sessions can range from onboarding new employees to upskilling current staff on the latest tools, technologies, or methodologies. The flexibility of virtual training allows for a tailored learning experience, accommodating different learning paces and styles and enabling practical exercises that can be conducted remotely.

How to choose the right virtual event platform
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Selecting the right event platform sets the stage for the entire experience, impacting not just how your content is delivered but also how participants interact, engage, and take away value from the corporate B2B event.

With a myriad of options available, each boasting different features, capabilities, and levels of customisation, the decision can seem overwhelming. Here are a few considerations to keep in mind when deciding what platform to use for your virtual event:

Key factors to consider when choosing a virtual events platform
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When it comes to choosing the right virtual event platform, it’s not just about picking the most popular option; it’s about finding a platform that perfectly aligns with your specific needs and goals.

Audience size

The number of attendees you expect to participate in your virtual event plays a significant role in determining the right platform. If you’re hosting a large-scale conference or trade show, you’ll need a platform that can handle thousands of participants simultaneously without hiccups.

Consider scalability, too; can the platform accommodate that growth as your audience grows? Ensuring the platform can manage your audience size affects not only the performance and reliability during the event but also the overall participant experience.

Platform features

Different events have different needs, from live streaming capabilities for conferences to breakout rooms for workshops and networking. Look for platforms that offer robust engagement tools, such as live polls, Q&A sessions, chat functionalities, and virtual networking opportunities. Integration capabilities with other tools and software, like CRM systems or social media, can also enhance the event experience for organisers and guests.

Budget

Budget is always a consideration, regardless of the size or scope of your event. Virtual event platforms come with a wide range of pricing models, from subscription-based to pay-per-use, and the costs can vary significantly based on the features and scalability you need. Remember, a higher price doesn’t always equate to a better fit for your specific needs.

While it might be tempting to go for the platform with the most features, it’s vital to assess what’s truly necessary for your event’s success and what fits within your financial constraints. Look for a platform that offers a good balance between cost and functionality.

Top virtual corporate events platforms
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Each of the event platforms discussed below offers unique features and functionalities designed to cater to different types of events, audience sizes, and interaction levels. Understanding what each platform brings to the table will help you make an informed decision that aligns with your event goals.

Zoom

Zoom has become synonymous with virtual meetings and events. It offers a reliable, user-friendly experience that many have come to rely on due to its ease of use and familiarity with its interface.

Its features include breakout rooms for smaller group discussions, webinar capabilities for larger audiences, and robust security settings to ensure your event runs smoothly and securely. If you’re looking for a platform that balances functionality with simplicity, Zoom can be the perfect fit.

Remo

Remo takes virtual events to the next level by emphasising networking and interaction more visually and engagingly. It’s designed to replicate the experience of in-person events with virtual tables and rooms where attendees can network and engage in real-time discussions. This platform is particularly suitable for events where networking and group interaction are key objectives, such as trade shows and training.

Hopin

Hopin is a comprehensive, all-in-one virtual event platform that caters to a wide range of event types, from conferences and summits to workshops and company offsites. It is especially trusted because of its flexibility and scalability, allowing event organisers to customise the experience to match their specific needs and objectives.

Its robust set of features includes stages for keynotes and presentations, breakout sessions for workshops, networking opportunities through one-on-one video calls, and even virtual booths for exhibitors at trade shows.

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How to plan a virtual corporate event: Before the event
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Planning a virtual corporate event is a multifaceted endeavour, requiring careful consideration and strategic planning long before the event day arrives. The section below discusses how to plan your virtual event, ensuring that every step in the initial stage is meticulously crafted to contribute to the event’s overall success.

Set goals and objectives
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Setting specific, measurable, achievable, relevant, and time-bound (SMART) goals will guide every decision you make throughout the event planning process. Whether your aim is to foster team building, educate your audience, generate leads, or showcase a new product, having clear objectives will keep your event focused and provide a metric for measuring its success.

Know your audience
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Your audience’s demographics, interests, and technological savviness will influence every aspect of the event, from the content and presentation style to the choice of platform.

Consider conducting surveys or interviews with potential attendees, which can provide valuable insights into their preferences and expectations. This proactive approach enables you to tailor the virtual corporate event to meet their needs and ensure a higher level of engagement.

Develop an engaging agenda
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Your event’s agenda is its backbone, providing structure and flow. An engaging agenda balances informative sessions with interactive elements, keeping attendees interested and involved.

Consider incorporating a variety of formats, such as keynote speeches, panel discussions, interactive workshops, and networking breaks. Timing is also key; ensure that sessions are adequately spaced out to prevent the dreaded “Zoom fatigue” and provide ample opportunities for breaks and informal interactions.

Gather relevant content
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Curate high-quality, relevant content that resonates with your audience and aligns with your event’s goals. This can include pre-recorded videos, live presentations, downloadable resources, and more. When gathering content, also consider the diversity of your speakers and the inclusivity of the topics covered, ensuring that your event offers a broad spectrum of perspectives and insights.

Promote effectively
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Utilise a mix of channels to reach potential attendees, including email marketing, social media, partnerships, and paid advertising. Tailor your messaging to highlight the value and unique aspects of your event, and consider offering early bird registration or group discounts to encourage sign-ups to build anticipation and increase attendance rates. 

How to plan a virtual corporate event: During the event
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As the curtain rises on your virtual corporate event, the spotlight shifts from meticulous planning to flawless execution. Here’s how you can ensure that your event not only runs smoothly but also captivates and connects your attendees:

Tech rehearsal
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A comprehensive tech check and rehearsal ensures that all technical aspects, such as audio, video, and connectivity, are functioning optimally. It’s not just about checking your internet speed; it’s about confirming that every speaker, moderator, and panellist is comfortable with the technology and platform being used. Doing so can help identify potential hiccups and allow everyone to familiarise themselves with the event’s flow.

Active moderation #

Moderators play a pivotal role in managing the flow of the event, fielding questions from the audience, and facilitating discussions. They’re also there to tackle any unexpected issues that may arise, such as technical difficulties or off-topic questions. An effective moderator can enhance the attendee experience by creating a dynamic and interactive environment, keeping the audience engaged and ensuring that the event adheres to its intended agenda.

Foster community
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Encourage interactions that go beyond passive listening, such as using live polls, Q&A sessions, and breakout rooms for small group discussions. Social media hashtags and event apps can also provide platforms for attendees to share insights, post questions, and continue conversations outside the structured sessions.

Encourage networking
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Networking is often cited as one of the primary reasons for attending corporate events. Provide ample opportunities for networking by incorporating dedicated networking breaks, virtual “coffee rooms,” or speed networking sessions where attendees can connect on a more personal level.

Leveraging platform features like chat rooms or networking lounges can facilitate these interactions, allowing attendees to meet new contacts, exchange ideas, and discuss opportunities in a more informal setting.

Record Sessions (When permitted)
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Recording sessions allow attendees to access content they may have missed due to scheduling conflicts or time zone differences. Post-event access to recordings can also enhance learning, as attendees can revisit complex topics or presentations at their own pace.

Before recording, it is critical to ensure you have the necessary permissions from speakers and inform attendees that sessions will be recorded. This not only respects everyone’s privacy but also expands the reach of your event’s valuable content beyond the live experience.

How to plan a virtual corporate event: After the event
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After the virtual applause fades and your screens go dark, the final chapter of your virtual corporate event’s journey begins. This phase is crucial for cementing the impact of your event, gathering insights for future initiatives, and extending the life of your content. The section below explores how you can effectively wrap up your event and lay the groundwork for future success.

Follow-up
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Follow-up with attendees in a timely manner is key to maintaining the momentum and engagement of your event. Send a thank-you email to all participants expressing gratitude for their attendance and contributions. This follow-up communication can also include a survey or feedback form asking for their input on what they enjoyed and areas for improvement.

Analyse data
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Most virtual event platforms offer a wealth of data that can provide insights into attendee behaviour, engagement levels, and overall event performance. Take the time to dive into this data, looking at metrics such as attendance rates, session participation, engagement in polls and Q&As, and networking activity.

Analysing this data can help you understand what worked well and what didn’t, which topics or speakers were most popular, and how participants engaged with the event. These insights allow you to tailor your approach to better meet your audience’s needs and interests.

Repurpose content
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The end of your event doesn’t mean the end of your content. Repurposing event content can maximise its value and extend its reach beyond the original audience. This approach not only amplifies the reach of your content but also reinforces your organisation’s position as a thought leader in your industry.

Consider turning keynotes and presentations into blog posts, infographics, or short video clips that can be shared on social media or your website. Recorded sessions can be offered as on-demand webinars, enriching your content library and providing a resource for attendees and those who couldn’t make the live event.

Maximising Your Virtual Corporate Event Impact with The Ortus Club’s Expertise
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The steps discussed in this article ensure that the effort and resources invested in your event continue to pay dividends, fostering ongoing engagement with your audience and laying a solid foundation for future events. Focusing on these crucial aspects during your corporate B2B event will help you to be better equipped to manage the live experience effectively.

Let The Ortus Club help you increase your revenue by providing you with a steady stream of qualified inbound leads. Message us today to see how we can scale your B2B lead flow and boost your bottom line.