How to Run Effective Virtual Events?

Are virtual events right for you?

July 1, 2024

We had the opportunity to sit down with Tyler Heaps and learn how he manages virtual events.

Here are some of his insights:

Key Takeaways:

1. Leverage Partnerships for Promotion

2. Tailor Content to Audience Needs

3. Effective Use of Marketing Tools and Software

4. Utilize Live Content for Engagement

5. Repurpose Event Content for Longevity

6. Strategic Pre-Marketing Techniques

7. Comprehensive Team Management During Events

Leverage Partnerships for Promotion

“We leverage our partners to help promote the event, adding instant credibility.”

One of the most effective ways to boost attendance for your virtual events is to collaborate with partners. These partners can help you reach a wider audience and lend credibility to your event. For instance, if your event features industry experts or well-known brands, their involvement can attract their followers and customers to your event.

Action Steps:

• Identify key partners in your industry who share a similar target audience.

• Offer these partners a role in your event, such as a keynote speaker or panelist.

• Provide partners with promotional materials and encourage them to share the event with their audience.

Tailor Content to Audience Needs

“Look at your audience, what do they care about?”

Understanding your audience’s needs and interests is crucial for creating engaging content. Tailor your event’s topics to address the specific challenges and goals of your audience. This ensures that your content is relevant and valuable, which can drive higher engagement and satisfaction.

Action Steps:

• Conduct surveys or polls to gather insights about your audience’s interests and pain points.

• Develop content that addresses these insights, offering solutions and actionable advice.

• Ensure a mix of content types (e.g., presentations, Q&A sessions, demos) to keep the audience engaged.

Effective Use of Marketing Tools and Software

Choosing the right tools and software is essential for hosting smooth and professional virtual events. Find what works for you and the technical abilities of your main guests.

Action Steps:

• Research and select a virtual event platform that fits your needs (e.g., user-friendly, integrates with your CRM).

• Use marketing automation tools to streamline registration, reminders, and follow-ups.

• Test the software thoroughly before the event to ensure a smooth experience for attendees.

Utilize Live Content for Engagement

Live content can create a sense of urgency and exclusivity, encouraging more attendees to join in real-time. It also allows for interactive elements like Q&A sessions, which can enhance engagement and provide immediate value to attendees.

Action Steps:

• Plan live sessions with opportunities for audience interaction, such as Q&A or polls.

• Conduct dry runs with speakers to ensure they are comfortable with the live format.

• Promote the live aspect of your event to emphasize the benefits of real-time participation.

Repurpose Event Content for Longevity

“We turn [event content] into things that people want to use.”

To maximize the value of your virtual event, repurpose the content into different formats. This can extend the lifespan of your event and reach a broader audience who may not have been able to attend live.

Action Steps:

• Record sessions and make them available on-demand on your website or YouTube channel.

• Create blog posts, white papers, or social media snippets from the event content.

• Use customer testimonials and success stories shared during the event in future marketing materials.

Strategic Pre-Marketing Techniques

“We treat it just like a lead gen activity.”

Effective pre-marketing is crucial for driving registrations and building excitement for your event. Utilize a mix of channels and tactics to reach your audience and encourage them to sign up.

Action Steps:

• Leverage email marketing, social media, and paid ads to promote your event.

• Create engaging content leading up to the event, such as teaser videos or blog posts.

• Use urgency and exclusivity in your messaging to drive registrations (e.g., limited spots available).

Comprehensive Team Management During Events

“We have a couple of people that are basically in a conference room, almost the entire time.”

Managing a virtual event requires a coordinated effort from your team. Assign clear roles and responsibilities to ensure everything runs smoothly, from technical support to audience engagement.

Action Steps:

• Designate team members to monitor the event platform, handle technical issues, and engage with the audience.

• Have a clear schedule and communication plan to keep the team aligned.

• Conduct a debrief after the event to gather feedback and identify areas for improvement.


Now might be a great time to see if virtual events are the right thing for you!

Take a listen to the podcast above for the full interview!

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