Virtual events

A look into the future of event industry

From online seminars to large trade fairs, many events now take place in the digital space. And not just since the Corona pandemic. Thanks to advancing digitization, the number of virtual events is constantly increasing. In our blog post we will show you the advantages and disadvantages of digital events and introduce you to virtual event ideas for your business sector.

What are virtual events?

A virtual event is not simply an on-site event that is digitized. Events designed exclusively for virtual participation have their own script. They follow their own rules. Not only visually, but also thematically. Not every topic can be mapped 1:1 in the online world. Also think about the different requirements of the users. Some people participate in the event via desktop PC, others follow the presentation on their smartphone or tablet. Internet connection or the ability to use the microphone can also vary greatly. Therefore, it is very important to determine the event characteristics (on-site/virtual) at an early stage of the organization. A checklist for event planning helps to structure the planning of the event well. If events include both digital and live components, it is called a hybrid event.

Advantages and disadvantages of virtual events

What are the advantages and disadvantages of virtual events compared to face-to-face events?

Advantages

Sustainability: At virtual events there is no arrival or departure of participants. This not only saves costs, but is also good for the environment.

Reach: As an organizer you are not limited by factors such as room size, hotel beds or means of transport. Anyone can participate, regardless of where they are in the world.

Monitoring of success: You can accurately measure the success of virtual events. At a glance, you can see statistics on length of stay on the page, number of clicks on specific topics and bounce rates.

Profit: Especially when it comes to events in the field of knowledge transfer, you can increase the yield with a virtual event. You only have the one-time costs during production/recording and can then play and monetize the video as often as you like.

Disadvantages

Experience: At virtual events, only two senses are addressed (hearing & seeing). At face-to-face events, the senses of smell, taste and touch also play an important role. As a result, on-site events are perceived more intensively and are remembered for longer.

Technology: Although there are truly outstanding technical possibilities nowadays, even the best technology does not replace the real experience. After all, camera angle, microphone setting and other technical factors limit the representation of the event.

Span of attention: Especially online, attention span is very short. Here it takes a lot of experience, tactfulness and technical finesse to keep the users on the screens.

Target group: By now, almost everyone has access to the Internet. But not everyone is equally familiar with modern technology. In addition, the event experience differs depending on the technical and personal prerequisites.

Virtual event ideas

What are some creative virtual event ideas to make them stand out from the rest?

Fishbowl

This discussion method actively involves the participants. Like a digital panel discussion, there is a group of people discussing a specific topic. There is also one more free space in the round. Users who would like to actively participate in the discussion can register in the chat and become part of the panel discussion.

Breakout session

Breakouts are used to exchange ideas and work in small groups in both the real and the virtual world. Online breakout sessions can be easily implemented from a technical point of view by using separate chat rooms. It is also easier to mix groups again, since there are no walking distances. However, as in a real workshop, disciplined cooperation is also required, which should possibly be controlled by a presenter.

World café

The fact that it is so easy to change (virtual) rooms in the digital world makes the world café method ideal for exchanges between participants. As at a face-to-face event, one person remains seated at the virtual table and presents the results of the working group to all newcomers. The design of the online room can also be modeled on a real world café with tables and flipcharts.

Trade fair

Thanks to today's technology, even virtual trade fair visits are no longer a problem. Just like in real life, there are also exhibition stands, keynotes and networking areas at the digital trade fair. Discussions between exhibitors and interested parties take place either via live chat or in 1:1 video sessions. 3D models that copy real exhibition sites provide the typical trade fair feeling.

Fireside chat

An informal conversation between single participants in a relaxed atmosphere – this is what a traditional fireside chat looks like. Such a conversation is also possible virtually using video telephony. The participants do not necessarily have to sit in front of a computer. They can make themselves comfortable at home with their smartphone. A virtually designed fireplace in the background ensures a relaxed atmosphere.

Joint activities

What the fringe program is for a face-to-face event, loosening up in between the presentations is for a virtual event. Make sure that the participants leave the screens for a while by scheduling fitness breaks, sending out tasting boxes, hosting virtual city trips or playing digital games. The sky is the limit when it comes to imagination.

Gurgl Carat as a streaming studio

Virtual events – the events of the future?

Virtual events have many advantages and are clearly a future topic in the event industry due to ever-improving technology. Nevertheless, there will still be many topics that are better dealt with in a face-to-face event. Personal contact and the event experience in particular can be conveyed digitally only to a limited extent. A good compromise here is the hybrid event. Top modern Gurgl Carat is up to the challenges of the future. Depending on the customer's requirements, the event location can host on-site events or serve as a streaming location for virtual events.

Event Technology

Your event – perfectly staged

How can you create both engaging and interactive experiences for participants in a virtual event?

The easiest way to create interactive experiences at virtual events is to draw users away from their screens. This can either be via fitness or yoga exercises during the break or, for example, through a joint cooking challenge. It is particularly important that you plan these activities well in advance. For example, if you are organizing a tasting, the packages have to be sent out a few days in advance. Or if you use special software or technology, you should also make sure that all participants have the necessary equipment and skills.

How can you measure the success of a virtual event?

The success of virtual events is much easier to measure than that of face-to-face events. As an organizer, you have access to tracking and analytics data from your website or app. For example, you can see how many people were logged in at a certain point in time, what users clicked on and how the bounce rate was for certain topics. Based on this data, you can constantly improve your event and make it even more professional. You can find more detailed information about VIRTUAL EVENTS on our website.