Photo Booth Rentals | Virtual Event

Let's talk about virtual events! As in-person events are out of the question these days, virtual events have become a must! If you're unfamiliar with their planning, they might seem a little intimidating, but believe it or not, they're actually less stressful to plan and execute than a live event! We have defined some steps and best practices for organizing a virtual event!

 Step 1:
Know your audience! It seems obvious, but it is often overlooked. Who are you organizing this event for? What do you want them to take away from this event? Identify your audience and what you want them to earn, then you can start planning the activities and content that will best deliver that information to your audience. (We'll cover some activities that you can include later.)

2nd step:
Choose the date and time! An added benefit of knowing your audience is the assistance you provide in determining the correct date and time for the event! Think about when your audience is most likely to be available, and plan your event for that time.

 Step 3:
Market it! Once you've identified your audience and made a plan for the event. Now is the time to market your virtual event to your audience! Keep it clear and simple. Participants will be more likely to sign up if they know exactly what they're getting. Ambiguity leaves room for indecision, but if your audience knows exactly what they're getting, they'll sign up quickly!

 

Here are some easy ways to promote your event:

Social media:

Share your event on Instagram Stories.

Publish your event.

Write a blog post about your event.

 
 Step 4:
Build anticipation! As your event draws near, get people excited! Share your enthusiasm for it. Here are some ways we recommend you to increase your advertising.

 E-mails Send a few e-mails before the event. Not too much when people are feeling overwhelmed, but two or three emails at the right time are very helpful. Examples include a thank you email after participant registration. A “countdown to event” email, sharing your enthusiasm for the event, and an agenda email, which includes a “see you” message the day before the event.

 Loot box! Send your attendees an event / loot box, a few days before the event. You can customize the content of your box, depending on your event. Gift boxes create a buzz for the event and give people the opportunity to start sharing on social media. Virtual event packages also create great engagement during the event. (We'll talk about that a bit later too.)

Step 5:
Check your technology! Before your event, analyze your systems, talking points, and timeline. A live event can have issues like a virtual event. To avoid technical issues, test everything first to make sure everything is ready.

 Step 6:
Create engagement! The most important key to a successful and fun virtual event is to generate engagement. You will have more fun and your audience will have more fun! Who doesn't want to have fun? Here are some virtual event activities to add participation:

Questions! Provide a way for the audience to ask questions, we recommend using the chat feature on your hosting platform. This allows participants to ask questions without having to interrupt the presentation. To make things even easier, you can have someone control the chat window while you present. The supervisor can prepare questions for Q&A or chat with attendees as the event unfolds. Either way, be sure to allow participants to ask questions.

 Virtual photo booth! A virtual photo booth is a great opportunity for participants to interact with each other. You can personalize the booth with your own branding according to the theme of your event. Then, participants can take photos and share them on social media. This allows attendees to share their favorite moments, takeout, or thoughts about the event with others on social media, using hashtags, or tagging the event in their posts. Then the other participants can comment and connect with each other on social media.