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Checklists To Prepare For A Virtual Art Exhibition

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Checklists To Prepare For A Virtual Art Exhibition

Digital art has been around for a long time now and virtual art exhibitions have been quick to catch up. Moreover, there are several virtual exhibition platforms such as Hopin, Almond Virtex, vFairs, Airmeet, Hubilo that make the display of art an immersive experience altogether. 

If you are an artist or run an art gallery and want to set up your first or any virtual art exhibition, you have many options. However, before you get started, here is a quick checklist that you need to be prepared with.  

Before the event:

1. If you’re working with an exhibition sponsor, then get all your event-related questions answered. You might want to know the name, contact details, experience, responsibilities with respect to the event, their contract requirements, and so on. 

2. Then, have your contract vetted by someone with legal experience, preferably a lawyer. 

3. Once the logistics and your contract are out of the way, put together a list of artworks that you are going to display. If your inventory is out of date, ensure that it is updated. 

4. While you’re at it, you might also want to look into the quality of your digital art. Since it is going to be on display virtually, you must make sure that the resolution of your images is clear. 

5. Now that you have completed your background work, you will need to start working in the foreground too. This includes sprucing up your web presence. So, take a good look at your website and see how you can update it to attract more traffic, including registrations for your event. 

6. Make your website interactive if you can. Work with a good virtual event platform like Virtex, to guide you in this regard. 

7. Take to social media to promote your virtual expo. Before you do that, ensure that your profile is updated with your latest work to add more credibility to your promotions. You may also use email marketing to invite attendees. 

After the event:

1. There is some work to be done during the event as well. That includes tracking your attendees and observing their interests closely. You can also utilize the various features available on the platform to make your event more interactive and engaging. 

2. Once the event is done, make sure to use the data that will be made available to you. This is how virtual exhibitions deliver more RoI than physical expos. They bring you very valuable data that you can use to set up more targeted post-event campaigns. 

3. For instance, if you found a list of attendees who showed more interest in your sketches, then you can customize an email or a social media campaign for them. Achieving this through a physical exhibition might be relatively more difficult. 

4. Another useful trick in the book is to send thank you emails. They can be a great way to initiate contact and continue conversations with those who were more engaged with your event. You could also use a template that is available through your platform or one that you have created yourself. 

5. Include highlights from your event, a quick roundup of the top exhibits, and maybe even snapshots of your best-selling exhibits. Don’t forget to include a heartfelt thank you with a sneak peek into what you are planning next. 

Source by: Almond Virtex
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How to enhance engagement rate in virtual hiring events

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How To Enhance Engagement Rate In Virtual Hiring Events

Virtual event platforms have helped businesses to such a large extent that a career fair can be organized at the click of a button. While it saves time and money for the company, it also makes plenty of opportunities available to nervous and sometimes travel-averse job aspirants. 

However, with virtual being the norm now, how do you attract and engage the best talent at your next virtual job fair? 

Luckily for you, we have put together a few time-tested tips on how to organize a successful job fair and keep your attendees engaged. 

1. Promote your event in the right manner

You must start promoting your event at least four to six weeks in advance. This allows you a long time to establish brand recall. 

Use different social media platforms and email to communicate with your prospects. Focus on witty and powerful messaging while pushing your prospects to take action. If it is a job fair that you are hosting, then consider partnering with your participants to also host shorter pre-event workshops to help applicants prepare. Don’t forget to finish it off with an incentive to attend the actual event. 

2. Choosing the right virtual event platform

When it comes to choosing the right virtual event platform in India, always make sure to pick one which mimics real-world scenarios. Today’s platforms allow you to create a simulation of your venue complete with halls, lounges, banners, floors, etc. In fact, event technology has advanced so much that you can walk up to someone on an event platform and strike up a conversation. 

Primarily, you need a platform that can be customized to fit your needs and has good engagement and networking tools. 

3. Support your participants with bright booths

For your virtual job fair, you need the same vibe that an in-person job fair would have. Help your participants set up interesting booths that include attractive videos, quizzes, interactive games, short tips, etc. There are some virtual platforms such as vFairs, Almond Virtex, Hopin, Airmeet gives you the facility to customize your booth according to your brand’s look and feel. Using brand colors will help your participants level up their brand appeal as well. 

4. Employ more networking options

One of the biggest benefits of job fairs is networking. Make use of interesting AI-based features to match attendees to participants, breakout rooms, and the like which will ramp up interactions and help aspirants find a job that they like and your participants find a suitable employee.  

5. Leverage social media

If your job fair is being attended by a younger group of aspirants, then utilize social media tools to your advantage. From setting up an event page to posting updates, questions, polls, videos, spotlight captures, the list goes on. You could take engagement a notch higher by getting your attendees to use their LinkedIn or Instagram handles to register and tag them in posts that are relevant to them. 

From a live job board to playing treasure or scavenger hunts and solving puzzles together, there is a lot you can do to boost engagement among attendees. Another effective way is to introduce goodie bags from different participants. Events with better incentives usually have a higher engagement rate too. 

Source by: Almond Virtex
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Five Ways to Cut Your Hybrid Event Capture Costs

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Five Ways to Cut Your Hybrid Event Capture Costs

There are undoubtedly many benefits to hosting hybrid events. We could even talk about how hybrid events are transforming the events industry. However, one thing to look into keenly is the cost associated with them. 

With hybrid events, since one portion of the audience is in-person, some organizers would like that part of their content to be captured as well. After all, any content shared during your event is great material for marketing. So, do not make the mistake of foregoing the capture of content altogether. 

Capturing events on-site can seem expensive. However, with a few simple tricks, you can save a good amount of your resources and even reap profits.   

1. Skip Videography

Cameras have gotten quite smart today. Video cameras come with remote-control heads and they can also pan all across the room, remotely. That means you can do away with videography services. 

Before you do that, ask yourself what kind of event are you having. If it involves a lot of movement on stage, it might not make sense to lose the videography because it still captures much more content than remote video cameras. 

2. Don’t Capture EVERYTHING

One of the greatest advantages of event marketing is that you can make it available on your website as content. But your hybrid event planning should account for sections of the event that can be used later.

Let your venue provider know your budget and that you’re open to trying different bandwidths. Sometimes, the lower level is as good alive. 

Moreover, live streaming can be very expensive. So, cut your costs by reducing the live streaming coverage. Instead, decide what needs to be live and what can be made available on-demand later. 

3. Don’t Be Afraid To Negotiate

One of the reasons why live streaming can be expensive is the associated charges of wireless connectivity. Most venues have fast enough hard-wired internet. It is cheaper. Now, what you will need to do is negotiate the charges for using this facility. 

You reaches the higher level and you end up paying lesser. You will be surprised by the amount of money you can save there.  

4. Play around with your options

If you’re not using a videographer, then you might miss out on capturing the feeling of the entire event for your virtual audiences. However, give them the content that they are looking for. You can use a high-resolution camera and place it closer to the speaker. This method too can help cut down costs. If that doesn’t work for you, you can also use stream the audio and the slides that are being presented. Anyway, the best hybrid event platform have several engagement options for virtual attendees to feel connected to the speaker. 

5. Monetize your content

You’re capturing content so that it can help you find on-demand viewers. So, don’t be afraid to monetize it. Try simple pricing strategies such as a package to see everything or just the speakers. There could be another package for live vs. post-event content. 

Again, you’ll be in for a surprise. People are willing to pay for good content. So, ensure that you market your event and create good teasers so that you can push more people into paying for the entire content. 

Hybrid event platforms like vFairs, Almond Virtex, Airmeet, Hopin can help you with distributing this content and give you valuable data with actionable insights. So, you can figure out who is more likely to purchase and who needs a different approach. 

Source by: Almond Virtex
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How to Get the Most Out of Your Event’s Content

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How to Get the Most Out of Your Event's Content

If you think back to events online, you probably would have fonder memories of those that had great content along with an excellent presentation. All your hard work is unlikely to pay off if you are unable to add value through your content. 

But in this world where audiences are usually bombarded with content of all kinds, how do you create world-class content for your event and get the most out of it? 

So, in 2022, the ultimate guide to effective event branding states that your content needs to have the following elements. 

All Your Content Matters

Often, we tend to believe that content marketing, which is nothing but great content to promote your event and generate leads for it, is crucial. Truth be told, there is more to your content than just that. The content that you share with your audience during the event is also very important because this is what they will use long after your event is done. 

For your pre-event content you need good landing pages to drive registration, promotional posts on social media, blogs, emails, videos, etc.).

For your content during the event, think of attractive presentations, videos, fun infographics, brochures, and if you’re up for it, experiences in the metaverse.

For your post-event content, you could convert your leads by sending them great post-event videos, white papers, emails, guides, and so on). 

Specific Content Is Always Better

Instead of creating generic content that is likely to appeal to nobody, work harder to identify your target audience and design tailor-made campaigns for them. Something that several virtual events companies help you do is to create buyer personas. These personas have relevant information related to the demographics, occupational, financial, social, and emotional aspects of your buyer or attendee. 

When you’re equipped with special detail, you can create more compelling content. So, spend some time researching your potential list of attendees and what they are like. 

Your sources of information could be your existing list of customers, website visitors, customers of competitors even. 

As a next step, you can decide the tone you want to use, how visual you want your content to be, what type of content you want to try- shorter or longer, etc. 

How Do You Produce Great Content?

Earlier, we discussed how content should be specific. In other words, you must avoid being vague and too verbose, especially if you’re hosting a virtual event. 

You need content that can get your audience to sit up and take notice. Think of statistics, anecdotes, maybe even asking questions. 

Be as inclusive as you can be. Always assume that the audience consists of average readers. So, your content must be easily consumable and leave an impression. 

Great content is almost always highly relatable. The reader or listener is able to experience whatever the speaker or writer has to convey. A technique that is quickly catching up to cover this aspect of content is brand storytelling. Every brand now wants a narrative that includes snippets of hardships and small victories to make itself more relatable and inspire decisions. 

Include social proof in your content. All of us are more accepting of something when we know that it is popular, especially in our social circle. So, include statistics, customer testimonials, and feedback in your content. 

Remember that the content you share must not only provide value but inspire attendees to take action, like signing up, or buying something. Use a combination of specific content with tried and tested psychological tricks to achieve your desired results. 

You can always take the help of specialist companies like Almond Virtex, vFairs, Airmeet, Hopin, Hubilo to help you with this process. 

Source by: Almond Virtex
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Tools That Every Virtual Event Organizer Should Be Utilizing

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Tools That Every Virtual Event Organizer Should Be Utilizing

Virtual event technology is rapidly getting better. And with better technology come more efficient and cutting-edge tools. But when things move so quickly, it can seem difficult to keep up, especially if you’re an event organizer or marketer. At the same time, these tools could prove to be an integral part of your event marketing mix. 

So, the next time you think of new virtual event ideas, have these tools handy. 

Website

Hosting an event? Then you need a website. It has to include information about the event, the agenda, names, and details of the speakers, updates, and announcements- everything a visitor would need to know. Not only should it be informative, but it must also build engagement with your visitors. 

For instance, you could have two different timings for your event and you could ask your visitors to register for one. You could also ask them to contribute ideas for your event hashtag, play pre-event games whose winners will be announced at the event, and so on. 

Also make sure that your website is attractive, has a consistent theme that goes with your brand and your event colors, is easy to navigate, loads quickly, and is mobile-optimized. You should also ensure that registration happens seamlessly. 

Pre-event engagement tools

Earlier we discussed pre-event games. You can use a good virtual event platform to design these games or choose from existing ones. These can help build excitement before the event and boost engagement before, during, and after the event too. 

You don’t necessarily need games alone. You can also host short polls and encourage visitors to answer. All the information from the polls can be used as data at a later stage. That is how you can use polls and games to keep your audience engaged even after the event and boost your RoI. 

Social media challenges

To run a successful challenge or contest on social media, you need a good event hashtag and a few good posts that have the potential to go viral. Through these, you can promote your event and generate buzz and engagement. Winners of your challenge can be rewarded with cool goodies and prizes at your event. This will also encourage more attendance for your event. 

In fact, there is a lot you can do on social media. You can also tag attendees, reward the ones who share the best experiences about the event, and much more. 

Event app

We discussed creating a website for the event earlier and while that may be great for laptop and desktop users, an event app is likely to provide an even better experience, especially to mobile users. Remember the same instructions while creating your app and ensure that it is secure. 

To increase registration on the app and increase its usage, you could have special app-only deals and discounts too. You could also partner with mobile gaming companies to host special app-only tournaments, daily challenges, contests, and so on. Your app has a higher likelihood of being more engaging to your visitors. 

Tracking tools

Common virtual event FAQs usually revolve around tracking the performance of the event. Luckily, several state-of-the-art platforms like Almond Virtex, Hopin, Hubilo, Airmeet have an embedded tracking mechanism for this purpose. 

As an event organizer, you must look into the tracking tools available at your disposal because these will enable you to prepare better for your post-event communication and your next events. 

Source by: Almond Virtex
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What To Look For In A Hybrid Event Platform

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What To Look For In A Hybrid Event Platform

In the last couple of years, the virtual event platform market has grown exponentially. With that, virtual event marketers have had a tough time navigating this crowded space. As more businesses embrace the virtual way of conducting business, these virtual platforms have become essential to not just host events, but also to maintain employee relations and manage communication and collaboration among various departments within an organization. 

So, how do you choose the best hybrid event platform from among these several options? We think this checklist might help. 

1. Customizability

We would rate customizability the highest because every business today has joined the virtual events bandwagon and as we all know, no two businesses are the same. So, being able to tailorize the platform to suit your business objectives is a must. 

2. Simplicity

Don’t mistake simplicity for a limited capability. By simplicity we mean the ease with which you can use a certain software or platform. For many events online, things like a live demo, streaming, recording, etc, are required to be managed by a moderator who may or may not be an IT expert. A simple and easy to use platform is preferable on any day. 

3. Deployment

First things first, the event platform should be easy to deploy and secondly it must operate well within other systems. In other words, compatibility with other software like marketing and customer relationship management is a crucial element to consider while shortlisting the best hybrid event platform. 

4. Integration

One of the biggest technical challenges facing today’s businesses is that they are often using lots of different apps and platforms, many of which do not work well together. Interoperability is essential for getting maximum value out of your hybrid event technology, so be sure to look for platforms that integrate with your other solutions, such as marketing automation, customer relationship management, and payment systems.

5. Security

This one goes without saying. The platform needs to be hosted on a secure server, and be capable of safeguarding your data. 

6. Audience Engagement and Networking

Several hybrid event organizers are under immense pressure to engage both in-person and remote attendees in the same manner. In such circumstances, a platform like Virtex that has more than enough tools to engage and create networking opportunities among the audience is necessary. 

Another element we would like to add here is the ability to gamify content. It draws from people’s interest in games and their addictive quality. At the same time, it piques audience interest and keeps them engaged for longer periods of time. 

7. Good Sponsorship Deals

Good sponsorship revenue can make your event more profitable while helping your sponsors identify leads. A valuable hybrid event platform should have the ability to design customized sponsorship packages that vary according to scope and size. It should also help sponsors track audience engagement and provide real-time analytics to calculate their RoI. 

8. Reporting and Analytics

Event technology today makes it much easier to track audience data and derive insights from it. What your hybrid event platform should be able to do is not just track data but help generate useful, actionable reports for you. This vital information can be shared in the form of post-event marketing content or even as hybrid event FAQs.

9. Mobile Friendliness

Compatibility with mobile phones simply cannot be overlooked today. Several participants and attendees get a lot of work done through their mobile devices and in such a case, making your hybrid event mobile-friendly is an absolute must. For this, you need a platform that can be easily accessed through both laptop and mobile devices. 

Source by: Almond Virtex
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VIRTUAL EVENTS FAQs

VIRTUAL-EVENTS-FAQs

VIRTUAL EVENTS FAQs

Virtual events have become so popular amid the pandemic. Currently, people are more into online events than physical events. So everybody is learning what goes into organizing an online event and how you can profit from them.  

We have compiled a list of virtual event-related FAQs to ease your anxiety and study.  

This article will answers all the common questions about virtual events you will encounter when researching them and during the beginning stages of designing one for your company. 

What is a Virtual Event?

Have you ever heard of virtual events? If so, you might be wondering what they’re all about. Virtual events are similar to real life events, but rather than happening in front of you and your colleagues, they occur on the internet.  

Companies use the best virtual event platforms to make the event successful in maximizing their lead generation & nurturing programs.  

What are the types of virtual events?

When most people hear the words “virtual event”, they assume that it means some sort of online conference or “tele-seminar”. In reality there are many other types of online or virtual events available today, such as social gatherings and business networking events. 

However, here is the list that have the most common virtual events that are capable of delivering a full marketing funnel and generate more leads. 

  • Virtual Conference & Summits 
  • Virtual Education Fair 
  • Virtual Benefit Fair 
  • Virtual Networking Fair 
  • Virtual Graduation Ceremony 
  • Virtual Trade Shows & Exhibitions 
  • Virtual Expo  
  • Virtual Product Launch 

 

What is the purpose of Virtual events?

Virtual Events had been proven to be an effective means of conveying information to an audience simultaneously. You can share the same content to thousands of online users at the same time with just one click.  

  1. Less time-consuming and less expensive 
  2. Streamlining the use of multiple platforms 
  3. Enhanced interactivity 
  4. Optimization of return on investment 

Why virtual events?

There are several advantages of hosting a virtual event. It is easier to organize one and more cost-effective. This can result in more revenue for your company and greater brand awareness. 

Utilizing the reach of the Web, businesses were able to reach potential clients better than ever before. Social media and online media outlets became where more and more people accessed information on the latest trends in their professional and personal lives. 

Apart from these, there are some other benefits of organizing an event online: 

1. Collect Real-time data 

2. Flexibility 

3. Save time & money  

How to make virtual events interactive?

To many, running an engaging and successful virtual event seems like a daunting affair. It’s all about learning how to use the available features and adding your creative touches around them.  

Being a virtual event planner, you can make your online event engaging in ways like: 

  • Polls & Trivia 
  • Speaker Q&A 
  • Games 
  • Gamification & Leaderboard 
  • Photo & Video booth 
  • Social Media Wall 
  • Virtual Café/Food-Court 

However, by knowing what features your virtual event needs, you can make sure that the event is successful and highly engaging for your audience. 

How to organize virtual events?

Virtual events are online versions of in-person events, which enable people to attend conferences virtually from computer or any digital device like a phone or a tablet. 

But to make sure that the event should be successful and your audience should have a fantastic experience, we are sharing some best practices for conducting a great event: 

  1.  Set clear goals and budget 
  2. Choose the best virtual event platform to host your virtual event 
  3. Create a landing page with all relevant information 
  4. Develop a clear agenda 
  5. Promote your virtual events 
  6. Invite investors and exhibitors 

There are different tools that every virtual event organizer should be utilizing, but choosing the right tools is often the tricky part when it comes to organizing an online event. 

Online events can be used as a way of promoting your business and getting free advertising. Choosing the right virtual platform for hosting the even plays a crucial role in this. The virtual event management platform provides a full range of event management services and functionality from a single solution, so that you can get your events off the ground with minimum effort. 

There are many different virtual platforms in the market and one of them is Almond Virtex. It’s a virtual & hybrid event & experience platform that help brands/ organization with employee and channel engagement. 

Source by: Almond Virtex
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In 2022, The Ultimate Guide to Effective Event Branding

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In 2022, The Ultimate Guide to Effective Event Branding

In 2022, marketing channels and platforms have grown multifold and this has added to the paradox of choice as far as event branding is concerned. Should you have a social only strategy or should you invest heavily in offline branding too? The conundrum is sometimes too difficult to get out of. 

To make matters more sensitive, the relationship between your branding strategy and customer loyalty is directly proportional. Look at brands like Apple and Nike. Their customer base is massive, and every customer is a brand ambassador. 

That’s what good branding can do. And your corporate event branding should tie back to your overarching brand strategy. 

But is event branding the same as corporate branding?

Essentially, they are two different things but produce the same results for the company. If your event is well-promoted and talks to your audience about your brand, then it can help enhance your brand awareness, customer loyalty, and revenue. 

Here are a few steps that you can include in your next event branding campaign. 

Figure Out The Purpose Of Your Event

Every activity begins with a ‘why’. Quite often, marketers who get this right end up having successful campaigns. The ‘why’ puts the rest of your steps in place and forms the foundation for your entire strategy. 

Are you looking to showcase your product line? Or this is an event for employees to feel one with your business? Why do you want to have this particular event? 

Another aspect you might want to look into here is your target audience. Is it customers or employees, or both? That will make your event brand positioning tighter too. More on that in the next section. 

Define Your Value Proposition

Every event is different. And it seeks to deliver some value to its attendees. So, once you have earmarked a solid objective, you must articulate your event’s value proposition. Here are a few things to consider. 

  • Who is your audience? 
  • What need of your audience is your virtual event going to address? 
  • What is your event? 
  • What does your event entail? 
  • What core benefits does your event provide to your audience? 

Make Your Brand Tangible

When you think of a big event like the Oscars, you immediately picture the image of a knight and his sword. If your event is going to be recurring, you might want to invest in a good name, logo, slogan, certain colors, a particular font, etc for it. 

You could make an entire branding exercise out of it by running a contest to help you design a logo for your event. This could go under the pre-event promotional campaign. What a simple but effective virtual event idea! 

Put Everything Into Action

The final step is executing your strategy. Once you have your ‘brand’ in place, the first step is to create an event-specific website with your brand splashed all over it. You could also have a mobile app to reach mobile users. 

While the website is part of your pre-event legwork, your branding efforts should run into your final event as well. So, think of how you could display your brand at the event. If you are using a virtual event platform like Virtex, then you have umpteen ways to customize your virtual venue. Choose your colors and fonts everywhere- from your banners to your stage, and even registration passes! 

One of the biggest virtual event trends for 2022 will be the usage of social media for event branding. From dance challenges to storytelling, businesses are doing everything exciting to capture audience attention. 

Source by: Almond Virtex
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HYBRID EVENTS FAQs

hybrid-events-FAQs

HYBRID EVENTS FAQs

The growing popularity of the hybrid event format is a blessing for the global event industry. The digital age has resulted in a remarkable simplification in people’s lives. In this regard, there are more and more chances to combine traditional events with virtual components to attract the attention of a more extensive audience base. 

In this article we will learn about hybrid events, why they are essential, and how they are different from virtual events. 

What are Hybrid Events?

The hybrid event format combines in-person and on-screen components, with the option to attend either in-person or virtually through an online platform such as Almond Virtex.  It also helps businesses in building a larger community, as well as breaking geographic barriers. 

Why are hybrid events important?

Hybrid events provide an avenue for expanding the reach of your in-person events, and a best hybrid event platform can take an in-person event from an okay experience to a truly great one. By combining the features of both, conducting hybrid events is beneficial in many aspects, such as: 

  • Reduced Cost 
  • Higher Reach & Attendance 
  • Better ROI 
  • Enhanced Flexibility 
  •  Real-time data and Insights 
  • Increased Audience Engagement 
  • Better exposure to sponsors 

How to organize a hybrid event?

Hybrid Events combine the power of in-person events and the flexibility offered by a virtual component. These events can be hosted as webinars, podcasts or replays.  

There are specific points hybrid event planners need to consider before hosting an event: 

  • Set a budget for an event 
  • Create a perfect plan 
  • Choose the best hybrid event platform 
  • Prepare your speakers 
  • Promote your event to create a buzz 

Why will hybrid events be the future?

Hybrid Events are the way of the future, as demonstrated by top companies across various industries who have already incorporated this format for their events. They gives you the leverage of reaching a broader audience that can engage and connect from anywhere. 

With global reach, lesser expenses and higher ROI, hybrid events are the future of conferencing and networking. 

Why has hybrid conferencing become so popular?

Hybrid events take the best of both worlds — your virtual event, where you can communicate with thousands of attendees and build your brand presence, and an in-person component to generate qualified leads and meet few people in a controlled safer environment. 

Difference between Hybrid events and Virtual events.

The pandemic forced lots of business, networking and social life to shift online. And here, virtual & hybrid event comes into the picture.  

Virtual events are virtual conferences, virtual summits, internet conferences/summits, tele summits or webinars. They are online versions of in-person events, which enable people to attend meetings virtually and live via webcam. 

Hybrid events are a relatively new concept. Although sometimes confused with Webinars, these methods of holding an event let hybrid event planners cash in on the benefits of both online and in-person events. Many companies are using the hybrid approach for their conferences and live events. 

What are the best Hybrid event platforms?

There is an end number of platforms that organize events virtually, and choosing the right platform for your event plays an essential role in the event’s success. But the questions arise what to look for in a hybrid event platform?  

You will search for a platform that combines traditional events with virtual components to attract the attention of a more extensive audience base. 

Almond Virtex is one such platform that allows you to host virtual and hybrid events depending upon the desired outcomes. It is 100% customizable, scalable and secure with global privacy protocols. 

Source by: Almond Virtex
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The 2022 Guide to Event Data and Reporting

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The 2022 Guide to Event Data and Reporting

If you’ve worked with any virtual event planner, they’ll tell you that the end of a successful event is only the beginning. It is the beginning of your careful post-event analysis, data-driven decisions, new marketing channels, and the planning for your next big event.  

Your internal stakeholders are very keen to get their hands on certain metrics like the quality of feedback, the NPS, sponsorship revenue, engagement levels, etc. They understand that the success of your event truly lies in these statistics. 

So, how do you go about measuring this data and reporting it? We are here to help you with event data and reporting for any type of event: virtual, hybrid, and in-person! 

What Is Event Data And What Is Its Value?

It is important to understand the data and metrics that your online event platform provides so you can make business decisions based on them. There’s a lot you can do with data- from revising registration timelines to changing the timing of your polls in the event. But you need to know what data is available to you. 

Most platforms will provide the following 

  • The number of registrations 
  • The number of attendees 
  • The average time spent 
  • The number of visitors 
  • Net Promoter Score (NPS) of the event 

On platforms like Virtex, you can also get data on the questions asked during a Q&A, the responses to polls, the most engaging games, or sections of the event, and so on. 

Using Data For Pre-Registration Decisions

Now that you have this data, how can you use it? If you find that there is a marked difference between the number of registrations and the final number of attendees, then you know that you have not promoted your event enough and will need to work harder in that area. 

The registration data itself can give you a lot of information about the attendees. It can tell you where they registered from, who hasn’t registered (if you have a list), etc. You can use this information to re-send invitations to the ones who haven’t registered. 

Similarly, if you have put up your event on social media and have sent your emails to an open list of invitees, make sure to have Google Analytics because it will help you track the source of registrations, the timing, and so on. You can plan your next set of pre-registration activities accordingly. 

Using Data During The Event

Want to know the benefits of using event analytics? They will help you decide the timing and flow of your event. For instance, your analytics dashboard can reveal how many people are in a certain ‘room’. This is a good metric for you to know when to start your event. 

Similarly, you can identify which attendees are in the lounge, who’s in the exhibitor booths, and who’s asking all the questions. You can then send personalized messages or make group announcements for these attendees. 

Even sponsors can benefit from event data. If you notice that certain sponsor booths are not receiving enough visitors, you can introduce a special segment within the event for your sponsors. This way you can make the most of your sponsorship revenue. 

Using Data After The Event

At the end of it all, you are going to need a report to understand what worked and what needed further enhancement. Typically, marketers and sponsors are likely to need this report the most. But, it can also help the sales teams to plan their follow-throughs better. 

The report can also be sent over to external stakeholders, especially key clients, partners, and certain big-ticket prospects. Here again, the right online event platform will provide you with data that can enrich your report even further.  

Source by: Almond Virtex
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