Meet Zype and the Backlight team at NAB, Booth W3157
Meet Zype and the Backlight team
at NAB, Booth W3157

5 Tips to Host Best-in-Class Virtual Events in 2021

By The Zype Team on August 06, 2021

The COVID-19 pandemic has created a plethora of unprecedented challenges for business organizations. To say that it has compelled businesses to overhaul their operations would be an understatement. From onboarding new employees to organizing team meetings -- companies have leveraged the internet to maintain business continuity.

It’s only natural that the popularity of virtual events has also skyrocketed during the pandemic. Whether you’re hosting a product launch or sales conference, there are ways to livestream any event across the globe.

Benefits of Virtual Events

Livestreaming virtual events is the ideal solution for overcoming the restrictions imposed on travel and public gathering. Also, it lets you reach a wider global audience than you’d have reached with an in-person event.

You can even save the cost of renting a venue and paying several vendors. This, in turn, means you can lower the ticket price -- thereby attracting more attendees.

It is, however, worth remembering that a virtual event is more than just hosting a live stream on Facebook or YouTube. It isn’t enough to curate a lineup of excellent speakers and thought leaders.

Unlike regular webinars, virtual events must be engaging and interactive. You also need to leverage modern video streaming solutions to simulate the ambiance of an in-person event.

How to Successfully Organize and Livestream a Virtual Event

In the following sections, we’ll outline a few useful tips to help you host a virtual event via a livestream:

1. Understand Your Audience

The first step is to select the type of virtual event you’d like to organize. Typically, you can choose from the following:

  • Conference
  • Team building
  • Employee training
  • Product launch

Once you have a clear idea of what kind of event you’re hosting, the next step is to identify your audienceFor instance, if you’re planning to live stream a product launch, your target audience will likely include journalists, influencers, bloggers, etc. 

Delve deeper and learn more about their preferred devices and communication channels. Also, identify the type of graphics and interactive elements they’re expecting at your event.

2. Get Your Equipment

Regardless of the type of event you’re hosting, you’ll need the following equipment:

  • Professional-grade camera with a memory card
  • Lapel mics and audio recorders
  • Tripod (with stabilizer)
  • Lighting setup
  • Laptop with video encoding software

If you plan to livestream events often, make sure you invest in high-quality equipment.

3. Choose the Right Video Hosting Solution

Of course, you can host a livestream on YouTube to broadcast your virtual event. But if you want to maximize audience engagement, it’s essential to select a feature-packed video hosting platform that supports virtual event streaming.

For instance, when you use MAZ Systems for your virtual events, going live is as simple as configuring your video source. You can even archive your livestream footage and make it available to event attendees. Also, we offer various security and privacy features to prohibit unauthorized access to your events. You could also create a livestreaming app for your event using it.

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Your choice of video hosting platform will significantly impact the experience of attendees. Look for software solutions that let you include interesting graphics, 3D animations, and videos in the event. Also, find a way to let audience members ask questions and share feedback.

4. Promote Your Event

Even the best technology will fail to salvage your virtual event unless your audience knows about it. It’s crucial to outline and implement a well-defined marketing strategy to boost awareness and drive traffic to the event’s landing page.

Leverage multiple digital marketing strategies, including social media marketing, email marketing, and search engine optimization (SEO). Also, make sure that the landing page highlights the key benefits and takeaways of the event.

5. Don’t Forget to Test

Test your equipment, network connections, and software at least a day before the event. The last thing you want is to stop a livestream mid-way due to a technical glitch. While you’re at it, make sure you test any videos or graphics you’re going to use at the event as well.

Final Thoughts

Virtual event streaming opens a world of new possibilities for event organizers. The key is to utilize new-age software solutions to keep your audience hooked. It’s also essential to promote your event across multiple channels, including social media, email, and search engines.

Looking for a top-notch video hosting solution to host a livestream? Get in touch with us today.

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