{"id":15377,"date":"2018-08-16T07:17:33","date_gmt":"2018-08-16T12:17:33","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=15377"},"modified":"2018-08-16T07:17:33","modified_gmt":"2018-08-16T12:17:33","slug":"how-to-handle-virtual-attendance-with-an-event-planning-certification","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2018\/08\/how-to-handle-virtual-attendance-with-an-event-planning-certification","title":{"rendered":"How to Handle Virtual Attendance with an Event Planning Certification"},"content":{"rendered":"<p>Virtual events have come a long way. In the early 2000s, virtual events were gimmicky. Now, virtual events are widespread. Phenomena such as having a global audience tune into Twitch.tv to play Pok\u00e9mon together or watch Bob Ross\u2019 <em>The Joy of Painting<\/em> is commonplace.<\/p>\n<p>The fact is, events aren\u2019t just physical anymore. And they shouldn\u2019t be! With your <a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/event-planning\/\" target=\"_blank\" rel=\"noopener noreferrer\">event planning certification<\/a>, you can focus on planning live events. But with the virtual world having a big come up, you\u2019ll need to broaden your skillset. Want to find out how to handle virtual attendance for your next event? Keep reading!<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/08\/how-to-handle-virtual-attendance-with-an-event-planning-certification\/#What_is_a_virtual_event\" >What is a virtual event?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/08\/how-to-handle-virtual-attendance-with-an-event-planning-certification\/#Why_its_popular\" >Why it\u2019s popular<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/08\/how-to-handle-virtual-attendance-with-an-event-planning-certification\/#Paid_or_free_attendance\" >Paid or free attendance?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/08\/how-to-handle-virtual-attendance-with-an-event-planning-certification\/#Figuring_out_the_logistics\" >Figuring out the logistics<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/08\/how-to-handle-virtual-attendance-with-an-event-planning-certification\/#Making_the_most_of_it\" >Making the most of it<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What_is_a_virtual_event\"><\/span>What is a virtual event?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A virtual event is one that happens online. Users don\u2019t have to leave their homes to attend! Wherever they are, they can watch the events unfold and chat with other viewers and virtual programming hosts about the events. It\u2019s not as interpersonal as attending a live event, but it certainly is more convenient.<\/p>\n<p>Some virtual events are 100% online with no live component\u2014especially those that incorporate virtual reality (VR) technology! You\u2019d be surprised at the types of virtual-only events that have made waves in recent years. Ever heard of VR comedy shows? Yep, <a href=\"https:\/\/mobilesyrup.com\/2017\/04\/26\/watch-live-stand-up-comedy-vr-altspace\/\" target=\"_blank\" rel=\"noopener noreferrer\">they exist<\/a>!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-15384\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/08\/People-virtually-attending-an-event-using-VR-equipment.jpg\" alt=\"People virtually attending an event using VR equipment\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/08\/People-virtually-attending-an-event-using-VR-equipment.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/08\/People-virtually-attending-an-event-using-VR-equipment-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Meanwhile, other virtual events are extensions of physical events\u2014more accurately named hybrid events. These events are gaining traction in the event world. Everyone knows that nothing can replace the face-to-face interaction of a live event. But having a virtual component allows access to those who can\u2019t participate in the live option.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Why_its_popular\"><\/span>Why it\u2019s popular<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Physical, financial, and scheduling reasons make virtual attendance more popular than ever. Take the busy executive who has a million meetings or events to attend. A virtual summit would be a better use of his or her time! And companies who can only afford to send one or two people to a conference don\u2019t have to worry about losing out on training other employees. It\u2019s also a great option for those with physical disabilities.<\/p>\n<p>For large events, attendees from all over the world can now tune in. Clients who want to increase collaboration from diverse backgrounds have this option. If the event is well thought out, virtual attendees who RSVP for an event one year are more motivated to attend the physical event next year. It also allows your client to increase the number of potential attendees without having to spring for a larger venue or spend more on catering.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Paid_or_free_attendance\"><\/span>Paid or free attendance?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Here\u2019s the thing: setting up a virtual event takes money! If it\u2019s going to cost your client money, you bet they want to ensure it\u2019s worth it! Clients have a choice of choosing to sell tickets for virtual events at a fraction of the cost of the live event or offer it for free. There are pros and cons for monetizing the virtual event when it comes down to attendance and quality of investment.<\/p>\n<h3>Paid attendance:<\/h3>\n<p>The biggest pro for selling tickets is that it\u2019s another revenue stream. In your professional courses, you\u2019ll learn how to set an attractive price for a ticket that justifies the expenses while drawing in revenue. Another plus is that it attracts the highest quality of attendees. Why would someone who isn\u2019t a hundred percent committed to purchase a ticket? This may mean upping the production value and having a larger focus on catering to the needs of virtual attendees.<\/p>\n<p>However, some events, such as live sports events, people won\u2019t always pay to stream. If they feel like they could watch the event somewhere else for free, and it isn\u2019t too big of a hassle, they may take it.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-15381\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/08\/Modern-live-streaming-is-an-appendage-feature-to-live-events.jpg\" alt=\"You don't have to pay if you want to stream an event. But sometimes you may if it's a top industry event\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/08\/Modern-live-streaming-is-an-appendage-feature-to-live-events.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/08\/Modern-live-streaming-is-an-appendage-feature-to-live-events-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<h3>Free attendance:<\/h3>\n<p>Due to the convenience of attending the event from home, you\u2019ll attract people who wouldn\u2019t otherwise have participated. It\u2019s also a great way to introduce awareness and drive interest in an event. If the event is available for free, why not check it out? Those who don\u2019t have a stake in the event may not want to pay top dollar for a ticket. And people love to sample before they buy! If an event is free to attend virtually, those who are curious can casually attend. If they like what they see, they may become ticket holders in the next event.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Figuring_out_the_logistics\"><\/span>Figuring out the logistics<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>How do you keep people from leaving halfway through the event? Engaging a virtual audience is a little different than live audiences who pay to attend an event. When you\u2019re at an event, you\u2019re essentially tethered to the venue. If you\u2019re already there, why not make a circuit around all the booths? But a virtual attendee can tune out at any time. You have to ensure that they want to stay glued to your stream.<\/p>\n<p>High-quality imaging and sound make the biggest difference. Since <a href=\"https:\/\/blog.qceventplanning.com\/2017\/09\/6-ways-add-technology-next-event\/\" target=\"_blank\" rel=\"noopener noreferrer\">high-quality streams<\/a> are the standard now, when your event rings in subpar, attendees will have little patience. \u00a0Do not go for the cheapest option\u2014the entire virtual event experience depends on this! This also applies to the internet connection. Having a steady, dedicated connection means paying more to the venue, but it\u2019s well worth it. Other personnel and equipment include operators, cameras, microphones, and lights.<\/p>\n<p>In terms of personnel, you can\u2019t forget tech support or a moderator. The moderator ensures that the virtual event chat is kosher. They\u2019ll also be the first to take notice of any problems. Diagnosing issues and swiftly working to resolve them provides your clients with amazing service in retaining their audience.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Making_the_most_of_it\"><\/span>Making the most of it<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-15382\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/08\/Recording-a-live-event-to-stream.jpg\" alt=\"Recording a live event to stream for virtual attendees\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/08\/Recording-a-live-event-to-stream.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/08\/Recording-a-live-event-to-stream-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>When creating a seamless experience, you\u2019ll want to select a platform that makes sense with your event. Different platforms have different features, sponsors, and reputations that need to make sense for your specific event. Sometimes it makes sense to pay a specific platform to host an event rather than just using Facebook\u2019s free option.<\/p>\n<p>Some ideas to increase participation instead of passive viewing is to promote hashtags on social media. Other event companies even<a href=\"https:\/\/blog.qceventplanning.com\/2018\/07\/6-events-you-need-party-planner-classes-to-pull-off\/\" target=\"_blank\" rel=\"noopener noreferrer\"> host a \u201chalftime\u201d show<\/a> for virtual attendees. They\u2019ll conduct Q&amp;As live using questions asked in the stream\u2019s chat.<\/p>\n<p>After the event, your clients may want to edit the video content and sell it for rebroadcasting. It could also be uploaded in a series of \u201cTop 10 moments\u201d clips to recap the event and promote the next one. \u00a0It\u2019s also an opportunity to further incorporate any advertisers and sponsors with these clips. Their investment in your clients\u2019 event will be well worth their money.<\/p>\n<p>Got any other tips for your fellow event planners? Let us know!<\/p>\n<h3 align=\"center\"><i>Interested in planning corporate events? Find out <a href=\"https:\/\/blog.qceventplanning.com\/2018\/07\/how-adding-corporate-event-planner-courses-to-your-resume-will-get-you-more-money\/\" target=\"_blank\" rel=\"noopener noreferrer\">how taking a corporate event planning course will earn you more money<\/a>!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Virtual events have come a long way. Live streaming and VR equipment are commonplace. With the virtual world having a big come up, here&#8217;s how to handle virtual attendance with your event planning certification!<\/p>\n","protected":false},"author":9,"featured_media":15385,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[3,21],"tags":[],"ppma_author":[351],"class_list":["post-15377","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips","category-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Handle Virtual Attendance with an Event Planning Certification - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Virtual events have come a long way. Live streaming and VR equipment are commonplace. 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