On the other hand, just like a physical event, holding an online event requires rigorous preparation before, during and after the event. Discover 5 tips for organizing your digital event in the best conditions!

1. Define the theme, type and date of the event

When you want to organize an online event, the first step is to define a theme, related to a field or expertise. Future participants must be able to easily identify what you are offering: it is by clearly defining your theme and the topics that will be covered that you will know which audience to address.

Then, it is important to identify the appropriate type of event according to your needs: online conference, virtual fair, workshop, training... And to choose between a live broadcast or a pre-recorded session.

Finally, the choice of the date and time of the event is essential. Before setting a date, check that no other important event is organized in the same time slot, and identify the best time of the week and schedule for your audience.

2. Define and own the necessary resources

Another key success factor: the management of the resources necessary for the smooth running of your digital event.

Human resources

For a successful event, you will need to pay particular attention to two types of human resources:

• The speakers: who will bring their expertise during a session, as part of your event (hosting a webinar, speaking at a workshop, etc.)

• Collaborators: depending on the type of event, it is particularly important to set up a team of collaborators (internal or external to the company) who can manage the animation of the event, but also the moderation of spaces for exchange or even the maintenance of the servers in the event of a connection problem.

Material resources

The success of your event also depends on good material resources. In this sense, make sure first of all to choose a suitable place (in terms of setting and sound in particular), but also quality equipment for video and sound (microphones, cameras, lighting, etc.). It is also important to choose the most suitable videoconferencing or webinar platform. Remember to carry out tests before the event, to check that all of your tools are operational.

Another important aspect in terms of material resources: the establishment of an online ticket office, which promotes access to all information on the event, and makes registration much easier for participants!

Financial resources

Of course, you will need to establish a budget and define the costs related to the organization and management of your online event.

3. Promote your event

At this stage, your online event is planned, and the program for it is clearly defined: now is the time to promote it!

Do not hesitate to promote your digital event on all of your communication channels: social networks, mailing, website, press relations... It is also possible to find ambassadors who can relay the information to their own audience.

You can also do teasing to arouse the interest of your audience, for example by making a video of the previous edition (in the event of a recurring event), or by explaining the program of the upcoming event.

Good practice: if your event is chargeable, it may be interesting to set up an Early Bird rate, that is to say a preferential rate for participants who will buy their ticket earlier. This will allow you to create a sense of urgency, and generate your first sales quickly!

4. Offer quality interactions on D-Day

It is important to appoint a facilitator who, on D-Day, can not only guide the participants, but also create interaction, by offering moments of discussion, questions and answers, quizzes, fun activities...

Namely: some online ticketing tools, such as Imagina for example, also act as event platforms, by offering interactive functions (questions, votes, surveys, games, networking meetings, online messaging, etc.) accessible from mobile or the computer. This facilitates exchanges between the speakers and the participants, but also between the participants themselves.

Another good practice is to set up a support team capable of solving the technical problems of participants, and thus improving their user experience.

5. Collect feedback and analyze your performance

After the event, think first of all of thanking all the speakers and participants, in order to maintain your relationships. If you have registered your event, you can offer a replay of the conferences (free access on your site, or sent by email to participants for example).

It is also important to send a satisfaction survey (to participants and speakers) in order to collect feedback and analyze what worked or not, to optimize your next events!