Virtual Event Tips

Virtual Event Tips

Virtual events can be very successful with the proper planning!  They also allow your organization to stay connected and live your mission.  Virtual events do not have to be approved by OSI.  Organizations can also request funding from SFB for online events. Visit their updated funding guidelines.  Here are some tips to help you plan a successful virtual event.  

1. Planning: Discuss what platform would we like to use, do we need funding for the event.  While planning a virtual event can happen quicker than an on campus event, the more time you put into the prep the more successful this event will be.  Reach out to possible vendors to discuss pricing and ask if thei
2. Marketing:  You don’t need as much time to market online events as in person events.  Feel free to still promote it a week or so in advance.  But make sure you also promote the event right before the event too.  Some people might not have planned to attend or forgot and now are looking for something to do!
3. During the event:
   1. Ensure everyone feels connected:  We have all been in Zoom events where there is awkward silence.  Many times people mute themselves and turn off their video when they enter.  

For smaller events, encourage people to turn on their cameras a mic and do a getting to know you activity.  Here are some fun virtual icebreaker ideas.  

For larger events Zoom and other platforms have features that can encourage connection.  Encourage people to use the comments to engage with people at the event! Also, utilize breakouts so people can talk and share in a smaller group.  Add polls so people can decide on things, live in the meeting and feel engaged.  

1. 1. Practice before the event: Technology can be tricky, so we always suggest you test out your event beforehand with a few people to see what works and what doesn’t. 
   2. Have help: If you are running/hosting the event it’s hard to also be dealing with tech issues, taking notes etc.   So ask other members of your orgs to help and assign them roles during the event. 
   3. Explore virtual tools: Depending on on the type of event you are planning there may be different platforms and tools available.  Instagram live and Zoom are two of the most popular platforms we heard that orgs were using in the spring.  There are also tools like Kahoot and My Free Bingo Cards that can help you run games.
2. After the event: Ask people to provide feedback on the event either with a poll at the end of the event or through a post-event survey.  They can be very valuable as you learn what leads to successful virtual events.