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June 17, 2022

11 Top Tips For Webinar & Online Event Planners

Curating vibrant webinars, events, and mixers could be the key to growing your business, brand, and community — so we’ve put together a helpful guide on how best to do so.

Knowing how to organise and manage online events and webinars can be a bit of a minefield at times. Your main goal as an event planner is to maximise your ROI of time and money. There are myriad ways to do this, and we’ve listed just a few here that we hope you’ll find as helpful as we do when running events.

Not only will these tips hopefully inspire you to run amazing webinars and online events, but we’ve also added a few additional steps on how to do it all on Tevent for those of you that use the platform. You’re welcome.

1. Set clear goals to measure success

Think about what you’d like to achieve before you start planning because if you know where you’d like to end up, the steps to getting there will be clearer. Identify your main goals, and consider which metrics will help you to best analyse success, interest, and potential for improvement (because nobody’s perfect).

Measure audience engagement on Tevent with live analytics from your Event Dashboard, add in UTM links to track, and keep all of your downloadable documents well organised — you might need them in the future to document growth and increase your ROI.

2. Stay on-brand with all your assets

Branding is a great way to make a lasting impression on your viewers. Try to keep your branding consistent where you can — from the event itself to your marketing materials.

On Tevent, you can customise your visuals to suit your needs, but there are also plenty of stock imagery to choose from if you need to mix it up at all. If you’re not sure where to start, we also have some handy templates to choose from, you can choose to alter all of these later on.

3. Find the right sponsors for you

Showcasing the right sponsors will help to build credibility and brand awareness. Finding sponsors that align with your ethos is a must to strengthen your commitment to your ethos.

You’ll find an option to add each sponsor in your Event Dashboard, with an icon, name, and link of your choosing.

4. Make it clear where to register

Make your event discoverable to your target audience, and keep them at the forefront of your mind when posting. If you’re posting elsewhere, try not to bury your invite links amongst reams of text, and be sure to give a clear call to action.

You can choose to invite your audience on or off Tevent, and attendees can register as guests too if they wish. If it’s a closed event, make sure to remind your target audience that they are in fact invited — create a private link for your prospective audience to keep things, well, private.

5. Add Organisers to help keep things in line

Organisers can help you to moderate and keep things running smoothly — because you can’t always be everywhere at once. Plan to meet before the event takes place to get everyone acquainted with each other and the software.

On Tevent, you can have up to 16 at no extra cost, so you’ve got the freedom to throw the best shindig possible. You’ll be able to change their privileges from Tevent itself, from the Registration tab in the Event Dashboard.

6. Keep things fresh Rooms and Tables

Try to diversify your event by creating themed Rooms and Tables for your audience to hop in and out of at will. This keeps things fluid for larger events and allows everyone to mingle as they would do in real life.

Rooms can help to structure the event and help direct the flow. If you toggle the audience visibility, they’ll be able to see who’s in each Room, which can help them to navigate the platform.

7. Set your Stage the right way

Choosing the right guests can be a challenge — especially if they’re new to the webinar game. Knowing who’s a good talker who will keep your audience engaged can be tough — so try to test people out first. Maybe schedule a Meeting with them to see how they behave over video chat or look for speakers with experience.

On Tevent, presenters can be added on the fly, as easy as they can be removed — your audience can ask questions of the speakers, or simply just hop on to give their 2 cents.

8. Make your event interactive

If it’s not interactive, it might as well be a video, so be sure to make use of all the tools on offer. Keep your viewers engaged on Stage with Polls, Q&A, chats & emoji reactions, and point them out to the crowd in case you have any first-time viewers.

The fun doesn’t have to stop when the stage ends — at Table Calls, try out the Miro integration for some collaborative fun.

9. Remember to hit the Record button

Recording your event can be a great way to pull in additional viewers. Some may be unable to attend, but our OD content allows them to register and view from the Stage long after the event is over.

If you need some more help, check out this article for a more in-depth look at how to make the most of your recordings.

10. Thank your viewers

After the event is over, be sure to thank your attendees for coming, it’s a great way to show your appreciation, and also remind your viewers of any future events. You can even mention the OD content to anyone that had to miss it.

Your recorded content will be downloadable too, to repurpose into marketing materials like newsletters and social posts to keep the buzz going even after the event is over.

11. Always ask for feedback

Progress doesn’t happen in a vacuum, so be sure to understand what your audience loves, likes, and dislikes about your webinar. Try to get to understand your audience’s needs throughout the lifecycle of your event — before, during, and after.

Set up Polls to keep yourself on the topics that matter most, and send out surveys with as much incentive as possible. Knowing what didn’t work is more important than knowing what did — so don’t just fish for compliments (although a cheeky testimonial never hurt).

So, there you have it, folks. Just a few helpful hints that we, and our users, implement to curate vibrant and engaging webinars. Now, time to start planning your first big event on Tevent. If you need any help navigating the platform, here are some helpful guides to help you on your way.

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