Laptop on desk with screen displaying a virtual event promotional email. Shift•ology Communication Tips for successful virtual event promotion.

Tips for Successful Virtual Event Promotion

The 3 P’s of Successful Virtual Events

By Dan Toland

I’ve produced hundreds of live Virtual Farm Trips® and other virtual events nationwide for over a decade. From the early days training teachers how to use Google Hangouts and Zoom (crazy, right?!), to advanced production methods used today, I’ve always followed a consistent formula for virtual event success.

Here we cover the second of the “3 P’s of Virtual Events” – Promotion. With your detailed virtual event planning complete, it’s time to ensure your audience is aware of, and plans to attend your virtual event.

Here are key steps and tips for a successful virtual event promotion strategy.

 

Should Your Audience Register for Your Virtual Event?

It depends upon who they are, and the information and metrics you want to track. Many platforms have built-in registration modules, but keep in mind you may have to use tools separate from your platform of choice.

If you do decide to have your audience complete a registration form, I recommend you:

Download our FREE Guide, “The Keys to Hosting Successful Live Virtual Experiences”

Visit VirtualFarmTrips.com or Contact Dan to learn more about our services

Our partners share how they host live virtual events in the podcast episode below

  • Keep prompts simple. Only require response for essential data/info. You turn people away by asking for too much.
  • Create questions forming a baseline when paired with a post-event survey of the same questions. This data helps you determine if your event “moved the needle” with your audience.

Clearly Communicate Your Virtual Event Details

  • Create clear, yet concise descriptions for your virtual event that covers the 5 W’s:
    • Who is invited to the virtual event, and who will be featured?
    • What is the virtual event about, and what topics will it cover?
    • Where will it be hosted?
    • When will it occur?
    • Why would somebody want to attend, and how can they do so?
  • Provide links or landing pages for easy registration and participation. 
  • Create and send confirmation emails with event details, provide reminders close to the event, and follow-up messages after the event. 

 

Provide Alternative Virtual Event Viewing and Streaming Options

  • Not all who register will attend live. Shoot for 50 percent live attendance, and be pleased with more.
  • Consider live streaming and recording your virtual event to your other online properties, such as YouTube or Facebook. Include these links in confirmation and reminder messages.
  • Share the recording of your virtual event to reach absentees and a broader audience.

 

Reach the Masses (or Your Niche Group)

  • Promote your event to your audience at least twice over the course of at least two weeks to help maximize attendance.
  • Increase your reach by enlisting some help:

Capture Virtual Event Data

Download and save all registrant information, event statistics and evaluation responses. This will help you analyze your virtual event’s effectiveness, gather proper feedback and build a contact list for future events.

These tips don’t guarantee a packed house, but they lay another solid layer for a successful virtual event.

 

Next Up: Tips to Produce a Smooth and Successful Live Virtual Event

Previous: Tips for Planning Successful Virtual Events

 

Dan Toland has worked for and with farm organizations since 2007 to enhance advocacy and education efforts through digital platforms. As Shift•ology’s Director of Virtual Experiences, he has grown the company’s Virtual Farm Trips® program from a single trip for a few classrooms to a platform that has provided customized LIVE virtual experiences to over 1.5 million students, consumers, influencers and other key stakeholder audiences throughout the country. Learn more about the program at VirtualFarmTrips.com or contact Dan.