How Does A Virtual Conference Work?

Virtual conferences have been around for some time now – but it’s only recently that their popularity has skyrocketed due largely to how commonplace remote working is as well as our growing need for convenience when accessing information content both professionally and personally whenever possible (or desired).

Even with live physical attendance being reduced by 86% since 1997, a trend that accelerated in 2020, many people are having trouble viewing the appeal behind an online event when it can’t be fully experienced as if you were there with others.

Some might say that without personal connections between those involved, these types of meetings lack sincerity and transparency. However, many businesses find comfort knowing their employees aren’t at risk during potential outbreaks because staff members will not need to travel long distances from office buildings across town which could potentially expose them to traffic accidents.

Virtual conferences are rapidly growing and becoming more popular. And there are plenty of fun virtual event ideas. What is a virtual conference? How do virtual conferences work? What are the advantages and disadvantages of having a virtual conference and how do you get people to attend, make it looked like a fun event, etc.

A virtual conference is much like a physical conference, but instead of meeting up with others in-person to interact and connect, you interact and connect online. At the virtual conference, you’ll find a gathering of like-minded people that communicate, share ideas, and enjoy shared experiences.

Virtual conferences can still deliver an engaging experience without compromising safety or personal space needs. But how does a virtual conference really work?

You don’t need any special equipment other than an internet connection for hosting your own virtual event as well – just create the link!

Basically, someone creates an online conference room that people can log into from anywhere. You could call it a chat room or forum, but basically, it’s just like you’re in the same space that everyone else is. This is done through software like Zoom, Webex, and GoToWebinar. You can learn more about these software platforms here.

Like normal conferences (those with physical businesses and physical locations) there are certain rules for conduct that have to follow so the virtual event can be run smoothly and to keep it legal. For example, all meetings are scheduled for a specific time during which everyone has to be at their conference room in order to participate in the meeting. If there are more people than the conference room can accommodate, people are asked to join an overflow room at the same time using web conferencing software.

You could also have a virtual public meeting where everyone can join in on the meeting at their own time and location from anywhere they want. This type of meeting could be similar to what your local community library does when they have talks, workshops, and seminars.

You may also see terms like webinar or conference room used, but that doesn’t mean that it’s a physical space. It’s just another name for a virtual conference room, regardless of whether it’s free (public) or paid (private).

Virtual conferences are a booming industry.

But how do they make money?

And is it worth all the time and effort to invest?

Actually, virtual conferences have a lot of things going for them: they don’t require conference halls, flights or accommodation; participants can attend from any location with access to an internet-connected computer; and they allow speakers and attendees to interact in real time using web conferencing tools like Skype, Webex, or Zoom.

On the other hand, virtual conferences are expensive, especially if you need to bring in experts from all over the world. There’s also no guarantee that they will gain enough traction to make a profit.

Here’s how some of them make money.

Virtual Conferences: Paid by Participants

The most common way of making money from virtual conferences is charging attendees a fee to join their events. This model works well for events that cover practical and career-related content; for example, marketing or entrepreneurship workshops. In these events, participants get valuable information and are usually willing to pay for it.

There are several ways to get people to participate in your conference:

1. Use Google Docs or Google Sites to share information about your event (schedule, topic descriptions, people who will be speaking or showing slides as well as the contact information of potential attendees)

2. Get listed on the public calendar and promote a virtual event (or have the organizers of the event promote it). You could ask your friends, family, and colleagues in your social media circles if they would mind helping you by sharing the event around their circles too. That way they can potentially invite all their contacts who may be interested in attending. You could also email blast your own list of contacts and friends to get the word out.

3. Have a Google AdWords campaign, with keywords such as virtual conferences (with the topic of your conference).

Once you’ve created your ad, then go to the “Campaigns” tab and choose “Google Ads”. This will open up a page with different options like ‘Ad Group options’, ‘Ad Group details’, ‘Settings’, and more. Once on Google Ads, click on the blue plus sign to add a new campaign. Once you click on that button, this will open up a new window that shows all these choices: These are things like your budget, ad groups, keywords, and more.

4. Attend other virtual conferences that you think you might like or feel you would benefit from. Share the event around your circles and ask people to get involved with the conference while reminding them of your own event that you’re hosting at another time. As someone who’s attended multiple virtual conferences, I can tell you that it’s much easier to get people to attend your event if they feel valued by joining other events in the past before they joined yours.

5. Also, if someone else is hosting the conference you’re interested in attending, then you could opt to learn more about the topic before you commit to attending. Some conferences will give you access to the materials before they go live so that you can review them or read more about them beforehand.

6. If there’s a group of people that are already planning their own virtual conference and inviting other attendees (people who want to attend your event), then ask if they would mind inviting others and sharing with them that your event is taking place at a different time on the same day as theirs.

7. Another option is to host a one-on-one teleconference (or phone call). The benefit of hosting a one-on-one teleconference is that you can speak to the other person in private and get that personal touch. It’s also nice to have the connection with people on a one-on-one call because it’s an intimate format for conversation and very different from the chaos of a large, group virtual conference.

You may have noticed that some of these virtual conferences have live music, virtual guest speakers, or even food (which you send to the attendees).

Here’s what you can do to make your event more fun:

1. Create a new logo for your event and create a campaign that has various images. The images can include people, couples with drinks and food, jovial scenes, or even funny pictures. These different format images are useful because they will catch the attention of people who would like to attend your event professionally if you were to use them on social media or elsewhere.

2. Have a video library of your event on YouTube for people to watch and share with others

3. Have gift bags or swag for attendees who take part in your event.

4. Create a fun experience, such as a virtual scavenger hunt.

5. And last but not least, don’t forget to have fun! If you’re enjoying your own event, then it’s likely that other people will too!

Hope this blog post helps you understand what a virtual conference is and how you can start planning one for your organization.

With so many ways to make your virtual conference stand out, you’re sure to find the perfect event for your next meeting. Whether it is through an engaging virtual speaker or a fun activity break, there are tons of opportunities to get people engaged and excited about attending.

We have awesome virtual show ideas that will be just right for making your virtual experience memorable—click to contact online magician Jon Finch!