How to Host an Engaging Virtual Event with WordPress in 2023
Are you considering hosting a virtual event, online conference, or webinar in 2023? With the right strategy and tools, a virtual event can be a highly effective way to connect with your audience, generate leads, and even drive revenue for your business.
In this comprehensive guide, we‘ll walk you through everything you need to know to successfully host an engaging virtual event using WordPress – from the initial planning stages to the essential equipment, choosing the right webinar platform, setting up your event site, and delivering an impactful live experience. We‘ll also share some tips for following up after your event to gain valuable insights.
Why Host Virtual Events?
Virtual events have been rising in popularity over the past few years, especially in the wake of the global pandemic. According to a 2022 report by Grand View Research, the global virtual events market size was valued at USD 114.12 billion in 2021 and is expected to grow at a compound annual growth rate (CAGR) of 21.4% from 2022 to 2030.
There are many compelling reasons to consider virtual events:
- Reach a broader audience not limited by geography
- Save on costs associated with physical event venues
- Provide a more convenient way for people to attend from anywhere
- Engage attendees with interactive features like live chat, polls, and Q&A
- Generate leads by requiring registration to access the event
- Easily record event content for later on-demand access
- Analyze attendee data and engagement metrics to optimize future events
Of course, hosting a successful virtual event requires careful planning and execution. Let‘s dive into the key steps and considerations.
Choosing the Right Tech and Equipment
One of the most important aspects of delivering a high-quality virtual event experience is using the right technology and equipment. Don‘t try to cheap out here – your attendees will notice if your audio or video quality is poor.
At a minimum, we recommend investing in:
- A quality USB microphone like the Blue Yeti, Audio-Technica ATR2100x-USB, or Shure MV7
- A 1080p webcam like the Logitech C920S or Razer Kiyo Pro
- Over-ear headphones to prevent audio bleeding from speakers into your mic
- Proper lighting, either natural light or a ring light or softbox setup
For larger scale productions with multiple presenters, you may want to use an external DSLR or mirrorless camera plugged into a video capture card for even better video quality. In that case, you‘ll also need an audio interface or mixer to properly connect XLR microphones.
It‘s a good idea for presenters to do a tech check well before the live event to test their internet connection, audio levels, camera framing, and resolve any issues.
Setting Up Your Event Website
Your event website serves as the central hub for your virtual event. It‘s where you‘ll drive traffic from your promotional efforts, provide key event details and agenda, allow people to register and purchase tickets, showcase sponsors, and ultimately host the live webinar broadcast.
If you don‘t already have a WordPress site, you‘ll first need to purchase a domain name and web hosting. We recommendBluehost, which offers a free domain and 63% off hosting to WPBeginner readers.
Once your WordPress site is set up, consider using a premium event or conference theme to give your site the right look and feel. Check out our roundup of the best WordPress themes for events.
To handle event registration and ticketing directly on your site, you can use a freemium plugin like WPForms, which has templates for RSVP and event registration forms. The pro version adds integration with payment gateways like PayPal and Stripe if you want to charge for tickets.
Alternatively, an event management plugin like The Events Calendar provides a robust set of features including event listings, calendars, ticketing, attendee management, and more.
It‘s also a good idea to create a compelling landing page for your event to drive registrations and share key details. With a page builder plugin like SeedProd, you can easily create high-converting landing pages using pre-made templates.
Choosing a Webinar Platform
The webinar platform is the tool you‘ll use to broadcast your live virtual event to attendees. It‘s important to choose a platform that integrates with your WordPress site and provides the features you need.
Here are some of the top webinar platforms to consider:
Zoom: Offers an easy way to host live video webinars and meetings with features like screen sharing, breakout rooms, polls, and Q&A. Provides a WordPress plugin for embedding events.
Livestorm: Browser-based platform with a modern interface, unlimited events, built-in registration, automatic email follow-ups, polls and Q&A, and useful event analytics.
Demio: No-download webinar solution with interactive features, customizable registration, automations, real-time analytics, and a WordPress integration via Zapier.
WebinarJam: All-in-one platform for live casting, recording, and evergreen webinars with robust features like multiple presenters, interactive whiteboards, audience handouts, and pop-up CTAs.
EasyWebinar: Comprehensive webinar marketing solution with live and automated events, built-in landing pages and email system, advanced analytics, and direct WordPress integration.
Be sure to compare the features and pricing of each platform to find the best fit for your needs and budget. Some platforms offer a free plan with limited features, which can be a good way to get started.
Running the Live Event
When it‘s time to go live with your virtual event, make sure you have a detailed run of show and that all of your presenters are well-prepared. Do one final tech check before starting the broadcast.
Engage your attendees right from the start with a warm welcome, clear overview of the agenda, and any housekeeping notes. Encourage them to introduce themselves and start chatting in the chat box.
Throughout the event, make use of interactive features to keep your audience engaged:
- Unmute attendees selectively for Q&A
- Launch a poll to gather opinions or feedback
- Share relevant resources and links in the chat
- Use breakout rooms for small group discussions
- Gamify the experience with a trivia contest or giveaway
Be sure to moderate the chat actively and respond to questions and comments in real-time. Designate a moderator if the chat gets too busy.
Have a backup plan in case of any technical difficulties. Record the event locally on your computer in addition to the cloud recording so you have a backup.
After the Event
Once your virtual event concludes, your work isn‘t done! There are several important steps to take in order to learn from the experience and follow up with attendees.
Send a prompt thank you email to attendees with a link to the event recording and any bonus materials. Let them know about your next event and invite them to subscribe to your newsletter or follow you on social media to stay connected.
If you collected questions that didn‘t get answered during the live Q&A, consider creating a blog post or FAQ resource addressing those questions. This can also become an evergreen resource for people who watch the replay later.
Use an online survey tool like WPForms to gather feedback from attendees on what they liked and how you could improve future events. Include both quantitative ratings and open-ended qualitative feedback. Offer an incentive like a discount code or free resource for completing the survey.
Analyze the event data and metrics provided by your webinar platform. Look at stats like registrations, attendance rate, average view time, and engagement (chat messages, poll responses, etc). See if you can identify any correlations, like if certain marketing channels drove higher quality registrations.
Repurpose your event content into other formats like blog posts, podcasts, social media clips, or an evergreen lead generation webinar. Edit together the best moments into a highlight reel to promote future events.
By following these steps, you can host an engaging virtual event that achieves your business goals and leaves a lasting impression on your audience.
Conclusion
Hosting a virtual event may seem intimidating if you‘ve never done it before, but with the right preparation and tools it can be much easier than you think. By leveraging the power and flexibility of WordPress along with a robust webinar platform, you can create an seamless event experience that engages attendees and drives meaningful results for your business.
The key is to start with clear goals, choose the right technology partners, craft a compelling event program, promote it effectively, engage your audience with interactive elements, and analyze and iterate on the results.
Virtual events are here to stay, and they offer a tremendous opportunity to connect with your customers, partners, and prospects in a convenient and cost-effective way. By following this guide, you‘ll be well on your way to hosting awesome virtual events with WordPress.
){kind=link}