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Virtual event guide: how to create your conference online

 At the time of COVID-19, technological advances are more present than ever, and here Joomla extension - DJ-Events is no doubt facilitating work for many companies and professionals. For example, the inevitable cancellation of physical events causes virtual event tools to gain strength and popularity by leaps and bounds as an excellent alternative.

What is the virtual/online event? 

The virtual events are meetings held digitally and involving a group of people on a website rather than meet in a physical location. The virtual events usually have several sessions that include broadcast content streamed.

What are the tools for virtual events? 

The tools for virtual events are used to organize events or meetings in a virtual or 3D environment. They allow connecting hundreds of people, who can interact - with voice and movements - in a virtual environment that simulates being physical, but that adopts a specific appearance like that of a video game.

A virtual event is usually highly interactive and can connect hundreds of people simultaneously from multiple devices in the same virtual location. Even virtual events can complement physical meetings to improve the impact among attendees boost engagement. That's why virtual event tools optimize this type of meeting and make the experience as immersive as possible for users.

Virtual is usually called for all kinds of events: fairs, conferences, sales meetings, conventions, open days at universities, and a long etcetera. Specifically, for companies, it is an exciting opportunity to make presentations or private sessions.

The competitive advantages of holding virtual events 

Although face-to-face events will always be preferable, with virtual events, several competitive advantages can be obtained:

Virtual events are indeed cheaper 

One of the most obvious advantages. Virtual events represent a considerable cost reduction for both organizers and attendees. On the one hand, it saves on travel and hotels, in addition to the fact that the organization itself does not have to worry about setting up a stand or looking for a physical space to carry out the Event. In this way, higher profit margins are also obtained because the organization costs will be lower.

Virtual events do not have to be sporadic, and their growing popularity causes that their frequency also increases. DJ-Events provides the function of recurring events, which allows you to create events that take place every day, weekly, monthly, quarterly, annually, etc. It is a very convenient solution because you create one event and set only its repeatability.

 The geographical area and the number of attendees increase

Virtual events have no geographical limitations so that events can be better spread worldwide and have a more international character. Since its cost is much lower, it can also be carried out if desired, several times a year. What can mean an increase in the fidelity of the public of these acts?r text here ...

Strengthen the network of contacts 

Keep in mind that virtual events are more than just online videos or conferences aimed at a group of people. They are designed above all to enhance networking so that brands can strengthen their network of contacts that help them generate business opportunities.


The DJ-Events component allows you to display the user's events. What does this mean in terms of networking? Very much, because often a well-known person
can have a more significant impact on people than the company itself. Therefore, events organized by a specific user may be a tasty morsel.

Importantly, DJ-Events provides the ability to search for events on the website and mark that you're looking for virtual events. This application can be beneficial on websites where events are also typically (with a physical location), and the user is interested in online events only.

Also, every event that is an online event has such information on the page, which immediately catches the eye. So if we are dealing with a website with a wide range of different events, then those online will be visible and can be distinguished in this way.

Can be measured in exact results 

Another of the great benefits of virtual events is that exact data can be obtained on the influx or the specific characteristics of the audience attending the Event. Metrics that can be analyzed to improve, for example, future conventions. Platforms for events are an essential tool for this.

Social networks to promote an online event 

Social networks offer us great possibilities to connect and communicate with our community, so through social networks, we can create campaigns to generate expectations, offer valuable content, and attract participants. Depending on the magnitude of the event, you must define the date to start the marketing campaigns of the Event, the most recommended if it is for a small event, you must start the campaign one month in advance and if it is a significant event, the ideal is to start three months before the Event.

Before defining the social networks that are going to promote the event, we must define some factors:


  • Verify your target audience's presence: know the social networks that your target audience uses the most and define how you want to connect with them.
  • The content strategy: define the contents that can add value to your target audience and attract them, using articles, images, infographics, among others.
  • Create a template or format of the Event Event's images: the name of the Event, logo, location, place, colors, among others, must be defined and thus have a unified design that represents the brand and the Event.

Once you have defined everything, you must remember that the results are not immediate, it is essential to be consistent on social networks, serve customers, and be detailed.

Online events can be promoted on social channels, by the website owner or event organizer or the website visitors. It is possible thanks to the social sharing option for DJ-Events. The single event view displays a list of social sharing icons. After clicking it, you can share information about the event on your profile in one of many social networking sites (e.g., Facebook, Twitter, Linkedin, Pinterest, Tumblr, and more).

Achieve the Virtual Success of your Event 

While many planners have not yet had a chance to host a virtual or hybrid event, moving from an on-site to a virtual format offers new opportunities to engage attendees and sponsors while expanding your Event scope.
When you remove the physical place from the equation, designing the event experience will require rethinking, but creating the perfect flow with the right mix of content and interactivity can be more comfortable.

It may be helpful to use the integration of two Joomla components, i.e., DJ-Events and DJ-MediaTools. How does it work? It's straightforward - there is a possibility to show upcoming events in a modern slideshow or gallery. So it's a great way to display upcoming virtual events attractively.

Same Goals, New Tactics 

Although the Event's goals and objectives will remain the same, you need new tools and tactics to achieve them. In a virtual format, the technology of the Event will take center stage. The flow of your Event and the interaction between attendees, speakers, and sponsors will depend on the capabilities of the virtual event platform.

 A flexible and intuitive virtual event platform gives you the freedom to plan your Event. Software is mostly incidental to the enterprise of on-site operations in an entity environment. You will be able to use the same framework when travel and safety restrictions shift to a hybrid or in-person model.

Consider how you can align content and complexity with the right level of interactions. For example, small internal meetings may require central control to display a live stream and prerecorded video content with interactive features such as group chat. At the same time, larger conferences may need to run multiple live streams and simultaneous sessions (content prerecorded with live content) with parcels video rooms for the maximum level of interactions.
The success of the virtual Event depends on effective monetization, high-quality video production, and the appropriate participation tools.
In the past few weeks, the Joomla team has had hundreds of conversations with clients as planners from around the world explore how to create engaging virtual events. Joomla defines the most popular forms of activities, which we support to digitize and mention technical resources and facilities that we use to build enticing interactive environments, to help you understand how to transition your conference, meeting, or trade show to an electronic environment.

Virtual event type: internal meeting 

If you are planning…
A brief meeting focused on topics such as:
• Quarterly review
• Policy update
• Internal training

If you wait ...
• Educate, inform, collect comments
• Build a Material Archive, which would be accessible after the Event like slides and session notes.

If you are looking for ...
• An easy-to-configure, self-service virtual events platform
• That can be integrated with existing webinars, live streaming, and existing registration platforms.

Size and scope:
• 50-500 + participants

Duration of the Event:
• 2-4 hours in a single day or a series of short events

Agenda Format
• Fairly linear: unique video stream of continuous plenary sessions, educational and conferences

Desired Level of Interactivity:
• Low: limited to live polls and questions and answers during live broadcasts

What is Important:
Video Options:
• Integrated and with streaming from your preferred video conferencing platform or video hosting platforms
• Attendees can watch broadcasts and comment in real-time with live polls and questions & answers
• With a link to videos recorded before and after the Event

Sponsorships:
• Not necessary

Networking:
• Basic chat and forums on related topics

Interactivity:
• Polls, Q&A, or gamification to measure audience retention and collect feedback
• Meeting assessments for speeches and information
• Internal talk and social talk for communication

Entertainment
• It is not necessary

Measures of Success:
• Percentage of registrants logged in
• Number of online participants watching live broadcasts and prerecorded videos
• Interactivity rate (percentage of participation)
• Knowledge transfer tests through pre/post surveys or live surveys during transmissions

What do you need:
Joomla virtual extensions
• Self-service
• Integration of video conferencing and live streaming from Zoom, YouTube, Vimeo, Twitch, On24 or any RTMP streaming source
• Upload prerecorded videos to create an on-demand video gallery before or after the Event.

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Thursday, 03 December 2020
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