Increase attendance with these virtual event email templates.
Planning and promoting a successful virtual event requires a sharp eye for detail and killer organization skills. But all your hard work will pay off once you’ve hosted a dynamic virtual summit that helps connect with your audience and establish your brand as a thought leader in your industry.
And the winning ingredient? A video platform that simplifies and automates the organization process while providing your audience with an interactive environment that mimics face-to-face interactions.
In this guide, you’ll find all the steps you need to guide you through the planning process of a successful virtual summit. Then, we’ll walk you through how to host the event and follow up once it's over.
Access these 6 email templates to drive attendance to your virtual events.
When done right, a virtual summit can help you generate engaged leads that can convert into loyal customers or brand advocates. But to make yours memorable, you need to follow a series of steps before, during, and after the event. Here’s your virtual event guide to planning and hosting a successful event, broken down into three phases.
This is the preparation phase and lays the groundwork for attracting attendees and getting event registrations. You’ll focus on:
To make virtual events resonate with your audience, you need to truly get to know them first. You need to find out:
Once you know your audience, the next step is to pick a topic that aligns with your brand's values. Use tools like Answer The Public or Also Asked to explore trending topics, popular questions, and common pain points within your industry.
As soon as you have the virtual summit topic, reach out to potential speakers. They don’t have to be influencers or well-known personalities, so long as they’re experts with relevant experience.
You can also consider sponsorship or partnership initiatives with relevant companies in your niche. This can help boost your event figures and pool resources to deliver more high-budget events as well as discounts, memberships, or pre-sales that interest your target audience.
If you can’t manage the technical aspects of your virtual summit alone, hire an experienced event organizer. An event organizer can help you set up the virtual conference platform, manage the registration process, moderate the sessions, and troubleshoot any technical issues during the live event.
Pro tip: Reach out to potential speakers, partners, and event organizers early on to ensure their availability and provide them with ample time to prepare for the event.
Next, choose the best virtual event platform that lets you:
Pricing is another important factor to consider. For example, Zoom Events and Webinars doesn’t have a free plan, so you’ll need to be certain you want to commit. You’ll also need to pay separately for advanced features like translated captions, cloud storage, and additional hosts.
On other hand, Livestorm’s virtual event software starts at $88 per month for up to 100 attendees and unlimited team members. Plus, it has a marketplace of 1000+ integrations to help you plan, promote and execute a successful virtual event (more on that later!).
Generally, virtual summits can range from half-day events to multi-day events. The ideal duration depends on your event's goals, format, and target audience. You’ll need to define:
Once your agenda is ready, share it with your speakers and add clear time slots to help them plan for the big event.
Before you jump into social media channels for promotions, you need to collect attendee information. If you’re using Livestorm, you can build branded landing pages and customize fields on your registration form to gather as much information as you need to tailor your event content. You can also embed your registration form on your virtual event landing page.
Use your social media channels and event marketing tools to promote your virtual summit. Don’t just depend on your mailing list. Find groups and community discussions where your potential target audience is already engaged, like Facebook and LinkedIn groups.
Also, consider creating a unique hashtag for your event. This makes it easy to track mentions and engagement related to your event.
Pro tip: When promoting your online event in social communities, remember to check the group guidelines for self-promotion, content relevance, or posting frequency to avoid being marked as spam or removed from the group.
Depending on the virtual summit software you choose, you may need to set email reminders manually in your customer relationship management (CRM) system. But if you’re using Livestorm, you can set these emails automatically since your email list will be pushed into your CRM’s contact list.
So every registrant gets a series of notifications:
When choosing your virtual event software, look for a platform that lets you adjust delivery dates on automatic emails and select send times that best suit your audience.
The 'during' phase is all about real-time engagement, content delivery, and seamless execution. Here you’ll focus on:
Start the summit by keeping your video on and waiting patiently for everyone to join in. Once you have a good audience, introduce yourself and your team. Then set clear ground rules and give them an overview of what to expect from the event. This is also a good opportunity to highlight features like the Q&A tab, polls tabs, chat box, and emoji reactions to help them navigate the virtual event platform.
Remember to hit record as soon as you start the event and inform your attendees. Some webinar platforms require you to start the recording manually. But a platform like Livestorm can be set to start recording automatically.
Give your audience a stage to ask questions to guest speakers. You can run Q&A sessions during certain breaks or after each speaker’s session. Invite them to:
You can then assign a moderator to screen questions and ensure they’re relevant and appropriate. They can easily manage the questions list and message the speaker privately to answer them.
Pro tip: With Livestorm's question upvoting feature, attendees can submit their questions and vote for the one they want answered the most. Questions that receive more votes move up in priority, making it easy to identify the most popular or relevant one to your attendees.
Breakout rooms give your attendees a space for discussion in smaller groups so they don’t feel intimidated to share their thoughts and ideas or even network with other attendees. Depending on your goals, you can run breakout sessions like:
Many virtual meeting platforms offer breakout rooms, but with Livestorm, you can create as many breakout rooms as you need and add up to 16 simultaneous speakers. You can even assign a facilitator or note-taker to each room.
Of course, promoting your virtual summit on social media is a must—but encouraging user-generated content (UGC) will add even more buzz around your event. . You should encourage attendees to share quotes, insights, and event highlights across social media channels during the live event and use your event hashtag.
You can even ask attendees to:
Your attendees need to be on the same page as your speakers. So if you or your speakers are talking about specific industry insights, research reports, or eBooks, you should share those files with your attendees.
If you’re using Livestorm, you can easily share those downloadable files within the meeting room with the Handouts plugin. Sharing such resources can help position your brand as a thought leader in your industry and build trust and credibility with your target audience.
Ideally, you should end your presentation with a clear call-to-action (CTA) that prompts your audience to take action. Whether they need to sign up for a mailing list, register for a future event, or schedule a demo call, the value of your virtual summit should extend beyond the event itself.
Pro tip: Use Livestorm to create and share customized clickable CTAs within your event room. And if you're using a different platform with a Chrome browser, you can generate a free QR code that links to a specific page by adding it to your presentation.
In this phase, your focus shifts to implementing lead nurturing strategies to convert attendees into customers or brand advocates. You’ll focus on:
Send thank you notes to everyone who signed up — even if they didn’t turn up. This is also a great opportunity to share the virtual event recording and a short feedback survey. You can also use the recording to create on-demand videos.
And if you use Livestorm, you can use the transcript app to convert conversations into high-quality evergreen content like blogs and podcasts that are always accessible to qualified leads, creating a pipeline of potential customers.
The last step is to view your virtual event’s success metrics to identify what you should keep doing or improve for your next events. If you’re using Livestorm, you can easily track analytics data like:
Keeping historical data can help you benchmark your performance against industry standards, identify trends and patterns to refine your virtual event strategy and improve the overall impact of your events.
When done right, your virtual summit can help you effectively market your brand, generate highly qualified leads, and ultimately drive revenue for your business.
But hosting such virtual events can be challenging as you need to keep attendees engaged and interested throughout all phases of the summit — from registration to post-event follow-up. That’s why choosing virtual event software with various interactive elements and engagement tools can make it easier.
A virtual event platform like Livestorm helps you to plan, invite, host, engage and analyze your event all in one place. Plus, you can create on-demand content and automate key aspects of your strategy.
And if you’re on the Enterprise plan, we can shadow your next virtual event, and you give you technical support so you won't need to hire additional event organizers. We’ll help you save time and resources while ensuring your attendees a seamless and engaging experience.
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Access these 6 email templates to drive attendance to your virtual events.
A virtual summit is a series of online events that bring experts from different fields together to discuss relevant topics and share their knowledge with an audience. It’s a great way to build relations with partners and customers, increase brand awareness, generate leads, and ultimately drive revenue for your business.
You can conduct a virtual summit by:
You plan a virtual event checklist by:
The length of a virtual summit will depend on the topics you plan to cover. Some events may be half-day events, while others can be multi-day or even week-long events. It’s important to consider your audience’s attention span and make sure that sessions are engaging and not too long.
Yes, virtual summits are a great way to market your brand, generate leads and drive revenue for your business. They allow you to reach a larger audience from all over the world and expand your network in a cost-effective way. Plus they’re easy to set up with the right tools and resources.