How to Host a Virtual Networking Event

etworking is a prominent part of any career, but hosting a physical event is only sometimes practical in the new normal. By utilizing virtual networking events, we maximize our online connections.

Hosting a successful virtual networking event can be challenging because you have to plan and organize it just like you would for a physical meeting.

Read on and we’ll show you how to host a successful virtual networking event that will leave a lasting impression and help you make connections that will last.

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Advantages of Virtual Networking Events to In-Person Networking Events

Virtual networking events are advantageous to in-person networking as they provide much more accessibility. Most notably, virtual events allow individuals from all around the world to attend, eliminating geographical boundaries.

With less face-to-face contact, virtual networking may make people feel safer and more secure.

Especially with the pandemic, virtual networking events are better for some individuals, as they don't need to be in the same room with people nearby. Because of this availability, there has been a 50% increase in video calls since 2020.

Increased accessibility

Virtual networking events are easier to join because attendees can participate from anywhere (with an internet connection). By eliminating the need to travel or be there in person, many potential attendees may now be able to attend: virtual events are ideal for those who have trouble getting to in-person locations.

Additionally, virtual networking activities are much cheaper than in-person events, allowing those with a more restricted budget to attend. 

Greater attendance

Virtual networking events can draw in a much larger audience than traditional in-person events without worrying about space limitations or venue capacity.

It's also easier for individuals to attend the event as they don't have to leave their homes to expand their networks.

Cost-effective

Digital networking events are a cost-effective way to host an event. For example, hosting a virtual event eliminates the need to rent out a physical space, which can be expensive.

Additionally, virtual events don’t require catering or other expenses associated with in-person events. This makes them much more affordable and accessible to people of all income levels and budgets.

Concerning virtual networking software, organizations eliminate the need to purchase and maintain physical hardware, such as routers and switches. It also decreases energy consumption since digital networking events don't use as much electricity.

Lower stress

These events are less stressful than in-person events because there is less social pressure. People can choose their level of involvement and engage in topics or activities they feel comfortable with.

Moreover, by using a virtual networking event platform online, people can take breaks, re-watch previous content, and potentially network with more people than they would be able to at an in-person event.

Record keeping

Online events provide businesses with an excellent opportunity to track attendees and conversations.

By using an online platform, businesses can easily store and access data from the event, such as contact information, notes taken during the event, and any other relevant information that can be listened to later.

Environmental friendly

By hosting an event online, businesses can reduce their carbon emissions by eliminating the need for physical travel and transportation.

Additionally, virtual events don’t require using paper or other materials for in-person events, like event brochures, name tags, and leaflets. This helps to lessen waste and preserve resources.

How to Organize an Effective and Engaging Virtual Networking Event

Organizing an effective and engaging virtual networking event requires careful planning and preparation. Here are some tips to help you get started.

Set the purpose and goal of the event

When planning a virtual networking event, it is essential to set a purpose and an aim for you and the attendees.

For example, if you have a business that works with remote employees, bringing them together in an inclusive environment can help build relationships and foster collaboration within the team.

Choose a virtual event platform

When choosing a virtual event platform, it is vital to consider the available features and how they can help you achieve your goals.

Look for networking platforms that offer features such as video conferencing, chat rooms, polls, surveys, and other interactive elements.

You also want to ensure the platform can host the maximum number of people planning to attend. So explore some examples of popular online networking platforms, which include:

• Metavent
• Zoom
• Google Meet
• Microsoft Teams
• GoToMeeting
• Skype

Create a schedule

Creating a schedule for your virtual networking event is essential to ensuring the event runs smoothly and everyone has enough time to network, engage with each other, and create meaningful connections in their work industries.

Promote your event

Promoting your online networking event is vital to ensuring you reach the right people and get the maximum number of attendees.

Start by creating a list of potential attendees, such as current customers, partners, industry contacts, and other professionals in your network.

Reach out to them directly via email or social media sites like LinkedIn to invite them to join.

You can also use online advertising platforms to reach a broader audience in your social media channels, which provide tips for networking events and allow you to focus on other aspects of organizing.

Plan for networking

Planning for networking is essential to hosting a successful virtual networking event. You want to ensure that attendees have the opportunity to connect and create professional networks.

You may need to learn how to network at events, so to facilitate this, you can create a list of topics or questions that attendees can discuss during the event. This will help break the ice, allow teams to bond, and get conversations started.

You can also use breakout rooms to give smaller groups time to mingle. When you create the guest list, you can ask questions about the potential attendees and match these breakout sessions to connect the right people and create a dialogue.

Follow up

Once the virtual conference is finished, it is a good idea to follow up with the attendees, as your work still needs to be completed.

You can send out a thank-you email and include a survey to get feedback on how the event went. This will help you understand what worked and whether you need to improve for future events.

You can also use this opportunity to stay in touch with the attendees and keep them informed about upcoming events or other activities that may interest you.

Be prepared

Before the online networking event, make sure you have all the necessary equipment ready to go.

This means having a reliable internet connection, a laptop or computer with a webcam and microphone, and any other tools you might need, like presentation slides or documents.

In addition, make sure you have a backup plan in case of technical difficulties or other unexpected issues.

Have fun!

Remember to have fun with the experience. This is what will make your event successful. You want to ensure attendees are engaged and having a good time, so it’s important to plan activities that keep them entertained.

For example, you can create icebreakers or team-building activities to get people talking and interacting with each other. Consider adding fun elements such as music, games, and quizzes to keep the event interactive and exciting.

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Things to Avoid While Hosting a Virtual Networking Event

When hosting a virtual networking event, there are some essential things to avoid to ensure everything goes according to plan. We outlined some of the stand-out points below:

Poor technical preparation

You should always ensure your equipment and network connection are in working order before the event. If you don’t have a reliable connection, it can be difficult for attendees to participate and engage with each other.

The goal is to ensure no technical problems could stop the event from going as planned.

Lack of organization

Disorganization is an issue when hosting online networking events. It is crucial to plan the event and create an agenda that outlines the topics, activities, and other information attendees need.

Lack of engagement

Another area for improvement when hosting a virtual event is that attendees lose interest when they're online. Laying out the itinerary for the event will give attendees an idea of what to look forward to, like an industry expert, guest speakers, and a chance to speak for themselves with like-minded individuals.

Poor communication

You want everyone to be on the same page and understand the event's purpose. So, before the event, you'll need to let people know the schedule, topics, and anything else they need to know so they can feel ready and prepared when they arrive.

Not considering the time zone of all attendees

It is vital to consider the time zone of all attendees. This will ensure that all attendees can make it and participate in the event without any issues.

You can research any cultural differences or holidays that may affect attendance. For example, if you are hosting an international event, check the local holidays for each country so there are no clashes or reasons it may be difficult for everyone to attend.

Not promoting the event

You need to promote your event to get the word out to the ideal candidates who wish to attend. You can use social media sites to spread the word and reach potential attendees.

Additionally, you can send emails and use advertising platforms to create marketing solutions for yourself.

Frequently Asked Questions

Some frequently asked questions about hosting a successful networking event have been answered below.

What kind of networking event do you want to host?

It's good to know the type of virtual event you want to host, which can include:

• Fundraising events
• Team-building
• Recruitment events
• Hiring events
• Q&As
• Open forums

What is the most exciting thing about this year?

This year will be an excellent opportunity to host virtual events due to more businesses looking toward digital solutions. Virtual networking events will allow you to connect efficiently with people worldwide.

It'll also be an exciting way for businesses to reach out to potential clients or partners and adapt to growth changes throughout the year.

What is the difference between in-person and virtual networking?

Due to more restrictions on gatherings like social distancing thanks to the pandemic, choosing a digital networking event over an in-person one seemed like the better idea.

You can still talk to the people there and create an immersive experience that removes the need to meet in person at future events.

What is the best way to design an event?

When designing an event, you should consider a few points beforehand, which include:

• The purpose of the event and how you want it to be structured
• The kinds of activities you want to have and how long each activity should last
• Laying out the itinerary for the event to give attendees an idea of what to look forward to
• Create a schedule and include time for networking and mingling

How many people can I invite to a virtual networking session?

At Metavent, virtual events should be just as inclusive as in-person ones.

Our platform helps you create a captivating experience for your attendees with features like live video streaming, chat rooms, polls, and surveys.

For example, meetings to bring together remote workers or those in a hybrid work dynamic should limit the number of attendees to eight, including yourself. This way, it's easier for the team to feel engaged and connected.

Explore More With Metavent!

Metavent is the perfect platform for hosting virtual networking events. You can easily create and manage your event. Redesign your ideas by customizing the event. Set up a registration page, create an agenda, and invite attendees.

The platform aims to evolve industry standards, create a creative virtual space, and transform what you know about virtual events. So if you're ready for a demo, check out our platform today.

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