Are you looking for a way to connect with your audience and bring them all together for one exciting event? Then take advantage of digital events. Digital events can help businesses or organizations grow. And as industries welcome a digital and modern world, it makes a lot of sense to host a digital event. Of course, it also makes a lot of sense that you get a digital events manager for any kind of virtual event.

What is a digital event?

A digital event, also known as a virtual event, is an event, occasion, or gathering that takes place entirely online rather than in-person at a physical location. These events leverage a variety of digital technologies and platforms to bring together participants, speakers, and more from different locations virtually. Digital events can vary widely in format and purpose, ranging from webinars, virtual conferences, online trade shows, live Q&A, games, and more.

Key components of virtual events may include live or pre-recorded presentations, panel discussions, Q&A sessions, virtual networking opportunities, virtual booths, and, of course, interactive features such as polls, chats, messaging boards, and breakout sessions. Participants can typically access the digital events and content through computers, tablets, smartphones, and other mobile devices. Often, they can access the event via a web browser or a specialized event platform.

While digital events have existed for decades now, it wasn’t until 2020-2021, when the pandemic hit, that virtual events started to truly rise and gain traction among various industries. Businesses and organizations had to cope with the lockdown guidelines and the need to prioritize the safety and well-being of everyone involved. As a result, they shifted to virtual spaces and digital technologies to transform physical events and occasions. This led to accessible digital events that are able to reach all kinds of people from different locations, higher online engagement, and highly interactive experiences.

It’s also important to note, however, that digital events also come with their own challenges. Since these are events that happen in online spaces using digital technologies, they’re usually prone to connectivity issues, engagement challenges, and other technological limitations.

Still, it can’t be denied that hosting digital events has made an impact on businesses and organizations these past few years. It’s an ingenious way of connecting with an audience, no matter where they are in the world.

Why are digital events important?

Digital events are important for several reasons, often reflecting the evolving dynamics of modern society and technology. If businesses want to grow and adapt to this modern world, shifting focus to virtual events can ultimately contribute to this kind of success. Ignoring its impact would be ignoring the potential that it can bring for one’s business.

Here are a few reasons why digital events are important:

  1. Accessibility Anywhere: Digital events allow participation from anywhere with an internet connection and a good platform. This accessibility of digital events breaks down geographical barriers usually adamant in physical events. Instead, digital events enable individuals from different parts of the world to attend a certain event without the need for extensive travel, lodging, and other physical challenges.
  2. Cost-effectiveness: Hosting and attending digital events typically incur fewer expenses compared to traditional in-person events. This is because there are no costs associated with venue rental, catering, travel, accommodation, invited speakers, and more. This makes participation more affordable for both businesses, or organizers, and attendees.
  3. Flexibility: Digital events offer flexibility in terms of time and scheduling. Participants can usually choose to attend live sessions or access recorded content at their convenience. This helps accommodate the different time zones and personal schedules of event participants.
  4. Scalability: Digital platforms are known to accommodate a large number of participants simultaneously. This allows digital events to scale up without certain concerns about venue capacity constraints.
  5. Data and Analytics: Digital events provide valuable data and analytics that can inform event planning, content creation, and marketing strategies. Organizers and digital events managers can track metrics such as attendance, engagement levels, and participant feedback. These can all be used to measure the success of the event and make data-driven decisions for more events in the future.
  6. Reduced Environmental Impact: By eliminating the need for travel and reducing resource consumption associated with physical events, digital events have a lower environmental footprint. This contributes to sustainability efforts or commitments by businesses and organizations.
  7. Innovation and Experimentation: Digital events provide a platform for innovation and experimentation. This is because events can have new formats, technologies, and interactive features. Organizers can explore creative ways to engage participants and deliver impactful experiences in a virtual environment.
  8. Inclusive Participation: Digital events can be designed to be more inclusive and accessible, allowing events to be more accommodating to diverse audiences. Features such as closed captioning, translation services, and other accessibility options can ensure that participants with disabilities or language barriers can fully engage with the content.
  9. Global Reach: Digital events have the potential to reach a global audience. Businesses, in turn, can use this to foster connections and collaborations on an international scale. This global reach expands networking opportunities and facilitates knowledge sharing across borders.
  10. Resilience and Continuity: Digital events offer resilience against unforeseen circumstances such as natural disasters, travel disruptions, and, of course, the ongoing pandemic. Even in challenging times, a digital events manager or organizer can pivot to virtual formats to ensure continuity and maintain engagement with their audience.

What is a digital events manager?

Of course, as these events get more crucial in the digital age, the need for a digital events manager becomes more necessary as well.

A digital events manager is a professional responsible for overseeing the planning, coordination, execution, and evaluation of digital or virtual events. They play a pivotal role in bringing together various stakeholders, coordinating logistics, and leveraging technology to create engaging and impactful online event experiences. Without a digital events manager to help businesses and organizations, these virtual events can easily run into difficulties and challenges, which can lead to unsuccessful affairs.

Some key responsibilities and duties of a digital events manager include:

  • Strategic planning
  • Event coordination and collaboration
  • Technology selection and setup
  • Marketing and promotion
  • Content development and creation
  • Registration and attendee management
  • Participant engagement
  • Technical support
  • Post-event evaluation

It’s clear that hosting a digital event is not a walk in the park. A dedicated person fully in charge of digital event management is absolutely required, so they can tailor each aspect of the event and face unique challenges along the way. 

What is digital event management?

Digital event management, of course, is both complex and crucial. As a whole, it refers to the process of planning, organizing, executing, and evaluating virtual events using tools, platforms, and strategies. Digital event management encompasses all aspects of event management, but it’s tailored specifically to virtual or online settings instead of physical environments.

If you want your event to be a success, you need to make sure that all elements are taken care of. From the online event platform to the participant invitations, the marketing campaigns, and even the duration of the event, digital event management should not be ignored.

Here’s an overview of what digital event management entails:

#1 Strategic Planning and Organization

A digital events manager starts by defining the objectives and goals of the event, understanding the target audience, and developing a strategic plan to achieve desired outcomes. This may include selecting the appropriate digital platform, setting a budget, creating a schedule and time period, and outlining the event agenda.

#2 Technology Selection and Setup

Choosing the right digital platform or software is crucial to the success of a virtual event. Digital event managers need to evaluate and select the right technology solutions for the event. They need to ensure that these will meet the needs of the event, such as webinar platforms, virtual event platforms, or other custom-built solutions. They oversee the setup and configuration of these tools to ensure smooth operation during the event.

#3 Sponsor Coordination and Collaboration

A digital events manager also often acts as the spokesperson for a company or business, coordinating with vendors and sponsors, and working closely with collaborators for the event. They use communication skills and relationship-building skills to ensure that everything and everyone is ready to go for the event.

#4 Promotion and Marketing

Effective promotion, of course, is key to driving attendance and generating interest in the event. Digital event managers develop marketing strategies that leverage various platforms and assets. This includes email marketing, social media, content marketing, and other digital channels to reach the target audience. They create or oversee promotional materials, such as landing pages, registration forms, and promotional videos, to attract participants.

#5 Content Creation and Curation

Digital events rely heavily on engaging and relevant content and topics for sessions or classes. This is why digital event managers work with speakers, presenters, and content creators to develop their compelling presentations, workshops, panels, and other sessions. They curate and oversee the content to ensure that it aligns with the event theme and objectives.

#6 Registration and Attendee Management

Managing attendee registration, communication, and logistics is another critical aspect of digital event management. Digital event managers oversee the whole registration process and attendance during the event. They handle inquiries from participants, send out event reminders and updates, and manage attendee data securely. 

#7 Participant Engagement

Keeping participants engaged throughout the event is essential. Digital event managers employ various strategies or encourage speakers to use various features and interactions, such as live polls, Q&A sessions, chat discussions, breakout rooms, and networking opportunities. They also facilitate audience participation by providing clear instructions and technical support.

#8 Technical Support and Troubleshooting

During the actual event, digital event managers may also provide technical support to participants and speakers. They troubleshoot any issues that arise with the digital platform or technology tools. They ensure that the event runs smoothly and address any technical glitches promptly to minimize disruptions for the whole experience.

#9 Post-Event Evaluation and Analysis

After the event, evaluation is crucial. A digital event manager evaluates an event’s success based on predefined metrics and objectives. They gather feedback from participants, analyze engagement data, and assess the overall effectiveness of the event. This information is used to identify areas for improvement and influence future digital event planning efforts.

Overall, a digital events manager needs a combination of strategic thinking, technical expertise, communication skills, creativity, and attention to detail to deliver successful virtual events. A well-rounded digital event management will ensure that an event is a fun, engaging, and valuable experience.

Examples of a virtual event

There are numerous examples of virtual events across various industries and purposes. Businesses and organizations can leverage these virtual and digital events. However, one should also consider the goals and results they expect to achieve.

Here are some common types of virtual events:

  1. Webinars: These are online seminars or workshops typically focused on a specific topic or subject matter. They often include presentations, discussions, and Q&A sessions with the speaker or panels.
  2. Virtual Conferences: Similar to traditional conferences, these events bring together speakers, attendees, and exhibitors in a virtual environment. They may include keynote speeches, panel discussions, networking sessions, and virtual booths. A good and popular example of this would be HubSpot’s INBOUND Conference, which also blends in-person and digital audiences.
  3. Online Trade Shows: These events replicate the experience of a physical trade show but take place entirely online. Exhibitors showcase their products or services through virtual booths, and attendees can explore the exhibition hall, interact with exhibitors, and attend presentations or demos.
  4. Virtual Job Fairs: Job seekers and employers connect online through virtual platforms where they can browse job listings, chat with recruiters, attend presentations about job opportunities, and even participate in virtual interviews.
  5. Virtual Workshops and Training Sessions: Organizations host virtual workshops and training sessions to educate participants on specific topics, skills, or tools. This may also occur internally in companies to help employees enhance their current skill set. These events may include interactive exercises, group discussions, and hands-on learning activities.
  6. Virtual Networking Events: These events facilitate networking and relationship-building among participants. They may include structured networking sessions, one-on-one video chats, and group discussions on industry-related topics.
  7. Virtual Product Launches: Companies unveil new products or services through online events. This may include product demonstrations, presentations by company executives, and opportunities for attendees to ask questions.
  8. Virtual Galas and Fundraisers: Nonprofit organizations host virtual galas and fundraisers to raise awareness and funds for their causes. These events often feature guest speakers, entertainment, and opportunities for attendees to donate.
  9. Virtual Expos and Summits: These events bring together industry experts, thought leaders, and enthusiasts to discuss trends, innovations, and challenges within a particular industry or field.
  10. Virtual Concerts and Performances: Musicians, bands, and performing artists livestream their concerts and performances for virtual audiences. Attendees can watch the event from the comfort of their homes and often interact with the performers through chat or social media. Virtual concerts rose in popularity post-pandemic, offering a new way to provide entertainment and connect with dedicated fanbases.

If you’re planning a virtual event for your business or organization, getting a digital events manager should be a priority. They are at the core of every victorious online event, meeting the needs of companies and stakeholders, as well as the expectations of exhibitors and attendants.

Do you think you need more support with your next virtual event? Get a reliable digital events and digital marketing agency to help! Contact Twin Rams now and see how we can help you navigate your upcoming digital event.