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How to Add Virtual Tickets to Your In-Person Event: A Comprehensive Guide



As the world continues to embrace hybrid events, adding virtual tickets to your in-person event can greatly enhance its reach and impact. By allowing people to attend remotely, you can extend your event's reach to a wider audience and provide a seamless experience for both in-person and virtual attendees. In this blog post, we will walk you through the process of adding virtual tickets to your in-person event. Let's get started!


1. Determine the Virtual Platform:

Choosing the right virtual platform is crucial to ensure a smooth and engaging experience for your virtual attendees. Consider platforms like Zoom, Microsoft Teams, WebEx, or dedicated event platforms like Hopin or Remo. Assess their features, such as video streaming capabilities, interactive tools, and networking options, to find the platform that best suits your event's requirements.


2. Set Up Registration:

Create a registration process that allows attendees to select between in-person and virtual tickets. You can use event management software or dedicated ticketing platforms like Eventbrite or Ticketmaster to set up registration forms. Clearly indicate the ticket types, pricing (if applicable), and any additional information attendees need to provide. Ensure a streamlined payment process, and if necessary, provide a secure and convenient way to process refunds or ticket transfers.



3. Plan the Virtual Experience:

Consider how you can replicate the in-person event experience for virtual attendees. Determine what aspects of the event you will livestream, such as keynote speeches, panel discussions, or performances. Ensure that the virtual attendees can actively participate by incorporating features like live chat, Q&A sessions, polls, or virtual networking opportunities. Pre-recorded content and on-demand access to certain sessions can also enhance the virtual experience.


4. Technical Set-Up:

Invest time in setting up the technical infrastructure required for a successful hybrid event. Ensure a stable internet connection, quality audio-visual equipment, and dedicated personnel to handle the technical aspects of live streaming. Perform thorough testing before the event to troubleshoot any potential issues and ensure a seamless virtual experience.




5. Communication and Engagement:

Communication is key to keep both in-person and virtual attendees informed. Provide clear instructions on how virtual attendees can access the event, including login credentials or joining links. Regularly communicate updates, reminders, and any changes to the event schedule. Utilize social media, email newsletters, and event websites to engage with attendees, answer their queries, and build excitement before the event.


6. Post-Event Follow-Up:

After the event, gather feedback from both in-person and virtual attendees to understand their experience and identify areas for improvement. Share post-event content, such as recordings, presentations, or summary reports, with virtual attendees to provide value and reinforce their participation. Consider ways to nurture the virtual community that formed during the event, such as online networking groups or follow-up webinars.


 

Adding virtual tickets to your in-person event opens up new possibilities for engagement and audience reach. By carefully planning the virtual experience, leveraging the right platform, and effectively communicating with attendees, you can create a seamless and inclusive hybrid event. Embrace the power of technology to bridge the gap between physical and virtual attendance, and unlock the full potential of your event.


Remember, each event is unique, so adapt these guidelines to suit your specific needs and create an exceptional experience for all attendees. Happy planning!


Need help planning your next business event, gala, or conference? My Team and I would love to help.





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