Four Tips for Successful Virtual Event Sponsorships

As we noted in our last blog, virtual platforms offer many positive aspects for sponsoring/hosting business events. They can showcase your strengths and connect with prospects and customers -- even when you can't physically be in the same place.
​Just like face to face events, you’ll get the best results when you plan ahead, provide useful information and build relationships with prospective customers.   

Four tips to make your event or sponsorship more successful:
When events that your organization normally sponsor go virtual, try these tip to increase your ROI:
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1) Get the lay of the “land”
If possible, attend an event similar to the one you’ll be sponsoring.
Ask questions. This could be a new format for the event organizers, so ask about the opportunities, specs and requirements.  If you see something that could be improved, go ahead and suggest it, as their format may be evolving from event to event. 

Explore the format. Like live events, virtual events have booth sizes and display requirements; graphic specifications that need to be followed.  Also check out how the elements will be displayed – for example, where will the event management place video links? You'll want to check to make sure they don't interfere with your graphics.

Ask about the speakers and attendees. Due to the virtual format, speakers and audience demographics might be different than previous years. Does the event organizer have a list of who is expected to attend  so you can gear your information to the right audience? 

2) Plan for key elements to reinforce your brand and value proposition.
A virtual booth usually will include a main graphic with brand identity. Like a physical booth, you’ll want to include the main points of your product or organization's value proposition – usually 3 to 5 at most so they are easily readable. To save time, you might be able to use the graphic you created for your trade show display.

​When possible, add a video with a personal welcome message and introduction from a key team member or officer that a customer would normally meet.  It doesn't replace a handshake, but will give your booth a more personal touch. 

Some sponsorships will have places where visitors to your virtual booth can download documents. Carefully consider what information would be useful to someone interested in your company. Depending on your industry, useful content for your target market could include company overviews, FAQs, capabilities outlines, white papers or product brochures. It’s best to limit the content list 3 to 5, so you don’t overwhelm the visitor. Have them clearly named so the visitor can identify what they are once they have downloaded them (and hopefully remember why they wanted to read them!). 

3) If you are presenting, plan to insure a pleasant and enjoyable experience for your audience free from distractions like overactive backgrounds or intrusive noises. Plan for interaction -- become familiar with the interactive tools the event organizers provide. It's also helpful to have someone help you watch for questions and audience reactions while you are speaking.

4) Build relationships -- before, during and after the conference.  
If the event organizer has an email list, request it. Due to GDMP laws, many organizers will no longer share lists but some offer messages services. If you do this, make sure you have an interesting message with a call to action. Or you (or your business development team) could use LinkedIn (or another prospecting tool ) to build a list of five to ten key prospects you’d like to connect with. See if you can find something you have in common that might make them interested in meeting you. Send a message on LinkedIn saying something like, “Are you planning to attend [conference] this year? I had been hoping to meet you there, as we’re both [common interest], I thought it might be interesting to chat. Since the event is going virtual, I thought I’d reach out to see if you were interested meeting [via zoom or using the conference's virtual rooms].”

If a Chat function is an option, don’t miss out on the opportunity during the conference -- plan to have it staffed, at least during prime hours.  Even if it’s not busy you don’t want to miss that live person who would  like to make an inquiry.

Follow up with the individuals who visited your booth.  Use your CRM and depending on the size of your list, segment or prioritize your follow up emails. Personalize your high priority prospects with any information you gained from the event or other sources. 

Thanks for reading! 

 How is your organization adapting their event strategy?  If you have comments or additional tips, please leave them in the comments. 

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