How to increase virtual event attendance?

how to increase virtual event attendance

Sometimes you have the perfect idea, content and setting for your virtual event, but the audience does not feel engaged or does not even show up. It is difficult to onboard participants to an online event. And even when you succeed in attracting a desired crowd there is a big drop-out. So how to increase your virtual event attendance?

Here are 5 steps to keep in mind:

1. Set clear goals for your event and audience

Setting clear expectations about how to measure success in event attendance is the foundation of virtual events. Do you care about the fact that you have as many attendees as possible? Or do you care that those attendees are relevant and lead to possible sales or useful contacts. Define your goals of the event first and understand clearly who is the best audience for it. 

2. Understand your audience needs

After you have defined the goals and audience, make some research on your possible attendees. Now more than even, understanding when is the best time to organize an event for participants is highly important. Do they have kids who are doing distant learning? Are they busy business owners who have meetings booked all morning. Do they need breaks to go walk the dog? Do your research and keep in mind that the average participant needs some buffer time between sessions. The attention span in the home office is short and full of distractions. 

3. Make your virtual event simple

The more you complicate things already before the event, the less the chance your attendee will even show up. With so much going on, participants need something that is easy and relevant to consume. Don’t over-do with registration, functionalities or tracks, keep the communication and organization clear and simple. Minimize your own risks of technical mishaps with seamless broadcasting and clear interaction functionalities. Sometimes less is more.

4. Use correctly timed communication

Depending on how you reach your audience, via e-mail or on social media, make sure you update the participant timely before the event. Often the attendees just humanly forget they even signed up to attend somewhere. Which is why it is important to plan and automate your communication beforehand. On the same day or an hour before, the attendees need to be reminded where and when they have to be. 

5. Sharing is caring

And lastly, how to increase your virtual event attendance is by sharing. Encourage the attendees to share – share their thoughts before, during and after the event. Create buzz within the participants to build suspense. Allow networking during the event, allow them to give feedback. Make sure those who did not show up live, will get the content on-demand afterwards. This will not only make the attending more appealing, but also creates a good feeling and expectation for the next event. 

Worksup is a virtual and hybrid event platform, enabling clear and easy setup, simple user interface and expert advice. Book your first online consultation below.

New: messaging options, new languages, feedback popup, and more

New features

Find information about the latest features released on Worksup.

1. Direct messaging options

At the events where you wish to foster networking, the “chat request” step can be turned off and attendees can start chatting instantly, without confirming chat requests. On the other hand, at the events where you wish to leave your participants with more privacy, we recommend turning “chat request” on. Choose the desired setting in admin Controls

2. Share virtual meeting link at ease 

Event organizers can share links to different elements of the agenda: a specific talk, discussion, meeting, or demo. It allows event organizers to send links to virtual meetings through email, social media, or any other network to attract a bigger audience to certain aspects of the event. Contact us to request the feature. 

3. Matchmaking options

Worksup features an efficient matchmaking tool that brings attendees together based on their interests. Participants can find like-minded guests from the list and propose meetings or start chatting with them. It is also possible to turn the interest-based matchmaking off in admin Controls

4. Mark answered comments

In the admin Q&A section, organizers can see a checkmark button under each comment/question asked. Clicking on it, an attendee’s comment will be marked as “answered” which will be also visible for the audience on the agenda’s Q&A in real-time. At events with a lot of active attendees, this helps to organize Q&A sessions.

5. Finnish and Latvian translations

Organizers can set up Worksup in two more languages – Finnish and Latvian. Other available languages include English (default), Italian, Estonian, and Russian. The settings can be changed in the admin Controls section.

6. Email notifications

Now, if attendees have unread messages, we make sure that they know it by sending out a personalized email. This letter contains direct links for each chat so that the attendees can easily continue where they left off. The feature is available for events with email check-in gates only. 

7. Learn how the audience enjoyed your event 

You can set an automatic feedback popup that will be displayed on Worksup 30 min after the event ends. The form will be only shown once and can be closed with a click. Contact us to get the feature.

Worksup Launches Webinar Solution for Virtual Meetings

virtual meeting on worksup

Worksup, a virtual event platform with expert support, announced the launch of Worksup Webinar. It includes all of the features you need to organise a successful virtual meeting within a small budget: from custom design to networking and interactive audience Q&A.

Worksup CEO, Endrik Randoja: “Worksup Webinar helps to organize DIY events that work like Zoom, Teams or Meet meetings but have professional look and more tools. E.g. networking and matchmaking module, design features, polls, Q&A, etc. So compared to video meeting solutions it is a much more event-like experience and on the other hand much more cost-efficient compared to full-stack platforms.”

Overview

Worksup Webinar is aimed to provide the most essential tools for virtual meetings organisation. It includes all must-have features to organise an event online:

  • Virtual meeting tool
  • Designed interface
  • Event agenda
  • Q&A and polls
  • Participants networking
  • Screen recording

Let’s take a closer look into what the Webinar features are about. 

Virtual meeting

With the virtual meeting tool, you can have two-way communication between the speaker and participants. Speakers can present slides or share their own screen. Up to 100 participants can take part in a virtual meeting and up to 12 can be simultaneously present with their cams.

Designed interface

With Worksup Webinar, you can brand your event in a corporate style: choose a specific interface colour, add your company’s logo or define a unique event access keyword to stand out from other events. 

Virtual event with a custom design interface on Worksup
Virtual event with a custom design interface on Worksup

Event agenda

With online agenda, you can present speakers, describe their topics, upload slides, and more. Inserting and changing the agenda is simple. 

agenda view on Worksup
Agenda desktop view on Worksup

Q&A and polls

To connect with your online audience during events use Q&A and polls interactivities. With Q&A, participants can interact with speakers and ask questions that others can upvote. Participants can then see the poll results directly from the app.

Q&A section with asked questions list
Q&A section with asked questions list

Participants networking

To connect with each other, Webinar provides participants a virtual networking feature. you can browse the list of participants, connect and chat with text or make a video call within the platform. Based on interests Worksup matchmaking tool helps the audience to find like-minders, partners, or new clients.

participants matchmaking
participants matchmaking

Recording

The recording included in the package is a great way to capture the virtual or hybrid meeting you’re running. It provides an opportunity to save the event for later review or analyse presentation afterwards, if you’re one of the speakers. Currently the recording is based on the screen recording technology.

Who can benefit from Webinar?

Webinar is a perfect solution for events up to 100 participants and to organisations that want to differentiate from zoom meetings and add flair and features to their event.

  • Trainings
  • Seminars (internal, external)
  • Coaching sessions
  • Product demos

Pricing

The price for one webinar with up to 100 simultaneous participants is 400 EUR (excl. VAT).

How to access the plan?

To get the Webinar, simply contact the Worksup team by filling the brief form here

Introducing Quizzes, e-ID Check-in, Highlighted Media, and more new features

worksup mobile app

In this blog post, we’re going to walk you through some of the key features that were released this month. From big reveals to small improvements, read on for what you need to know. 

Several virtual meeting hosts

You can assign someone as a meeting host and provide them access to a virtual meeting moderation. Add as many event hosts as you need. You can easily do it by inserting one’s email address in the Media library host access list. Make sure that the assigned users have verified their emails on Worksup. Attendees with the provided host access join the call automatically with elevated permissions. 

Seamlessly show poll results to attendees

After completing any poll task during events, participants can instantly see the results on their devices. In addition to the informative goal, real-time task results help event organizers let their online audience feel more connected during virtual events.

How to set it up? 

In the admin Agenda section, an event organizer needs to choose Tasks, select a concrete task and click on the “Reveal answers” button at the end. 

e-ID Check-in

e-ID check-in reduces the risk of getting an unwelcome audience and makes the entry to your events even more secure.

How does it work?

After an event organizer uploads PIDs of certain persons, the selected attendees can enter the event with their Mobile-ID, Smart-ID, ID-card, BankID, etc.

For which events it’s best suited? 

The high degree of security on check-in will ensure that events like stakeholders meetings, executive meetings, or other high-level events will have intended guests only.

Supported countries

The feature is available for events in Estonia, Lithuania, Latvia, Finland, Norway, Iceland, Poland, Belgium, Portugal, Spain, and Italy.

Track time attendee spent watching an event stream

Event organizers can get even more precise analytic about how much time attendees spent watching an event stream (had the stream tab open). 

The analytics helps organizers to understand how engaging and interesting a particular virtual event was and use this knowledge to plan future events. 

To get the views statistic, ask for the generated report Worksup support after the event.

Highlighted media attachments 

If you want to improve the visibility of the attached media and get a higher open rate, you can highlight the media attachment. The media will start blinking at a certain time and attract more views from the online audience. To get the feature, contact Worksup support, provide the element you want to highlight, and choose a concrete start and end time for it.  

Redirect users to a certain webpage with a pushed popup

Whenever you need online attendees to visit a certain website during an event, now in addition to telling the site/company name, you can use push notification. The “Event organizer wants you to open this link” popup will occur at a set time and the user will have an option either to open the link or dismiss the notification. 

How to set it up?

  1. Open Media section in the admin
  2. Click on Attach media and choose the link you want users to be redirected to
  3. After saving, you will see a Push media button near the hyperlink, click on it whenever you want the popup to occur 

Using a pushed media popup, you will increase the chances that the desired media will be reviewed by participants, as it takes less effort and saves time by cutting online search. 

Interactive quiz

Marking poll as a quiz, you can now define a correct answer and view participants’ replies as rankings. Ask puzzling questions and see winners! 

How to set it up?

  1. In admin, under the Agenda section go to Tasks
  2. Turn the quiz on 
  3. Create a question and possible answers
  4. With a star, define the correct answer (can be several) 
  5. Choose when to publish the task 

Virtual Meeting is Live on Worksup

virtual meeting

We’re happy to announce that the virtual meeting is live on Worksup. A virtual meeting is a live video chat between multiple people, with no travel and no need for everyone to be in the same room — which can save you time and money. Here’s how to set one up. In this article, you can learn what possibilities does it open for event organisers and how to use it. 

Overview

What is a virtual meeting? 

virtual meeting in action

A virtual meeting is a video conferencing tool within the platform enabling two-way communication between speakers and participants. It enables you to host different types of events such as webinars, conference plenary sessions, break out rooms, round tables, meetups, workshops, training, demos etc. Speakers can present slides or share their own screen with other participants. You can use Q&A and Tasks within the platform to activate the audience. The Speaker or host of the session can enable participants to jump into the discussion with their video and sound. 

The virtual meeting also allows participants to gather in smaller groups during events. They could jump on a separate discussion of the speeches, their businesses or any other topic. You can set up a virtual meeting for an event day, for a parallel session or for a single speaking slot or panel discussion. It is also an efficient tool for supporter or partner demos or sharing their other messages. 

How to set up the virtual meeting on Worksup?

To enable the feature, follow the instruction:

  1. Sign in to your Worksup profile (register here if you don’t have an account yet)
  2. Go to Media and click Attach media
  3. Select Video Meeting
  4. Choose the meeting time and click Add

virtual meeting settings

 

How to set up virtual meeting

You can make a restricted entrance to the event by clicking on the checkbox. Thus, participants will be able to join the meeting only if a host lets them in. Note, after saving, this step can’t be changed in the future. 

Before setting it up please contact Worksup support for a quote.

Meeting settings 

Clicking on the meeting settings, an event organizer can choose the language, video quality and set additional rules for the meeting appearance:

  • Let participants join the meeting with the camera/microphone turned on 
  • Show the screen share button
  • Show the chat button
  • Show the people button
  • Show the leave button 
  • Show the default meeting background as opposed to your event theme colour 
  • Float the self-view to the bottom right
  • Show the recording button
  • Show top toolbar

 

Virtual meeting settings

When everything is set up 

After you finished the virtual meeting preparation, share the link to your event with participants. Also, explain to them how to use the tool before the event, so that attendees will be ready to interact with one another and get the most out of your event. 

New Custom Features Available on Worksup

hybrid event

If you want to extend the functionality of your virtual events, Worksup offers a range of custom-based solutions – some of them you can review in the Custom field on the pricing page. Today we unveil 4 new custom features that will help our customers get more out of Worksup.

 

  • Chat board. A chat board is a wall where every online attendee can leave a message visible to all participants. Besides 1-to-1 meetings, conversations in group chat help you find new business connections. 
  • Notifications on important updates. Attendees can now be in sync with important updates during events as they can receive email notifications about a chat request, new messages, or meeting status updates. 
  • Quicker and easier registration. Registration becomes much easier now as Worksup has a simplified process of enabling pre-imported registration list and self-registration based event access. 
  • Single-session restriction. You can now mitigate against potential free-riders with our single session restriction feature. Worksup will block an initial session started on two different browsers or devices. How does that work? Should ticket #001 connect to the event from device A and then device B, our machinery blocks his/her session in device A.

Tell us what questions do you have or what features you’d like to have implemented at your next virtual event: contact us

New Functionality For Your Virtual Conferences

virtual conferences

If you’re running a virtual conference, there are some new features that you may want to consider adding to your platform. In this post, we’ll outline five new features that will help make your virtual conferences more effective.

  • Restricted access to agenda elements. Apply an access list not only to your whole event, but to  agenda sessions, too. 
  • Scheduled meetings. Choose a specific meeting duration for participants’ virtual networking. There are three options available:
    • No time: attendees do not have to specify start and end time
    • Fixed: an organizer can specify a fixed meeting duration, for example, 15-minute slots
    • Flexible: an organizer can specify the default meeting duration while attendees can opt to override it. 
  • Time zone conversion. Define a time zone for your agenda and attendees will always be in sync, regardless of the location. 
  • Estonian language for events interface. Now there is a language pack for Estonian available making the attendee app 100% Estonian if needed, only with a touch of a button. In custom versions, other languages are also available. 
  • Virtual attendees’ involvement during events. The improved presence-tracking algorithm allows you to get even more precise analytics about how much time your attendees spend watching the event or interacting on the platform.
  • Program in your calendar. Now, you’ll never miss interesting speakers you planned to listen to. Export the Worksup programme to any calendar app, set up reminders and follow the timing where it’s convenient for you.

To learn more about the implementation or check how any of the mentioned features works, please contact us.

Get A Unique Functionality For Your Event

Sometimes, even a popular virtual event platform could seem not to deliver the features you need. At Worksup, we always have a solution for cases like this as every Worksup user can get the right functionality developed according to their needs.

Custom Development

Except for the features you could see on the homepage or in the Features section, Worksup provides custom features development service. Custom-developed features are features created especially for usage by attendees or organizational teams only during your event. The development can be related to both the event design or functionality change. Here are presented a few examples of what the custom-developed features can be: 

Whitelabel design 

  • Basic white-label design with header, background, colours, and fonts changed according to the clients choice
  • Advanced design where a wider variety of design features can be customized
  • Domain masking, e.g. Worksup platform can be installed to www.yourbrand.com/live 
  • Embedding Worksup within your website
Whitelabel design of a virtual event hosted on Worksup
Whitelabel design of a virtual event on Worksup

 

Custom access

  • Access with the personal link, participant profile will be prefilled with name and organization
  • Sending personal links to the participants
  • Access with the requirement to fill in e-mail, and then receive a personal link 
  • Access after filling in data form at the entrance, gathering the data
  • Access with the integration to Fienta registration and ticketing platform

Priority support

  • Initial set-up of Worksup for the client
  • Priority customer service

Virtual project management of your event

  • Project management
  • Scenario planning
  • Format and content consultation
  • Preparing speakers
  • Assigning and managing vendors
  • Implementing the event
  • Meetings and reports

Advanced analytics

  • Participant tracking at the virtual expo
  • Participant involvement during the program

Expo

  • Virtual expo area for your event partners, vendors, or sponsors
  • Virtual branded stand for each partner
  • Opportunity to present value proposition, presentations, movies, leaflets, etc
  • Opportunity to organize activation games for participants
  • Chance to easily contact partner representatives

Depending on the complexity of a feature, to get the desired functionality implemented, you need to contact our team in advance and describe the feature you need. 

 

Annual Subscription Plan Now Available On Worksup

Worksup offers an annual subscription that can meet the needs of any type of events, as long as there are many! In this article, you’ll learn more about it and discover what benefits it provides.

What Is The Annual Subscription Plan

Now, event organizers can buy an annual subscription for the Worksup platform. Worksup Annual subscription plan is a new pricing option that allows hosting unlimited amounts of events throughout the year. Except this, the plan includes other interactivities and features such as virtual agenda, unlimited polls, Q&A, networking, live-streaming, tasks, open-ended questions, analytics, event branding and support. Having an annual subscription, event organizers can host any form of events on the platform  – virtual, hybrid or traditional and any type of it – conference, summit, meetup or any other. The cost of the subscription is 500 EUR per month and it is billed annually in advance.   

Worksup pricing plans
Worksup Annual plan highlighted

For Whom 

The Annual plan is the most efficient for event planners who organize events regularly – event agencies and conference organizers. Also, the new pricing option is efficient for organizations outside of the event industry where events are planned on a regular basis. The plan allows companies to concentrate on the organizational side of event planning without distractions on operational activities.  

How To Access

You can find and review Annual and other types of plans descriptions on the Pricing page. To get any of it, click on the “Get access” button in the bottom of a particular column and fill a quick form. Shortly after that, you’ll be contacted by the support and provided the guidance.    

Custom analytics feature now available on Worksup

Now, you can unleash your virtual events data’s full potential with the new custom analytics feature on Worksup.

The essential events statistics

During virtual events, attendees can be offered activities in addition to the actual speeches. They are invited to visit the virtual stands of event sponsors, to network with each other or solve tasks and exercises. For event organisers, it is essential to know what aspects of the created activities are popular among the audience and what is not.

For that Worksup has a standard analytics pack that consists of the number of attendees who entered the event, a number of questions posted and upvotes sent, amount of task replies, connections created between participants and chat messages exchanged. With the custom analytics pack, you as an organiser can dig further into statistics.

What analytics can event organizers access? 

As a special feature Worksup can now track the participants around the virtual platform. An organiser can learn, who was listening to what presentation and in what activities the participant got involved. The feature will be especially interesting to the events that feature event partners, vendors or sponsors. We can provide a virtual stand owner with the statistics, who visited the stand and what features of the stand exactly. 

How to get the feature? 

To get the custom statistic after your event, contact the support. Beware that Worksup gathers the information on organisers behalf and it is organisers responsibility to agree on all privacy aspects with the participants. Worksup will not gather nor share any advanced statistics without a request from the organiser.