Creating Engaging Virtual Events for Women Entrepreneurs: Powered by Beyond Her Vision

The Beyond Her Vision Blog:

Virtual events have become a cornerstone for maintaining community cohesion, especially for geographically dispersed members or those who prefer digital engagement. Yet, with Zoom fatigue and constant online noise, how do you design virtual events that feel fresh, interactive, and worth attendees’ time? At Beyond Her Vision, we’ve moved beyond passive webinars to craft vibrant virtual experiences that mirror the energy of in-person gatherings. This article outlines the strategies, best practices, and tools to create virtual events that captivate and convert attendees into active, committed members.

Principle 1: Prioritize Interactivity Over Lecturing

1. Ditch the Lecture-Only Model
   Instead of 45-minute monologues, break content into digestible segments. For example:

   • 15-minute “Teachable Moment”: An expert introduces a concept.

   • 10-minute Interactive Exercise: Participants use breakout rooms to apply that concept (e.g., work on a mini case study).

   • 10-minute Group Debrief: Return to the main session, share insights.

2. Use Live Polling & Quizzes
   Tools like Slido, Mentimeter, or Zoom Polls let you gauge audience understanding in real time. A simple “Which challenge resonates most with you?” poll helps tailor the discussion on the fly.

Principle 2: Forge Personal Connections

1. Onboarding “Pre-Event Mixer”

   • Host a 15-minute “Meet & Mingle” lobby open 10 minutes before the official start. Encourage attendees to share a quick “one-line intro” in the chat, including name, business, and one goal for the event.

   • Display a fun “Welcome” slide that lists everyone’s names alphabetically to create familiarity.

2. Intentional Breakout Room Assignments

   • Instead of random pairing, assign breakout rooms by industry, stage, or interest (collected via pre-event survey). For example, “Group A: Health & Wellness Founders,” “Group B: Tech & SaaS Solopreneurs.” This enhances relevance and speeds up rapport-building.

3. Use Visual Storytelling

   • Encourage attendees to use virtual backgrounds that reflect their brand or values (e.g., a founder in fitness has a subtle gym-themed background). It’s a conversation starter, fosters brand recall, and adds personality.

Principle 3: Optimize for Convenience & Accessibility

1. Record & Share Brevity

   • Keep sessions short—45 to 60 minutes max. For longer events (e.g., a half-day virtual summit), break into two 60-minute tracks with a 30-minute intermission.

   • Record every session. Offer a link within 24 hours, so attendees can revisit content or catch up if time zones conflicted.

2. Provide Multiple Engagement Channels

   • Chat: For quick thoughts, links, or questions.

   • Q&A: Separate pane for structured queries that can be upvoted; ensures popular questions get addressed.

   • Virtual Whiteboard: Tools like Miro or Jamboard let attendees collaborate visually—e.g., “Brainstorm five growth hacks for Instagram.”

3. Accessibility Considerations

   • Offer closed captioning, either through Zoom’s automated captions or a dedicated captioning service.

   • Share slide decks in advance so attendees with slower internet can download locally.

   • Provide transcripts of Q&A sessions post-event.

Principle 4: Foster a Sense of “Event Within a Brand”

1. Design Cohesive Visual Branding

   • Use a consistent color palette, fonts, and event logo across all slides, promotional materials, and post-event assets. This strengthens brand recall and reinforces professionalism.

2. Themed “Attendee Swag”

   • Ship or courier small, thematic packages to registered attendees before the event (where feasible). For instance:

     • Branded notebook & pen (“Take Notes, Take Action”)

     • A small candle (“Light Your Vision”)

     • A QR code sticker linking to a surprise resource (e.g., an exclusive “Top 10 Tools for Female Founders” PDF)

   • Receiving physical items in the mail creates excitement and tangibility.

3. Incorporate Interactive “Moments of Delight”

   • Host a 5-minute guided stretch or breathing exercise midway. It signals you value attendees’ well-being and combats screen fatigue.

   • Offer a 2–3 minute “Digital Scavenger Hunt” where participants find an item in their workspace that represents “resilience” or “creativity” and share on camera. It breaks monotony and reveals personal stories.

Principle 5: Convert Attendees into Community Members

1. Dedicated Virtual “After-Party” Drop-In

   • Right after the main session, open a less structured Zoom room for 20 minutes—invite attendees to chat, share next steps, or ask lingering questions. Assign a community ambassador to host.

2. Post-Event Community Invite

   • In your wrap-up email, include a clear invitation to join the community platform (Slack, Circle, etc.). Use language like:

     “Keep the conversation going! Join our private Slack community, where you can continue connecting, access exclusive resources, and attend members-only workshops.”

3. Offer a Limited-Time Discount

   • Provide a 20% off promo code for new members who join within 72 hours of the event. This sense of urgency encourages immediate action.

Tools & Advice

1. Virtual Event Planning Checklist

   • Select date & time (consider time zones)

   • Choose platform (Zoom Webinar, Hopin, or Airmeet)

   • Design promotional assets (banners, social media graphics)

   • Create “Pre-Event Survey” (asks job title, top challenges, preferred topics)

   • Ship attendee swag two weeks prior (if applicable)

   • Schedule tech rehearsal with speakers & ambassadors

   • Draft follow-up emails & community invite

2. Example Pre-Event Survey Questions

   • “Which best describes your business stage?” (Idea, MVP, $10K MRR, $50K+ MRR)

   • “What’s your #1 challenge right now?” (Funding, marketing, team-building, wellness)

   • “Which breakout group interests you?” (Marketing Mastermind, Funding Forum, Wellness Warriors)

3. Zoom Configuration Tips

   • Enable “Auto-Record” and select “Cloud” storage for easy sharing.

   • Turn on “Closed Captioning.”

   • Pre-assign breakout rooms based on survey responses.

   • Pin/Spotlight the host when speaking to maintain a consistent video feed.

4. Virtual Engagment Plugins

   • Slido: For live polls, quizzes, and word clouds.

   • Giphy Integration: Encourage reactions with fun GIFs—lightens the mood.

   • Donut for Slack: Random pairings post-event to encourage one-on-one follow-up.