In the past year, a lot of our daily lives have shifted online. Think celebrating holidays with family, communicating internally with your team, or even checking out a virtual networking event. And while virtual events and conferences have grown in popularity, there’s still a lot to learn when it comes to virtual networking.

For any seasoned event planner, this probably comes as no surprise. Orchestrating effective networking opportunities — whether it’s an in-person event or virtual — have always presented challenges. But with the right tools, planning, creativity, and a little luck, any event planner can bring a memorable experience to life.

So in this guide, we’ll dive into everything you need to know about virtual networking. We’ll share how to set up a networking event and drum up some fun ideas to spark conversations and build communities. Let’s dive in!

What is a virtual networking event?

So what exactly is virtual networking? Virtual networking is any event or activity that helps people connect and engage with others online. In the last year, you may have joined a virtual happy hour, watched a live streaming concert, or played games virtually with friends. When executed well, a virtual networking event can help people connect, learn, and expand their professional network. 

While virtual events can’t always take the place of serendipitous in-person meetings, they can help people connect across the globe. Virtual networking is growing as businesses think about how to build successful virtual networking experiences that can stand alone or enhance virtual events and conferences.

Not convinced? Let’s unpack three myths about virtual networking events and uncover the truths behind them.

Three myths about virtual networking

1. They don’t help people make quality connections

Virtual networking events allow us to not only increase our network in numbers, but also improve the quality of the connections we make. The key is creating curated virtual experiences tailored to a specific topic or industry.

When an event is laser focused on a certain topic — like how to start your own restaurant or producing your first film  — it can attract a more targeted audience. A virtual audience with a common denominator is a key ingredient to a powerful networking experience.

A targeted virtual event allows attendees from across the world to come together to meet, discuss, and learn about a common topic. The best part? There’s a better chance to meet someone from anywhere in the world who can help someone launch a new career or jumpstart a business idea.

2. It’s harder to network

Let’s face it, we’ve all been there. An in-person networking session starts. You grab your cocktail, look around the room for a familiar face, and start feeling self conscious. There’s no way around it: networking events can feel intimidating for introverts and extroverts alike.

The good news is that virtual networking can have a positive impact when it comes to social anxiety. Think about it. Networking virtually drops everyone into the same environment, democratizing the space to provide an equal and approachable stage for all. This can minimize social anxiety and offer a less intimidating networking experience.

3. It’s harder to pick up on non-verbal social cues

We’re all used to interpreting body language and posture when chatting with something in-person. But in a virtual environment, it’s important to consider (and practice!) other kinds of non-verbal social cues to substitute the in-person experience.

A simple gesture like nodding  on video is an easy way to show approval, understanding, or support when speaking to another person. Repeating words from another speaker can show you listened.

Some practice can help you improve nonverbal communication in virtual spaces. Be mindful of your gestures, facial expressions, and posture as you look at a webcam when speaking and listening to others. When speaking, try facing and talking directly into the webcam to simulate “virtual eye-contact.”

How to host a virtual networking event

Don’t sweat it. Planning your next virtual networking event is a lot like planning an in-person networking event. There are still some important questions to ask up front.  How many people can I connect in a functional and realistic way? What types of people, customers, or brands do I want to join and participate? How will I invite them?

The biggest difference in virtual planning is production. Below, we’ll walk you through how to plan the production side of your virtual event to help you and your attendees maximize the experience.

Pick the right solution for your event.

When considering the platform you’ll use to host your event, prioritize the attendee experience. 

For example, before your event, consider solutions that allow you to easily build contact and registration forms. Bonus points for tools to make them on brand! During the event, make sure there are ways for your attendees to engage live whether it’s through live chat, Q&As, polls, or speaking directly to each other. After your event, you may want to consider repurposing your video content or making it accessible to attendees. If you run events consistently, you may also want to look for tools that provide analytics like registrations, attendees, and engagement metrics.

Depending on your needs, you may consider hosting your next event with Vimeo or explore a few virtual event platforms to help create a unique experience.

Test your equipment beforehand.

You’ll want to test all your equipment before going live. Depending on your solution, you may want to explore some live streaming equipment options to maximize the quality of your video. A laptop, audio input, camera, and lights are all key for a great event. Use an additional monitor to view the audience perspective and backend simultaneously.  A good internet connection is a must for uninterrupted conversations.

Get the 411 from your attendees. 

If applicable, consider asking for a short bio, headshot, and other attendee information like social handles during the event registration process. For networking opportunities, attendee information can help participants better prepare for the event and get excited about other participants who are joining. Additionally, any attendee information up front can help event planners connect attendees with similar backgrounds.

Less is more. Keep groups small.

The number of people in your virtual networking event can contribute to its overall success. At the end of the day, you want everyone to feel like they have a chance to speak. Aim for 8-15 live participants. If you want to expand on your virtual networking event, create multiple virtual spaces or breakouts that will hold 8-15 people each.  This offers enough time and flexibility for everyone to contribute to the conversation. You want to avoid two or more people talking over each other.

Choose a theme or topic.

If you’ve decided to create multiple virtual sessions or breakouts, prepare a theme for each one to set the tone for discussions.

For example, a large scale marketing event might include three happy hour-themed “rooms.” Those rooms can focus on different areas of marketing like content, production marketing, and digital marketing. Give them catchy names like “Margaritas and Product Marketing” or “Whiskey and writers.” Be sure to include a room moderator to kick off and facilitate discussion points to keep the conversations flowing.

Generate FOMO.

Because space is limited for a virtual networking event, be sure to mention in all your marketing materials that space is limited. Send out multiple confirmation emails and prepare a waitlist for any last-minute cancellations.  If/when space becomes available and you’re reaching out to those on your waitlist, make them feel special. A sense of exclusivity effortlessly makes people feel like they need to be there.

Send invites with purpose.

Invite the right people that you know will find this event beneficial. This can take a bit of research up front. Segment your audience and target key professionals or industries that will find a lot of value to the event and add to the conversations. If your budget permits, send cocktail kits or other event swag to attendees in advance.

If you’re limited on resources, include a fun recipe for a signature cocktail in your event invites. This humanizes the experience and can make for a nice icebreaker at the start of the event. Not to mention, it will ease any social nerves! Kick-off with a toast and a few words from the host or a special guest speaker.

Brand everything.

Expect and encourage attendees to share their virtual networking experience on social media. From landing pages, email invites, video players all the way to to physically mailed kits – you’ll want to make sure your event branding is included. Throw in a fun event hashtag and promote during and after the event to create a social buzz.

Six ideas for virtual networking events

Cocktails are always the cherry on top of any networking experience, but it’s not a must.  Get creative and offer different kinds of experiences to bring everyone together. Feeling stuck? Here are six simple and fun ideas to get you started.

1. Educational workshop

Want to discuss entrepreneurship? How about launching a podcast series? Consider offering a workshop with an industry expert to help professionals brush up on their skills.

For example, a workshop on personal branding can include how to get the right branding for businesses with a digital illustrator.  They can demonstrate logo creation and the do’s and don’ts when it comes to the use of color. This crash course in branding helps share ideas, expand on existing concepts, and can lead to long-lasting business relationships.

2. Wellness workshop

A wellness or self-care focused workshop is a great way to attract attendees like for rest and relaxation. A meditation or yoga workshop can be the perfect way to bring attendees together for some positive vibes. A low key, comfortable setting allows everyone a chance to expand their self-care knowledge in a supportive environment. As a bonus, participants can share their own wellness methods and best practices.

3. Speed networking

Speed networking is a fast, easy, and painless way to get all attendees engaged. With only 5-10 minutes on the clock, attendees are incentivized to dive into the big questions in lightening fast rounds. Send a post-event survey to see who among your attendees want to chat more. If both parties selected each other, you can share their contact information. This is a great effort to ensure the privacy of others while still connecting on a personal level.

4. Virtual coffee

Don’t assume everyone wants to drink alcohol. Sometimes switching it up with coffee makes all the difference. Create a virtual cafe and send event branded mugs and coffee beans in advance.  If you’re planning for multiple events, consider assigning different beverages for different virtual sessions. Play cafe music in the background to make your virtual environment come to life. You can even hire a musician to play at the start or middle of your networking event for full on an open mic cafe vibe. Or you can have a barista join the session for how to make the perfect cup.

5. Cocktail making class

If you are adamant about a cocktail party, try a virtual tasting of your favorite mix drink. Whiskey and bourbon tastings offer something different as opposed to wine, each option can provide a great experience. With less ingredients and a full on recipe to follow, everyone can sip and discuss flavors with ease. Consider hiring a professional mixologist who specializes in your spirit of choice to add an educational aspect to the experience.

6. Post-event Slack channel or group

Networking shouldn’t end once the event is over. Explore ways to create communities to keep conversations going long after your event. This can be done via slack or an app.  Post-event communities can flourish into regional chapters, or memberships that meet on a regular basis.  You can even incorporate a hybrid model for those who can meet locally safely while other chapter members from around the world participate virtually.

Wrap up: connecting with video

Virtual networking events have been one of the rare nice surprises from the past year. In a time where connection is needed more than ever, we have the ability to interact with each other from anywhere around the globe. And the best part? You make the rules.

Be bold in your creativity with your audience. Use the time to share ideas, collaborate, meet new people, and be open to new perspectives. And remember you can tap into the power of video at any time.  So experiment with all the ways you can come together.

Launch your next virtual event with Vimeo