7 Simple Steps to Planning a Successful Virtual Event

While remote working has many advantages, it doesn’t come without difficulties. The rapid increase in remote working has made virtual events a concrete system. One of the most challenging parts of remote working would be arranging business or corporate events.

What’s even more unnerving is if it’s a big event and you are given the responsibility to plan everything. You will automatically feel obliged to ensure that the event is a success and nothing goes wrong. So, how do you become the ideal event planner and ensure that everything goes smoothly? Here are 7 steps you can follow to make your event planning a huge success.

Step 1: Get a Concrete Business Objective

It would help if you first got a clear idea of what the objective of arranging and planning this virtual event is. Ask yourself why this event is being organized, what the audience will be like, and what you want the event’s outcome to be. Planning the event will become more manageable if you start planning the event after you have concrete answers to these questions.

Before you start arranging for the event, please discuss with your employer or boss of the video production company what they want to achieve at the end of the said event. Depending upon whether they want it to be informative, entertaining, or engaging with a lot of communication, you can choose the event’s details accordingly.

Step 2: Get Your Partners on Board from The Start

This is perhaps one of the most critical steps in planning an event. The stakeholders of the business you are planning the event for might have some valuable insights into the nitty-gritty of the event. This insight might end up making your work easier and your management smoother in the long run.

You will need to make sure that every stakeholder is aware of their role in the administration of this virtual event. The key here is communication. You have to set aside time to brief them about how they can go about their part of the job, informing their colleagues or notifying the company’s various departments. This will help ensure better coordination within the company itself and make the event’s organization smoother.

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Step 3: Go for a Virtual Event Provider

Imagine organizing a brilliant event, but it is poorly executed just because of the wrong choice of platform. Since this will be a live virtual event, you will have to choose the platform whose live streaming services you want to utilize. A huge part of whether your event will be a success or a failure will be decided by whether the platform chosen for the event delivers accurate results.

Please make sure you go for a platform where you can live stream the entire event with the least technical glitches and make the best out of it. They should at least provide the basic features of virtual streaming with the least malfunctioning. Conduct dry runs with the platform you choose before the event to get a better idea.

Step 4: Choose your host

When it is a virtual event and your audience has the option of leaving midway, it is difficult to keep them engaged. In such cases, it is critical to choose the host or emcee of the event with care and consideration. Figure out who is a great speaker and can engage the audience and keep them entertained throughout the event. If the event’s run time is too long, then even two emcees working together will turn out great.

The host must have prompt replies ready and must have a good sense of humor or ability to engage the participants of the virtual event, so they do not feel inclined to leave the event and end up making it a success.

Step 5: Select the Event Date

When an entire company is working with different departments that function separately, it is essential to choose a date when the workload is either light or manageable for all the departments to be a part of the event without missing out on much. Get in touch with the managers of all the departments to arrange a convenient date for all.

It is simplest to ask the audience to suggest times when they would be most comfortable having the event. Even time will be an essential factor if some remote workers belong to a different time zone altogether. Choose a day on the weekend when people will be more or less free, and you will get the ideal event date.

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Step 6: Promote your event through marketing

Even if it is on an online platform, a virtual event is still something that can only become a success with the right type of marketing. You can only expect the possibility of having a packed audience if the marketing and propaganda have been done correctly. Even on a digital platform, there are many ways to market your event effectively- and email marketing is one of them.

If your company has a website or a newsletter, you can use it to send a strong message about your virtual event. The same goes for social media. If you use social media, you will never be unheard of. The landing page of your website should have a creative tagline about the event so that you can expect maximum engagement.

Step 7: Taking Care of Troubleshooting and Logistics 

This might be the last step, but it is not the least important. Make sure you have conducted enough dry runs for the event. This will help you resolve any issues that may arise during the event and will allow the emcees or hosts to practise before the big day. You will nail the timing and logistical difficulties with any issues regarding the platform being used for live streaming. So, you now understand how to make your event a complete success!

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