Virtual event planning takes a lot to organize, just like any In-person/ Hybrid event, and there are no exceptions. Virtual events are not new, but the pandemic has been revived online events as the next big thing in the event industry. Connecting thousands of people from around the world at a lower cost is very appealing and allows you to have more flexibility in your event. As technology improves at an impressive level and speed, it is our job as events professionals to keep up, implement, and offer to our clients. With so many moving parts to executing awesome virtual events, we have put together this checklist to help you stay on track before, during, and after your next online event. If your event is a hybrid event then feel free to check out our article for the 11 best questions to ask when planning a hybrid event.

 

What is a virtual event?

A virtual event is an online event in which people act in a virtual environment rather than at a physical location. When a virtual event has more than one session it is referred to often as a webinar or webcast. A virtual event can be composed of a live stream, video on demand, or a combination of both. Certain types of events work well like virtual sales meetings or product launches often do well when presented in an online format.

 

Why host a virtual event?

Virtual events are great for increasing your audience reach or opening it up for people who would otherwise not be able to attend due to financial or scheduling constraints. Because they don't require a physical space, catering, or travel they are often great opportunities to "go green" and ultimately save money. Virtual events also allow you to capture meaningful data about the audience that attends the virtual event.

 

Are virtual events the future of meetings?

While 2020 has created a lot of debate and consideration the question has been presented that are virtual events the future of meetings? We think that they are not the future of meetings but online components will become deeply ingrained in meeting planning. Attendees will look for events that offer flexibility in the event they can't go so offering a virtual component through video on demand or live streaming will become an integral part. In Fact, a study by Vanessa Bohns, associate professor of organizational behavior at Cornell University, shows face-to-face interactions are 34 times more successful than emails.

 

Virtual Event Planning Timeline

Before the Event:

Define your Event Goals & Objectives

Your first step to planning any in-person or a virtual event is the same approach, define the event's goals and objectives. At this point, you will want to define why are you hosting this event and what you are hoping to achieve. Your event might simply be about creating connections but most of the time events have an organizational goal. Understanding the “WHY” behind your event will help you to define your target audience.

Create the Event Budget/ Team

To successfully plan your virtual event, you need to know your numbers and put together a team familiar with this format. Without a clear event budget and team, you risk spending a lot more than necessary, or cutting corners you did not need to cut. A budget will help you clearly understand where to allocate money. It can help you decide where to splurge and where you may need to cut back when creating your virtual event. This should include both the income, the expenses, and the estimated versus actual expenses. Make sure you keep the budget updated and create an emergency fund – you want to be proactive in case last-minute expenses pop-up. Additionally, you will want to create a timeline to guide you, make everyone’s roles clear, and set clear boundaries and expectations.

Decide on Virtual Platform

Think about the type of event you are hosting, is it a speaker talking to an audience, a conference, a live performance, do you want the audience to engage? Let your needs guide your decisions on your virtual platform. Webinars, live streams, webchats, panels, and zoom…everything is a possibility. Which one fits the goals of your event?

Should you host a live stream or a webinar type event? 

A lot of people that are newer to hosting online events find themselves often wondering if they should be using a platform like zoom for the virtual event production or use a platform like hoping to run their event. To find out what platform is best for your event production you need to find out what type of features you want your attendees to have. The biggest question that you have to get an answer to is this meeting more informational or is it more transactional. If your meeting or webinar is solely for information then you can use platforms that are more Livestream based where your interactions are mostly one way. If you are needing to have a transaction meeting where ideas or opinions are exchanged with more than one person then you will want to use a virtual event platform like a live webinar.

Determine Your AV and Production Needs

Virtual events have their own set of AV and production needs that must be met. This is a good time to go after the best Virtual Event Production company that is already familiar with the game and can walk you through the details. Once you have them booked, you will want to connect them with the presenters. Go about this the same way you would with an AV company for an in-person event. Be educated, ask questions, and look for the best possible deal.

 

2 Months Out From Your Event

Start promoting Your Virtual Event

You have laid the groundwork for your event now it is time to build the excitement for your prospective attendees. Ask your speakers and influencers to post on their social channels about your event. Let them promote your event and themselves by sharing what interesting topics they will be discussing. Also, send out all press releases to media outlets to spread awareness of your event.

Organic promotion:

This includes social media posts, event listings, and posting on event calendars (Eventbrite).

Paid promotion

If it is in your budget, promote social media posts, sponsorships at similar events, or ads in websites.

Sales and Ticketing

If you are selling tickets for your event, follow these pointers for a seamless sales experience for you and your attendees.

Decide on your ticket price

Your ticket price can be a bit tricky. It must be set a price where you have value for the info your attendees will receive but not too high since they will be at home. In-person events can charge more because there is more value to the face to face networking, meals, and cocktail hour attendees like to attend.

Use a ticket distribution system

A tool like Eventbrite.com makes it easy for event planners to manage ticket sales and distribution.

 

1 Month Out

This is the stage in virtual event planning when you will want to start tying all the loose ends. Contact all the necessary people to confirm times and find out if there are any last-minute questions, concerns, or needs. This is also the time to request payments so that all pre-event bills are done and dealt with.

You will also want to create a virtual command centre to give your team a virtual space of their own for the duration of the event. And let us not forget to digitally distribute information to your team! Timelines, contacts, social media guidelines – all this needs to be in the right hands. On the same note, four weeks before the big day, designate a way to communicate virtually. Whether it is a private chat room or a specific tool for your team, they need to be in constant contact with each other. Particularly during a remote event!

It is also really important to make sure that during your online or virtual event production that everyone involved is aware of the proper etiquette for virtual events. You can read more about proper etiquette for virtual events in our other article.

 

During the Event

Make sure all your tools are working in advance

A bad internet connection or app that needs updating could stop your event cold in its tracks. To avoid technical difficulties, have a timeline and rehearse in advance with all your tools. Make sure your audiovisual (microphone and camera) are working. Make sure you are running the latest version of all your apps and software (do not update immediately before your event). Lastly, make sure you have a great internet connection!

After the Event

 

The Staff & Team

Have a post-event meeting – sooner the better! Debrief with your entire staff, share all the data, and get all the problems and successes out in the open to discuss. Review your event goals, whether you achieved them, and if not, document why. Make sure you keep notes of this meeting for future planning!

Go over the budget by reviewing budget versus actual expenditures and calculate your ROI. This is a good time to tie up loose ends post-event. Be sure to send sponsors the data from your event, store away the feedback and data you have collected, and use it to decide what worked and what needs changing for your next event. Finally, send thank you notes to sponsors, speakers, donors, media, and partners.

Send a post-event survey to all attendees.

It is crucial to reach out to attendees in the days immediately following an event. Your event and your brand are fresh in their memory so if you want an accurate opinion on your virtual event do it early.

Now that we have given you a good list of things to think about when planning your virtual event we also wrote an article on the 5 worst pitfalls to avoid when planning your virtual event.

Planning a virtual event can be both challenging and rewarding. There are so many different choices for webinar platforms, live streaming, and even audience interaction tools. It can be overwhelming deciding what the best way to do your virtual event is. That's why we always recommend people to contact a trusted audio visual company near them to help with their sound system rentals and other audiovisual needs.