How to Plan a Virtual Event: The Basics Explained
Did you know that over 82% of remote workers report feeling happy and secure in their jobs? There’s never been a better time to host a virtual event than now!
We’re all familiar with the idea of physical events, where you get together with friends and family to do fun or serious things.
If you’re thinking of hosting a virtual event, there are a few considerations that you should take into account before you do so.
Here are some tips to help you how to plan a virtual event, so you can have an exciting time with your friends and family in safe virtual worlds.
Create A Timeline And Assign Necessary Tasks
Start by blocking off the necessary dates to complete the tasks around the event and assign any tasks to the relevant personnel. Decide what tasks need to be done and set clear deadlines for each. These could include marketing the event, creating the webinar technology and content, setting up any registration processes, and creating follow-up surveys.
Allocate sufficient time for each task so that it can be done correctly, and if possible, accommodate some time for testing the technology and any additional content delivery. Create a list of checkpoints that need to be satisfied before, during, and after the event. This will help the team gauge the progress of each task, avoid any surprises and ensure that all tasks are completed in a timely manner.
Set Up Virtual Platforms
Each platform has different features and capabilities, so it’s important to take the time to research what tool will best meet the needs of planning an event. A few considerations to keep in mind when choosing a platform are cost, size of the audience, level of engagement, streaming capabilities, and special features (such as polling or Q&A sessions).
Once you’ve chosen a platform, you can begin setting it up—including configuration settings, customization of layout/branding, and setting up registration or donation pages.
Promote And Advertise
When managing an event, it’s critical to spend time promoting and advertising the event to ensure that it is successful. Create an event listing on social media sites like Facebook or Twitter. Make sure to also share the event on other platforms, such as blogs and websites, and create a dedicated event hashtag so people can easily follow when mentioning the event.
Next, consider utilizing email and push notifications to spread the word and potentially reach a larger audience. Reach out to influencers, bloggers, and other parties to help you promote the event and get it the exposure it needs.
Identify Goals And Develop An Agenda
Planning a Virtual Event & Webinar Production is a great way to stay connected in a changing world. When developing an agenda, determine the duration, start and end times, topics and speakers, and any activities you want to include. Using the goals you defined, create a timeline of activities with specific start and end times.
Consider having a brief welcome and an agenda review at the start to ensure everyone knows what to expect. Have an agenda review at the end to ensure the event objectives have been met.
Understand How to Plan a Virtual Event
You now have the fundamentals necessary how to plan a virtual event and execute a successful virtual event. Document preparation, software needs, and content delivery options are all essential components to consider. Go the extra mile and implement best practices for getting the most out of the experience.
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