It’s safe to say that throughout this health crisis that has taken place in 2020, event planners throughout the world have had to take a crash course on all things virtual events.
It is also safe to say that jumping into virtual events can be overwhelming. With the combined pressure of learning new technology coupled with ever-shrinking deadlines (oh, and information regarding Covid-19 changing every day), it can be difficult to know where to start.
That is why we are here to give you a quick virtual event how-to, in 3 easy steps.
#1. Focus on the outcome of your event
With today’s technology, we can make almost anything happen virtually. One of the questions we always ask clients when we start working with them on an event (virtual or not), is what is the ideal outcome that you want from your event.
What do you want people to say?
How you do want them to feel?
What is going to make this event a success for both you and them?
Maybe that is continuing education that they need to continue in their profession. Maybe it’s unparalleled networking and support. Maybe it’s the inspiration and motivation that we all so desperately need right now.
Focus on the components of your event that make it desirable for your attendees and team, and focus on solutions to incorporate those elements virtually.
#2. Hire a team to help with the logistics
Obviously, we are an A/V team, so this recommendation is a no brainer. However, whether you choose us or another A/V team to help with your virtual event, we cannot stress the importance of having one enough.
Bringing on a team that has mastered all of the technology equipment (long before virtual events were mandatory) is crucial to a successful outcome of your event. An experienced A/V team will also be able to give you recommendations on how to keep attendees engaged, what platforms are best for your budget, and how to fix any tech issues that arise.
If you have any questions about how we can help you host a virtual event, contact our team today here.
#3. Keep everyone informed
One of the biggest factors in a dwindling attendance, upset stakeholders, and a stressful experience for everyone overall is lack of communication. With mandates changing every week, it is important to keep everyone informed of the details of your event and what they can expect throughout the process.
To help maintain a healthy line of communication without creating another full-time job for yourself, consider sending weekly updates to stakeholders and vendors and updating your attendees via email and social media.
We hope these tips genuinely help you navigate your pivot to virtual events. As always, we are here to help you in any way that we can. To hop on a quick phone call or schedule your free consultation, contact us today at 661-257-1725.