I’m really close to acquiring my undergraduate degree in Events Management, specifically in Hospitality, Tourism, and Events Management.
When the COVID-19 pandemic hit, these three industries were severely impacted, especially because they are so interconnected. Here’s an example: there’s an annual, three-day corporate conference being hosted in London. Meeting planners have to coordinate with airline companies and/or travel agents to ensure safe travels for all VIP attendees. Additionally, hotel accommodations need to be accounted for, otherwise planners will be left with some pretty upset clients. As you can see, there are so many moving parts and every part has potential for failure.
Well, now that travel restrictions have been placed and hotels are unable to meet capacity, the effects have slowly but surely trickled down to the events industry, in more ways than one. Because of this, many of the professionals in this industry were forced to search for creative, yet effective, ways to pivot in the midst of this crisis.
One of these solutions was virtual events. Since March/April, I have attended (not joking) hundreds of virtual events, meetings, webinars, seminars, conferences, etc. Almost all of these events were initially planned as in-person events, with some of them actually being well-known, global events. However, with the necessary pivot to virtual events, there have been so many successful events and conferences that were still able to be put on with the use of proper content planning and attention to detail.
Whether you are planning a small get-together or a large-scale conference, here are some important tips to keep in mind when planning a virtual event:
Decide the topic of your event. Understand the purpose, vision, theme, and concrete goals of the event. When you have this down, the rest becomes clear.
Gather all essential people. Do you need a technology team? A marketing team? Maybe you need speakers and sponsors? What about event assistants and moderators? Make a list of who you need for the event and coordinate with them as needed.
Assign tasks to each team. It’s not efficient to do everything yourself. There will be registration tasks, content creation, marketing & advertising tasks, content compilation, technology tasks, and so much more. It’s best to divide and conquer, so that those who specialize in certain areas can do their best work, helping to create a beautiful finished product. Additionally, frequent check-ins with all teams can add tremendous value to the event as everyone will be on the same page.
Keep constant communication with attendees. Whether this means reminder emails about the event or updates when it comes to technology issues, keep everyone in the loop. Proper communication with attendees will help ensure a seamless experience for both you and your guests.
Research your technology options. Look at all of your options. Maybe the free version of one platform allows for a larger attendance than the premium version of another one. Do your research and make sure that the software you decide on is optimal for your event and its purpose. Staying familiar with the platform you choose for your event, or even having a dedicated technology team, will help eliminate a lot of problems.
Conduct technology test(s). Always do this ahead of time. Something, in pretty much every event, is bound to go wrong. And most of the time, it will involve technology in some way. Testing the software ahead of time is something you can do to avoid any unexpected surprises.
If the technology you chose is complex, create a guide for your attendees. Not everyone will have done the research you probably did. Not everyone will be familiar with the technology. From my experience, attendees have really appreciated a guide on how to access and navigate through the confusing aspects of event software programs.
Within 24 hours, send out a thank you correspondence to all teams involved. Touching base with your teammates and those who have helped you make the event so successful is key. Keeping in touch and letting them know that you appreciate the work they put in for you really makes a big difference.
Within 24 hours, send out a post-event feedback survey to speakers and attendees. You want to hear what your attendees have to say about the event. Did they like it? Did they love it? Were they particularly interested in one part? These surveys can really help you understand your audience better. You can use the survey for the next point below!
Conduct ROI (Return On Investment) analysis. This is really important because, with an ROI analysis, you have the ability to note down points of improvement for your next event. You always want your events to be improving and growing. Learning from the past is the best way to do this!
Great tips. Learned a lot! Very well written. Will try to practice at least some of the tips provided Snigdha! Lalitha
I’m so happy that you learned something new and that you are liking the content so far! Thank you so much for the support and kind words 🙂