Current circumstances have greatly impacted how professionals coordinate, prepare, and design events. Whether it be a benefit, convention, or corporate conference, it can still be executed virtually and be just as productive, memorable, and enjoyable. However, virtual events require additional planning, consideration, and accommodations. As you start mapping out your virtual event, use these six steps as a guideline to success!
1. Start with the right tool
Planning large events includes handling a multitude of details and juggling tasks along the way. Utilizing a virtual event planning software can help keep you organized. Event planning tools allow you visualize the event such as themes, topics, guests lists, and, ultimately, goals and takeaways.
2. Invite talent and special guests
During your virtual event, you should incorporate fun, insightful, and motivating portions into the program. Booking platforms like GigSalad will help you find the right qualified individuals in their respected fields of expertise. Knowledgeable motivational speakers and leaders can share valuable advice or personal stories, while an interactive performer like a magician or corporate comedian can provide an entertaining break from the curriculum. GigSalad makes it easy to get check out performers’ media, read reviews, and get free quotes before booking.
3. Secure the proper technology
Since your virtual event is dependent on technology, it’s important to make sure your connection is reliable. A secure network solution ensures that your virtual event can be streamed with a reduced risk of malicious interruptions, while also supporting a robust user experience. Secure network solutions are especially beneficial for corporate events. These events often require attendees to access additional applications and software in order to fully participate.
4. Set participant expectations
Clearly communicate etiquette prior to the event. A guide or agenda that outlines expectations and programming should be distributed to attendees. This way, attendees will be well aware of the rules ahead of time and come prepared to ask questions. Since messy backgrounds or preoccupied attendees can distract others, participants should have professional and appropriate virtual backgrounds. In addition, set a dress code and ensure guests adhere to the standards. Setting these standards will help guests get into the mindset of being at a corporate event, even if it’s virtual!
5. Monitor the event
It is critical to pay close attention to detail and strictly monitor your event. To start, refer to your guest list to ensure that there are no uninvited participants who have joined. This helps you maintain the proper security and prevent disruptive behavior. In addition, strive to guide the event and keep everything on course. Virtual environments are different and attendees can easily become distracted. To counteract this, act as a moderator so that participants are engaged, respect the program, and deliver the materials they promised.
6. Solicit feedback
After your event is over, it is important to celebrate success and also reflect on opportunities for improvement. Use a survey tool to gauge participant sentiment. Allow guests to rate your event on different criteria to discover what worked or didn’t. Also, open-ended prompts and additional feedback sections are a great way to obtain honest feedback to help you tailor and plan future events.
Planning and coordinating large events is always a challenge, but moving them to a virtual space takes an extra level of attention to detail. In order to manage all of the moving pieces that go with virtual events from logistics to technology needs, it is critical to start well in advance and lay out a checklist. Having the sufficient framework in place helps to meet milestones throughout the entire event lifecycle.
Ready to book something awesome for your virtual event? Find the best speakers and performers on GigSalad.
Megan is the Director of Customer Experience at GigSalad and has gained 9+ years of insight on what makes a great event on both sides of the booking process. Her favorite things include books, true crime podcasts, coffee, hiking, puns, and making people laugh.