HOW TO PRODUCE A VIRTUAL EVENT- EVERYTHING YOU NEED TO KNOW!
Due to the Coronavirus pandemic, major in-person events have all been canceled for the foreseeable future.
But does that mean you have to postpone all of your events until COVID-19 is gone?
Thankfully, the answer is no!
While social distancing is the new normal, virtual events are the perfect solution.
Why Go Virtual?
So if you’re ready to put on a virtual event, read on to learn tips and tricks to make your event successful.
Producing a Virtual Event in 2020
Tips For A Successful Virtual Event:
If you want your virtual event to go off without a hitch, you need a plan. Before you contact speakers or pick an event name, sit down and brainstorm a strategy.
First, you need to think about how your event will look in a virtual format. Is it a conference, a tradeshow, or a performance? How can you translate this content into a digital medium?
It’s also important to consider your audience. What is your target demographic’s comfort level when it comes to using tech to attend a virtual event? Older audiences will want a user interface that is clean and easy to use. However, younger, more tech-savvy attendees may prefer a state-of-the-art set up that shows off the coolest new virtual technology.
Before you do anything, it’s important to think out every step of your virtual event so nothing takes you by surprise later on.
If you want to stay organized and on-track, you have to figure out what your event’s timeline looks like. We’ll break this down a little further on, but it’s key to know that you need a general list of tasks and due-dates for everything from pre-production to post-event. Having a clear timeline helps everyone on your team stay on the same page.
Producing a virtual event requires a lot less manpower than an in-person event. But you’ll still need help to pull this off, so it’s crucial to know who you need help from and what they need to do.
Based on your team members’ abilities and skills, assign them tasks based on the timeline you create. Here, communication is key. There are many moving parts, so give everyone as much information as possible about what they need to accomplish, why it’s important, and when it needs to be done. Give people as much time as possible to do their tasks so nothing is left to the last minute.
Even though virtual events are much more cost-effective than in-person events, it’s still a good idea to have a budget before you begin your project. That way you don’t end up spending more than you wanted to by accident.
When preparing your budget, make sure to consider costs like your virtual event software provider, video conferencing, and marketing. But luckily, you don’t need to worry about things like speakers’ accommodations or venue rental.
For virtual events, marketing is absolutely crucial. Your target audience can be global, not just local, so you need to make sure your message gets out there. Luckily, there are lots of cost-effective ways to successfully market your virtual event. Make the most of social media platforms like Instagram and Facebook, and consider an email marketing strategy and pay-per-click advertisements, as well.
Virtual Event Production Timeline
Having an accurate and fully-fleshed out timeline is key to producing an awesome virtual event. When we work with clients on virtual events, this is the timeline we try to stick to.
During our initial call or meeting, we get to know your team and your event. We make sure everyone is on the same page when it comes to project scope and goals.
With 3 months to go, we give clients a complete timeline. We also work with your team to onboard any exhibitors or sponsors and create a comprehensive program for the event.
Behind the scenes, we’re working on optimizing the technology you’ll need for your event. That includes figuring out what platform is best for you and what integrations we’ll need for everything to go smoothly on the big day.
As the event gets closer, we collaborate with you to make sure speakers are confirmed and then schedule rehearsals for each presenter. At this point, we’ll also review the event’s website or landing page with you. Then we start customizing the virtual platform with your graphic design elements. At this time we also start pre-recording any content that won’t be live on the day of the event.
It’s time to launch the website or landing page and start registering attendees. We get your final approval for these and then take care of all the technical aspects.
We also chat with your speakers to make sure they’re comfortable using the technology we provide and schedule any rehearsals if necessary.
The big day is almost here! During our meeting, we’ll discuss a detailed event timeline and confirm any other details. By this point, we’ll be finishing up pre-recorded content and will be finalizing any rehearsals.
It’s crunch time, so we’ll check in with the client as needed. At this point in the process, scripts, presentations, and other media should be finalized. We’ll go through technical rehearsals to test the quality and ease of use.
Nearly everything is ready to go now! With all of our prep work, the event should go off without a hitch.
Don’t worry, we don’t leave you high and dry after the big day. Our team will debrief with yours to see what went well and what can be improved upon next time.
Producing a virtual event might seem overwhelming, but with proper planning and the right production team on your side, there’s nothing to worry about. Have questions about putting on a virtual event or want to know more about how we can help your team? Reach out to us today!
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