An Easy to Follow Checklist for Virtual Event Planners

Virtual events have been trending in 2020 right from the start due to uncertain times. With the increase in the percentage of virtual events, virtual event planners came into existence. Yes, it’s the new job formed during the times of the COVID-19 global pandemic. Organizations around the world have leveraged virtual event technology to keep going even in the time of the global health crisis. If you want to host a virtual event that closely replicates live physical events, working with professionals works well. Right from organizing virtual meetings to exhibitions, virtual event planners are transforming live physical events into virtual environments.

Virtual event planners consider every minute details while strategizing or planning for a successful virtual event. An effective virtual event planning and strategy ensures a successful event. In this post, we have listed a virtual events checklist a virtual events planner must take into account. With the right planning, effective strategy, and leveraging the right technology, you are sure to host a successful virtual event. Let’s get started!

Virtual Event Checklist for a Successful Virtual Event

1. Before the virtual event
2. Determine the purpose to host a virtual event

Firstly, determine the type of event you want to host. Once you know the type of virtual event you want to host, set up the goals you want to achieve out of it. The organiser must be clear in the mind about the potential target audience and the reason you are targeting them. Once you know where to find your audience, you can easily determine who to invite for an event.

1. Create an effective virtual event concept

Do a little research and brainstorming to develop a creative virtual event concept. Figure out what competition and other people did with similar events. Visualize your event and create a creative concept to bring it to life.

1. Develop your virtual event plan and follow it

Create an effective virtual event plan and bring it into action. Content plays the most important role in engaging attendees. Create informative, knowledgeable, and exciting content for your attendees to keep them hooked with the event throughout. Once you are done with developing content, move towards setting up online registrations. Build up a team of professional’s right from virtual event planners to tech staff to carry out the virtual event seamlessly. Designate the roles and tasks to the team members with stringent deadlines.

1. Create a budget

Every event needs a budget, so do virtual events. Keep a track of your event’s income and expenses. Virtual events escalate the costs spent on travelling, accommodation, arranging food & beverages, renting venues, and so on. With virtual events the major cost is, investing in the right technology. Create a budget before leveraging any technology. Have a look at estimated expenses in comparison to actual expenses.

1. Select the right virtual event platform

Select a platform that offers engaging and interactive features along with robust data tracking capabilities and social media integration. Enable attendees to have real-time conversations via live audio/video/text chats to deliver immersive event experiences. Helps in keeping attendees engaged with the event throughout. Whereas robust data tracking capabilities track every digital attendee footprint right from the start till the event ends. It helps in creating a detailed analytics report and measure the success of the event.

1. Choose the date and time for your virtual event

While choosing the date and time for your event keep time zone consideration in mind, if you target a global audience. Select the time that ensures maximum attendance at the event. Do a little research before finalising the date for the event. Check out your event is not clashing with any national holidays and competitive events as it will directly affect the attendance at the event.

1. Educate your keynote speakers about your virtual event

Select professional and experienced keynote speakers whose tone matches with the event and attendee needs. Ask them to avoid elongated presentations, speeches, or talks as it may result in falling out of attendees. Tell them to break their speech into small parts to keep attendees engaged. If required, equip them with the necessary requirements for a smooth virtual event.

1. Promote, Promote, Promote

Promotion is the key to make your virtual event successful. If your audience is not aware of your upcoming event, then it’s of no use no matter how good it is. Promote your event to reach maximum attendees. Leverage social media integration, direct mails, public relations, etc. to promote your events. You can even promote the event on website landing pages and create creative and eye-catching hashtags. It helps in reaching maximum attendees present on social media thus resulting in promoting your event.

1. During the virtual event
2. Keep attendees engaged with the event

Once you go live with your virtual event firstly be comfortable to deliver real-life event experiences to attendees. Organise live polls, surveys, Q& sessions, chat sessions, games like spin the wheel, quizzes, etc to keep them engaged. You can offer giveaways to the top 5 winners. It not only evokes the element of fun in the event but keeps them engaged and makes them feel valued.

1. Enable real-time live chats

Allow your attendees to have free-flowing conversations with speakers, virtual booth representatives as well as other attendees in real-time. Enable them to have live audio/video/text chats to have immersive event experiences.

1. Track every digital attendee move

Right from the registration enables digital footprinting that tracks every attendee’s move. How did they register? How they navigated? Whom they interacted with? Booths they visited? What information did they exchange? What they liked and downloaded? And so on.

1. Gather feedback

Motivate your virtual attendees to share their valuable feedback via comments or during Q&A sessions. It enables organisers to have a clear understanding of attendees’ perspectives of what they liked and whatnot.

1. After the virtual event
2. Send a follow-up survey

Once the virtual event platform gets over do not forget to send a follow-up survey. Ask your attendees what they enjoyed most at the event and what did not hold their interest. It helps you to gain audience opinions and a clear understanding of the hotspots that ensures maximum engagements. Apart from it, a follow-up survey even helps to convert freshly qualified leads.

Final word

An easy to follow virtual event checklist mentioned above is sure to help you deliver an amazing virtual event. Host a virtual event that helps you achieve your set goals and deliver immersive and valuable experiences to attendees.