VIRTUAL EVENTS
NEW
CALL-TO-ACTION Virtual event planning could be the next big thing in the industry but is unexplored territory for many. In a special instalment from Endless Events, we take a look at how to plan and prepare mind-blowing virtual events.
a crucial step in planning. At this point, you’ll want to define why you’re putting together this event, and what you’re hoping to achieve. What will your brand and attendees get out of the experience? What are your marketing and financial goals? During this process, you’ll also want to define your target audience clearly, since this is a stepping stone for many aspects of planning and execution. The better you can identify the personas, the more you can cater your virtual event to them.
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Developing the concept of your event is extra important when planning a virtual experience. This will help you make the right decisions, especially in a field that is relatively new to event planners. Start with ideation, and let your mind run free. Picture the theme you’ll want your virtual event to follow, and make sure you stand out! Learn from what others have been doing in the virtual event sphere – what did they do right and wrong? How can you draw inspiration from them? Market research can be a powerful tool here. A great way to give a visual representation to your event is to put together a vision board.
onder this – in a world where technology develops and improves at an impressive speed, it’s our job as event professionals to keep up with the motions. So why not be the one who takes the first step into more engaging, sustainable events that can connect thousands of people from around the world at lower costs and increased flexibility?
ESTABLISH VIRTUAL EVENT GOALS AND OBJECTIVES
Just like with an in-person event, defining the goals and objectives of your virtual event is
24 • MEETINGS l MAY/JUNE 2020
DEVELOP YOUR VIRTUAL EVENT CONCEPT
Take everything you’ve done so far and make it into something more tangible.
CREATE A BUDGET
A budget will help you clearly understand where to allocate money. It can help you decide where to splurge and where you may need to cut back when creating your virtual event. This should include the income, the expenses and the estimated versus actual expenses. Make sure you keep the budget updated and create an emergency fund – you want to be proactive in case last-minute expenses pop up.
VIRTUAL EVENT LOGISTICS
Your virtual event also needs a date and time, as well as backup dates. When it comes to virtual events, you’re no longer just competing with other events taking place at the same time, on the same day. You’re competing with, essentially, everything – so consider what else that is going on and whether it’s a good idea to hold your virtual event on that date.
CONCEPTUALISE THE FORMAT OF YOUR VIRTUAL EVENT
Perhaps one of the biggest mindset shifts
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