Colours of Event Design

BY JANICE CARDINALE

The virtual RULES of engagement

Expectations

Budget + Content + Glitches = Happy Client

4 Basic Business Rules You Must Know Before Engaging A Client in a Virtual Production

Virtual Expectations

We all have expectations of ourselves, and our virtual partners. The outcome can often be unpredictable even with the very best platforms and technology out there. So how can we minimize the damage and meet the client’s expectations?

You need to be emotionally intelligent as the decisions your clients are making are not necessarily educated and often apprehensive.

Many in house, independent, corporate & meeting planners have not yet ventured into executing a virtual or hybrid event. They have no idea what the experience will be or how it will engage and entertain.

Clients tend to be more critical in the virtual world so as a virtual event professional you must be very clear on what the expectations are and how you will manage them. Ask your client what a successful event looks like?

Expectations like those being made at the corporate level vary from client to client but since COVID, began, every client requires an education.

Get rid of your fear of making mistakes and focus on co-creation with great partners who will make you look like a champion.

Trust me on this, because I have seen the good, the bad and the ugly.

How Much Will it Cost?

The general perception is that virtual and hybrid events are more cost effective than physical events.

(I am not sure if that idea was coined before COVID or during COVID? If anyone reading this thought that you’re mistaken.) Physical venues, plane tickets, food service and live entertainment are on hold for the foreseeable future. However, virtual and hybrid events are here to stay and the options are just as expensive and in some cases more expensive than a live version.

There’s the platform cost, the tech team, the speakers, the videos, swag gifts and the most important part, the virtual event experts that you need to run the event seamlessly.

Virtual and hybrid events are being hosted in virtual venues, designed to create an exciting destination with plenty of tools for attendees to get involved.

Talk to your event professional who will guide and help you to provide a realistic budget. Perception is reality.

Do not fear breaking the news to your boss or your client, they will find the funds once they understand the cost of a virtual production.

Who knows in the future, you might be paying for it with bitcoin!

Content is QUEEN!

I know that I am spending far more time on screen now that myworld has turned completely virtual, but I also know that to gainmy attention it takes amazing visuals and great content to keep mein my seat.

The most important thing an event professional can offer is ‘Choice’!For example, enough break out rooms with a variety of contentso that your client’s brand can tailor the experience to suit theirpersonality. Making sure to offer sessions of varying lengths andlots of breaks to stretch, snack and network in between.

Having a blend of live and pre-recorded content is a must if you wantthe audience experience to be seamless. You must consider that iftechnical problems arise during a live recording, the pre-recordedcontent is a welcome fix during an unexpected circumstance.

If your budget will allow, hiring a host or facilitator is important ifthat person has enough personality and energy to keep the audienceengaged consistently. Your host will also serve as a virtual “guestservices” letting attendees know where to go and when. If budgetis not available, make sure your virtual signage is well curatedby a graphic designer so that everyone watching knows what ishappening and where to go at all times.

Having the tools like chat boxes, video rooms, polls and Q&A’s willautomatically engage the participants and bring you the analyticsthat all clients expect.

Glitches to be Expected...

Why is being an event professional the sixth most stressful job inthe universe? Because you need nerves of steel when you plan anyevent, whether its virtual, hybrid or live. As an event professional,we assume the risk that comes with the job. For example, bandwidth,signalling, audio and visuals, and the drama that comes with everyevent we do.

Successful virtual event management means planning for andpreventing tech errors before they start. The first rule is, be veryclear on how everyone logs in. A lot of platforms will only work oncertain providers. Brief everyone not once, but twice before hand.Make 100% sure that everyone on your team knows where to findyou on the day of, especially now that everyone is working remotely.

Create a back-up plan. Remember that pre-recorded content? Makesure that your speakers and performers are working with stabilizedWIFI.

Working with experienced experts can solve a lot of problems upfront. It can make or break your event because they know how toresolve problems quickly.

There is nothing better than piece of mind. Happy client, happy life.