The internet has made it possible to connect with people worldwide. It has led to a new way of hosting events, known as virtual events. Virtual events are becoming increasingly popular, as they offer several advantages over traditional in-person events. If you’re thinking of hosting a virtual event, you should keep a few things in mind to ensure its success. We’ve got you covered, from choosing the right platform to setting realistic goals. Here are 5 tips for planning your next virtual event.
Let’s get started!
Why Are Virtual Events Getting More Popular?
There are many reasons why virtual events have become more prevalent in recent years.
One of the most significant advantages of virtual events is that people worldwide can attend them, something not many companies realized before. Therefore, you can now reach a larger audience than you would if hosting an event in person and allow collaboration amongst employees across the world. Additionally, virtual events are often more affordable than in-person events. Again, this is because there are no travel costs involved.
Virtual events can also be more convenient for attendees as they can be held at any time and don’t require people to take time out of their busy schedules to travel to a specific location.
Now that you know some of why virtual events have become so popular, let’s look at how you can plan a successful one.
#1. Define Your Goals For The Virtual Event
Virtual events are growing in popularity, but they can also be tricky. Without a clear goal, it’s easy to get lost in the planning stages and end up with an event that doesn’t meet your expectations.
Define your goals for the virtual event upfront and use that as your guide throughout the planning process. Make sure you set SMART goals first. SMART goals are Specific, Measurable, Achievable, Relevant, and Time-bound – making them the perfect way to measure the success of your event.
In your goal, you should include what you want to achieve and how you will measure it.
Once you’ve defined your goals, you can plan the rest of your event.
#2. Choose The Right Platform
There are several different platforms that you can use to host your virtual event. It’s essential to choose one that will best suit your needs. You may want to consider the size of your audience, the type of event you’re hosting, and your budget.
If you’re unsure which platform to use, we recommend starting with the most common ones like Zoom. MS Teams or perhaps Google Hangouts. These platforms are easy to use and accommodate many attendees.
No matter which platform you choose, test it out beforehand. This will ensure that everything runs smoothly on the day of your event.
#3. Select A Date And Time That Works For Most People
When planning a virtual event, selecting a date and time that works for most people is essential. However, this can be tricky, as you must consider time zones as well as peak/ off peak seasons and days that do not clash with ongoing meetings.
Once you’ve selected a date and time, be sure to promote it well in advance so people can clear their schedules.
#4. Do Up Your Agenda
Now, it’s time to start planning the agenda for your event. With this, you should head back again to the purpose & objectives. Is this to deliver company results & share updates, celebrate promotes or special achievements or bonding for the team? If it’s just 1 or all of the above, having a schedule as well as engaging the different stakeholders will help.
#5. Create a Budget
The final step in planning your virtual event is to create a budget. It will ensure that you don’t overspend on your event and get into trouble. It will also allow you to better allocate for different costs that might come up. Here’s a quick check-list for you.
- Speaker/ Speakers
- Activities (Where applicable)
- Awards & Prizes
Virtual events can be a great way to connect with your audience & build relationships however having a plan in place is really important to ensure the success of an event. If you have any further suggestions to help our readers, please share them in the comments below!