How to Successfully Plan your Virtual Event

How to Successfully Plan your Virtual Event

There is no doubt that, one of the most used words this year has been "telework", a word that is here to stay. Many of us have moved from presencial to online and we have discovered that it is possible. You can work, study and present online.

Let's focus on events, as they play an important role in this article since, apart from being considered one of the most important pillars of global economies, it has taken a 360 degree turn. It is true that virtual events were already beginning to be created, but now it has become a booming discipline. The Oscars gala, for example, have been presented online. We have not stopped events, on the contrary, we have digitised events. But, let's ask ourselves; is it easy to create a digital event? Does it require previous experience?

Here are the steps you need to take to make your digital event a success.

Steps to Successful Virtual Event Planning

7 key pillars for your Digital Event

Before starting with the steps to follow, you need to have an open mind, creating an online event can be a challenge; we are talking about an "unexplored" territory because, every day, a wide range of possibilities and methods open up that, for sure, will make you enjoy creating a digital event.

Let's see now, the steps to successful virtual event planning:

1. Understand your Audience.

We are running an online event, so, we will find another type of consumption. Other interests and other people involved. Therefore, you must know your audience. How they are? What are them interested in? How old are them? You should create what in marketing is called an "Empathy Map", a resource that serves to design the profile of your ideal customer based on their feelings.

2. Define your Format.

If you know your audience, you will know the most suitable event for them; a webinar, a seminar, a tradeshow. Inclusive, you will be able to present a personalized theme or storyboard. This requires a techincal background.3. Choosing a Hosting (MC)

Depending on the event you are targeting, a Master of Ceremony (MC) is required. You can for example, hire a professional speaker or an in-house staff member, that should be able to speak clearly and respond to questions fielded though social media and to know how to introduce speakers.

3. Comunication have to be plan. Market your Event.

You have to warn your user about the event through the use of social media and e-mail. Get the public noticed and interested in your event!

4. Choosing the venue.

The location is very important; it doesn't have to be in your office. You can find a large space and pedestal venues that will get people more involved in your event. Good lights and good sound in the chosen venue can make your event a success.

5. Team.

A good team equals a good result, so when it comes to creating the strategy and representing it in each area, make sure that each employee masters his or her field to get the best results, whether it's event creation, promotion, content or audiovisual.

6. Objectives and KPI’s.

In addition, you should set objectives for your event. Just like in marketing, you have to plan your objectives and Key Performance Indicators (KPI's). You need to know what you want to get from your target audience. Engagement? Visits? Interaction? Brand Awareness? Let's be able to know what the final objective of the event is. And use the KPI's to know all the variables, factors and units of measurement when generating our strategy.

Take into account in your Agenda these 7 pilars as, they are, the key to making an event a success or not. Did you know that a good digital event professional always prepares these requirements before starting to plan? They are essential to make a good virtual event. So, always consider your agenda with these fundamental steps before preparing your event.

We recognise that these are not easy steps, but they are easy to learn, with a good previous training, you will be able to successfully create your digital event.

Did you know that we have been forming new event organisers for more than 25 years? Discover our Master in Business and Events Management