We all know the old saying, ‘fail to prepare, prepare to fail’ and never was it more relevant than when organising an online or virtual event.
With the current lockdown restrictions in the UK many of us have been forced to adapt very quickly to a new virtual ways of working and interacting socially which for many of us doesn’t sit comfortably.
With this in mind we have devised a number of short blogs to assist you in providing the best online events you can. Starting with our top 5 steps to planning a successful virtual event
1. Know your audience
The target audience should influence all decisions you make about your virtual event.
Think about who you are trying to reach. Is your event aimed at existing customers or members or are you looking to attract new ones.
2. What is the purpose of your event?
What is it for? Are you looking to educate Or possibly promoting your brand or even raising funds? Is the event a way of keeping people together in this difficult time.? Whatever the purpose make sure you clearly establish the purpose and make sure it is clearly shown in all advertising and marketing used to promote the event
3. Establish the format
Again, keep the target audience in mind.
Choose which technology you are going to use. Does your chosen audience have access to one specific platform or can you select one? Unless your chosen technology offers a specific tool which others don’t have, it may be pointless and a lot of extra work for the audience to download a new technology if they all already have access to a specific one.
How long will the Virtual Event last? Will you need to include breaks?
Organise ticket sales – Our online event registration and booking system Event Stop can help with this. It allows you to create and customise your own unique event page as well as managing the logistics of the event.
4. Consider how you will keep your audience engaged
Don’t think this is only important during your event. Audience interaction is important throughout the entire process, from the moment you begin to plan until after the event has finished.
Keep things as interactive as possible, events are all about interaction and engagement.
As you start to plan your event consider whether you want to inform your audience that you are planning an event. Will you send out a mail shot to advertise or will you put a cryptic post on social media to try and spike your audiences’ interest?
During the event, will your audience be able to participate? Will they be able to add or ask questions? Will they be able to engage in polls?
After the event, will you ask for feedback etc?
5. Utilise your Data
How will you utilise your existing data?
Do you need to review the data you already hold? Are there any gaps? If so, how can you fill these successfully?
Will you need to consider involving any third party contributors? i.e. guest speakers or other members of your organisation
A well planned and thought out virtual event really does come across on the screen. It is hugely important to resist the urge to rush into a virtual event and take the time to plan and prepare.
If you would like more information regarding the Event Stop system please do not hesitate to give us a call or contact us on the number below
Tel: 0344 822 3227