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10 Tips for Organizing a Virtual Event for Your Business

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Virtual events have recently experienced a popularity boost in the professional world. They're easily accessible and valuable to employees both in the office and working from home. Organizing a virtual event may seem like an impossible task on top of your regular duties. Here are 10 tips that will make your virtual event planning a breeze.

1. Understand Your Audience

As an event planner, you need to understand what will benefit your audience the most. The crucial difference between a live event and a virtual one is that your attendees can easily log out if they become disinterested. Ask yourself how you're going to incorporate participation and how long you want the event to last. Workshop with others in the business to find the best way to maintain attention during the event.

2. Determine Your Event Expectations

Know who is going to be attending the event and what they expect to learn. Every event should have clear expectations from the start. Evaluate possible topics that might help your employees in the office. Determining clear goals and expectations while setting up your event will streamline your planning process.

3. Develop the Agenda

Once you know your goals, write out a clear event agenda. A great way to center your event is to plan a theme. An ideal theme captivates your projected audience. Consider incorporating presentations that are visually exciting and intelligent. Plan time for Q & A sessions as well as audience participation. No one wants to sit through an entire event without being given the chance to ask questions or provide feedback.

4. Choose a Platform

Choosing the right platform is one of the most significant decisions you'll make when you plan your virtual event. Find a mobile-friendly platform that's within your budget. Some platforms come with additional costs based on the features you need. You should also look for platforms that can fit your audience and the types of content you'll be using.

5. Provide Engagement Opportunities

Audience participation can easily make or break a virtual event. Without a cheerful, exciting crowd, your event may turn into a boring lecture. Prepare your host and speakers to engage with the crowd. Provide opportunities to talk, provide feedback and work with each other. Engagement opportunities limit potential boredom and leave a good impression on your audience after the event.

6. Set the Date

Find a date and time that doesn't coincide with any other significant events. Know the time zones of your guests to ensure it isn't too early or late in the day. Consider making your event accessible to those who have other tasks to complete. Finding the right date and time for your audience will ensure a high attendance rate.

7. Find Guest Speakers

Search for “motivational speakers near me” to find intelligent, well-spoken professionals. Bringing in experts gives your event credibility and boosts its reputation. Outside speakers often have experience and skill sets that are valuable and unique. Finding the perfect motivational speaker will ensure your guests log off with new knowledge and applicable skills.

8. Market and Invite

Send out the invitations well in advance and request a digital RSVP to keep track of attendees. If your event is open to the public or others outside your business, use your social media to market. You can even ask your speakers to promote the event to their followers or fellow professionals. Thoroughly marketing your event boosts your attendance and allows for more varied evaluations at the end.

9. Prepare for Problems

Everyone knows that tech problems always happen when you're on a tight schedule. Prepare solutions ahead of time so you're ready if your platform suddenly crashes or your host is running late. Developing a backup plan will ease your stress during an emergency and allow you to get the event back on track as soon as possible.

10. Plan a Debrief

Every virtual event needs to be evaluated by the audience. Create an evaluation form or reach out to guests after the event to learn what they liked and disliked. Receiving feedback can help you with future virtual events and improve your event planning abilities.

Closing Thoughts

Organizing virtual events doesn’t need to be complicated. Plan your virtual event with ease by incorporating these 10 easy tips.


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