Before Covid-19 struck virtual online events were common enough, but the virtual aspect of things was more of a choice than a necessity. If you had employees scattered across the world, or wanted to save time and money on travel, a digital event made perfect sense. Otherwise, face to face events were the main focus.
Now virtual events are fast increasing in popularity. Some believe they’ll stick around once the world finally gets to grips with Covid-19. Online events might even prove a better way to collaborate, meet, learn, interact and engage in the new post-Covid world we’re entering, a world where climate change remains the biggest threat to humanity and we need to cut back dramatically on travel. So what, exactly, is a virtual event planner? Here’s what you need to know.
About virtual event planning
How does the role of virtual event planner differ from the traditional offline role? It is actually very similar, requiring much of the same expertise. Negotiating skills are essential, as is great communication. You need to be highly organised and able to administrate everything efficiently. So far, so much the same – the real difference arises from the digital side of things.
These days people are using a range of cool technologies to meet and collaborate online, everything from the enormously popular Zoom platform to EZTalks, GoToMeeting, Adobe Connect, Skype for Business, and Google hangouts. As a virtual event planner, you will know how to use a variety of these tools, what their benefits and features are, and which will perform best for any given type of event.
A digital event agenda requires careful planning and preparing, in the same way as an agenda for a regular face-to-face event. Event supplier management involves the same amount of work, things like vendor proposals, references and briefings. Event PR is as important as ever, providing the right kind and level of press coverage, marketing, and advertising.
Every successful event, online or live, deserves robust planning. The date and venue, the sponsors, the attendees, every aspect of virtual events come with the same level of commitment and expertise as offline events. Event marketing helps you make the right impressions and create a buzz with the right people.
Virtual event planners still need to create and send e-invitations to the right people, co-ordinate responses, and carry out follow-up contact regimes. They still need a varied contact list populated by entertainers, speakers, presenters, guests, and various kinds of virtual entertainment.
How about the things a virtual event planner won’t need to handle? Remote events don’t require food and drinks, rooms for the night, or travel arrangements. But they do require more technical expertise than a traditional event planner, a really good level of familiarity with everything digital.
What kind of event can you hold virtually?When you have an experienced, tech-savvy virtual event planner on board, almost any kind of digital event is at your fingertips. Everything from virtual fundraising to virtual conferences, meetings, collaborations, entertainments, training, events designed to introduce new staff members to each other… you name it, it is possible to make a big virtual success out of it. If you are considering a virtual event speak to our team, they’ll be delighted to discuss the options available to you.