Virtual Event Planner and Planning Guide
2020 sped up the rise and adoption of virtual events. Traditional coordinators lack the equipment or expertise to run an event online. For this reason, the virtual event planner is in high demand.
Organizations and regular event planners are ready to hire a virtual event planner to relieve them of responsibility. While on the other hand, DIY planners or those with tight budgets want to know the technology necessary to broadcast virtually, and the mistakes to avoid.
Livestreaming equipment, the software and virtual event platforms are one aspect, but there’s much more to producing a successful virtual event. Anyone looking to hire an event planner or acquire guidance on virtual event planning can find solutions below.
What is a Virtual Event Planner?
A virtual event planner, manager, or coordinator is an individual (or team) that is overseeing and helping with all aspects of a virtually broadcasted meeting, event, or live show. With extensive know-how and experience, a virtual planner offers guidance, technical support, and management of the live event. There are many responsibilities we’ll highlight in detail, but these bullet points are a few of the main ways your Webcasting and Virtual Events event planner will be of service:
GUIDANCE
- Helping to develop your strategy
- Creating agendas and desired outcomes
- Suggesting proven solutions
- Coaching rehearsal and training
TECH SUPPORT
- Planning necessary equipment
- Coordinating set up and testing
- Planning backup and redundancy
- Troubleshooting issues
MANAGEMENT
- Managing all details
- Planning timelines and schedules
- Formatting content and presentations
- Supporting hosts and attendees
Responsibilities of a Virtual Event Planner
Whether your planner or event coordinator works as a team or as a sole manager, these are the expectations and core responsibilities they will handle on your behalf:
1) Goal Setting and Pre-Planning
Without an agenda and roadmap, there is no clear direction. Your event planner must hear and solidify all stakeholder expectations, intended goals, and facilitate the best solutions. Once the goals are set, the coordinator can begin structuring a game-plan, timeline, and budget.
2) Virtual Platform Selection and Software Education
Each event has specific requirements, and once your manager knows them, choosing the best virtual event software / platform is next. There are many, but each software has unique advantages and features that a seasoned coordinator knows. Educating your team and instructing your presenters, vendors, and attendees on how to use the platform is a key benefit and responsibility of your virtual event planner.
3) Planning Event Logistics and Schedules
After confirming the software, an event planner begins structuring the event and coordinating all details. This means knowing which parts of the events are happening at what time, who is involved, and how the sequences should flow. Introducing the schedules, familiarizing hosts and presenters, and rehearsing with all parties involved are various responsibilities of your event planner.
4) Coordinating Technology and Production Equipment
Once your platform and event logistics are confirmed, the event planner coordinates the cameras, audiovisual, and technical equipment with the production team. A planner communicates the event structure to the engineers, and rehearses the sequences, shots, and technical executions required. Because a planner designs the sequence of events, they are key and responsible for designing back up and failsafe protections.
5) Managing and running the event
All responsibilities the day of your event fall on the virtual event planner. Preparing the set, production teams, platform, equipment, and all presenters are all chores of the event coordinator. In addition to having everything prepared, the event manager maintains the schedule, pace of the event, and troubleshooting any scenarios that need addressing. The planner is your point of contact for any issue, and all needs of the audience and event attendees.
Virtual Event Planning Checklist
If you are ready to plan your virtual event, there are a number of important details and considerations to ensure success. These are the high-level basic steps to planning a virtual event:
1.
Research your audience, and plan well
2.
Choose the event type, format, and structure
3.
Test and select the software platform and streaming equipment
4.
Over-communicate with presenters, attendees and prepare back-up solutions
5.
Strategically promote and market the event
The above are the basic steps and processes that must be considered. Each step requires organizing and contracting partners necessary to carryout the aspects that are outside of your areas of expertise.
In helping you manage and plan this process, the below cheat sheet and checklist can serve as a reference to help keep you organized while planning your next event:
PRE-EVENT:
- Choose and confirm the speakers, presenters, sponsors and volunteers
- Create a calendar with important dates and deadlines leading up to the event
- Determine whether a recording and distribution strategy is important for use after the event
- Choose the necessary equipment, software platform, and Technology to be used for your event
- Collaborate with the presenters to create more engaging and interactive presentations
- Construct a compelling attendee experience (breakout rooms, surveys, games, and contests)
- Create assets and materials (event guide, resources, contact and troubleshooting information)
- Develop a marketing and promotion strategy (ads / email drip campaigns and reminders)
- Set up and test the portal for attendee registration and sign-up
- Ensure all technology and equipment has been tested and double checked prior to the event
- Create back up and contingency plans (technology glitches, equipment, and presenters)
EVENT:
- Choose and confirm the speakers, presenters, sponsors and volunteers
- Create a calendar with important dates and deadlines leading up to the event
- Determine whether a recording and distribution strategy is important for use after the event
- Choose the necessary equipment, software platform, and Technology to be used for your event
- Collaborate with the presenters to create more engaging and interactive presentations
- Construct a compelling attendee experience (breakout rooms, surveys, games, and contests)
- Create assets and materials (event guide, resources, contact and troubleshooting information)
- Develop a marketing and promotion strategy (ads / email drip campaigns and reminders)
- Set up and test the portal for attendee registration and sign-up
- Ensure all technology and equipment has been tested and double checked prior to the event
- Create back up and contingency plans (technology glitches, equipment, and presenters)
POST-EVENT:
- Be available to facilitate and respond to the needs of the speakers, attendees and technical crew
- Have a dedicated person be responsive to the questions, comments, and needs in real-time
- Stick to the schedule and predefined sequence of events
- Remind speakers and presenters to do preliminary checks at the start of each session
- Capture and highlight all memorable moments, quotes, and photos
- Reiterate often to attendees the best methods for help with tech support
- Make presentation assets available, along with other resources and vendor contact information
Hire a Virtual Event Planner /
Be Free To Do Other Things
Planning a virtual event can be daunting even if you’ve planned in-person events. Our planners know the ins-and-outs and important considerations to ensure your flawless event. A dedicated planner is standing by to answer your questions.
We handle planning, know the best technology, and how to engage your audience. Let’s build your virtual event!
We know the ingredients for a flawless virtual event. There are a few critical factors we look forward to sharing, and anticipate helping transition your event online without interruption or headache. Simply communicate your requirements, questions, and let us do the rest.