Throughout the duration of the pandemic, we are proud to have been able to support old and new clients by helping them to deliver virtual events.
In this blog post, we are pleased to share what we think are the critical success factors to the successful delivery of a virtual event and indeed are the things we bring to each project we work on.
Meticulous planning and preparation and briefing everyone with a role
This is my number one – this has been the key to all of our virtual events, ensuring everyone involved in the event knows exactly what’s happening and who’s doing what, minute-by-minute. Who’s introducing who, what each speaker’s cue will be, who’s time-keeping and how, when sponsor videos will play (and who will play them). And having contingencies – what do we do if a speaker doesn’t show, or we run ahead of time – trying to think of every eventuality is key!
Choosing and managing the platform
Our digital expertise allows us to advise each client on the choice of event platform, according to their requirements and budget, and to implement and manage the platform for the event itself. Many clients we work with don’t actually know what the options are, or what is even possible. It’s our job to provide them with this information so that their event is the best it can be! We stay abreast of the marketplace and of the platforms available so that we can impart this knowledge onto our clients.
A professional host to pull everything together
For most events we have delivered, a professional host helps to create a sense of ‘event’, and is there to hold everything together and ensure smooth transitions from one session to the next. The host can deal with all of the practicalities and housekeeping, leaving the event Chair and speakers to deal with the real business and content of the event itself.
Clear communications with delegates, sponsors and speakers in the run-up
Ensuring everyone has all the information they need to participate in the event is key, along with clear points of contact for any issues on the day. As well as proving the relevant links, we provide instructions about the platform and also information about the programme and how to make the most of the event.
We hold briefing sessions and dry-runs for speakers and moderators which we record and supplement with written briefing instructions. Our aim is to put people at ease and ensure that whatever their role is, they feel prepared.
Fun activities to engage the audience, including use of secondary tools
Where possible and appropriate, we encourage clients to include audience interaction in an event, with things like quick quizzes at the end of the day, ice-breakers and energisers throughout an event. Tools like Mentimeter are great for this, and help keep an audience engaged.
For some events we run competitions with prizes at the end – this also helps ensure people stay involved right to the end!
A close working relationship between Event Works and the client’s team
This is how we work with all clients, whether the event is live or virtual. With some of our new clients, we have worked with them on the planning and delivery of an event without ever meeting face-to-face. But through regular communication and sharing access to key planning documents (we like GoogleDocs), we have still managed to work well with each client and develop good relationships.
If you’re planning an event, why not use the benefit of our experience to help make your event the best it can be?
Get in touch now and we can talk about what you’re looking to achieve and how we can help you – no obligation of course.