In the digital era, virtual events via teleconferencing have become a rising trend for multiple companies. However, hosting events through the Internet poses various challenges.
If the traditional events have hurdles concerning rentals, catering, travel, and accommodation, virtual events on the other hand deal with branding, production, design, software development, and AVP or audiovisual production.
Additionally, due to its remote set-up, the ability to personally connect with attendees can also be difficult to achieve. Fortunately, with proper planning, and budget, you’ll be able to conduct a virtual event that will have your guests engaged, stimulated, and satisfied.
How can you achieve this, without having to spend too much? If you’re a budding business wanting to impress on limited finances, you will learn some simple tricks here.
7 Ways to Organize
Organize your virtual event successfully with the following tips:
1. List out Event Line Items
As the organizer, the premise of every virtual event is to earn income for the company. There are different ways to do this, which include registration fees, selling merchandise, special tickets, limited entry promos, and sponsorships.
To ensure that your investments for the event budget will have a satisfactory return, make sure to list out these event line items to entice viewers and attendees.
You can even make specialized tickets for meet-and-greets with performers and guests to increase the ROI for your funding. To determine all these, make sure to communicate with your sponsors and vendors to plan out the needed logistics.
2. Determine Needs and Elements
Similar to how you plan the details in a conventional event, a virtual event also requires special elements for it to successfully work. The most crucial factors that you should prioritize in your budgeting and planning are event platform, branding & design, AVP equipment, studio rental, closed-captioning assistance, and swag bags.
Once you outline these vital elements, make sure to match them with your estimated budget allocation. However, if this is an annual event, don’t simply follow last year’s planning because online trends can change dramatically in just a year.
3. Estimate Number of Attendees
The regulation of attendees during a virtual event won’t require as much workforce as you would with a traditional one. However, you will still need to appoint a committee to fully engage with your attendees before the event, as they deal with the final total count, handing out tickets, prompting directions, and answering FAQs.
Some teleconferencing software also tends to limit the number of virtual attendees. Make sure to come up with a backup plan if your chosen platform is unable to accommodate everyone.
4. Schedule Out Internal Planning
The event staff has to be guided also during the preparation and aftercare process. Each aspect of the virtual occasion should be manned by someone familiar with the current technology being used.
They should be able to act accordingly in times of technical difficulties. To reduce any errors and guarantee that your event runs as smoothly as possible, make sure to schedule a dry run with your internal team where you simulate the whole event program.
5. Hire an Expert
If you’re new to the entire process of virtual event planning, it’s better that you invest in expert help.
By hiring someone who specializes in videography service, AVP projects, and online technology, you can have a smoother experience for your attendees and ensure that they come back for more. With their help and experience, you’ll also be able to know how to optimize your budget allocation.
6. Outline the Vital Factors
Effective event budgeting is identifying which factors to prioritize and which luxuries can be compromised. Attendees for every event will also have the same preference.
Conduct a quick survey first to know the expectations of your target audience. If they love to have shirts, consider offering these types of merchandise so you can meet their demands.
7. Reserve Emergency Funds
During your budget allocation process, make sure to reserve funds for emergencies. Although the Internet in Saskatchewan, and all over Canada is pretty stable, speed malfunctions can still happen especially with heavy traffic.
By having a budget aside for this concern, you can use it to boost the performance of your platform or transfer to another one if need be. A good emergency budget should range from 15% to 20% of your original planned finances.
Virtual event planning in Toronto, and all over the globe for that matter, has the same basic principle; no detail is too small. With online conferencing technology offering limitless possibilities in how you could conduct your event, you must be able to determine which tools or methods will work best.
Keep in mind that the best doesn’t always have to be expensive. You just have to be smart enough in organizing the necessary elements to achieve a low-cost, but still a highly-engaging virtual event.
