This virtual event planning guide is a comprehensive resource that leaves no stone unturned when it comes to organizing successful online events. It provides a comprehensive roadmap, starting from the initial planning stages to the post-event evaluation. This guide covers a wide range of topics, including budgeting, marketing strategies, speaker management, and technical considerations. It also offers valuable insights into best practices for virtual event promotion, event listing website, attendee engagement, and post-event follow-up. With this guide in hand, whether you have an Online Event Planning Certification or you are a newbie in the event industry, you can confidently navigate the virtual event landscape and deliver exceptional experiences for your attendees.  

 

Read More: How to become an event planner without a degree.  

 

What is Virtual Event Planning  

Virtual event planning involves the organization and coordination of online gatherings, conferences, or meetings. It encompasses the process of strategizing, designing, and executing virtual events to ensure a seamless and engaging experience for attendees.   

This includes tasks such as selecting the appropriate virtual platform, creating an agenda, managing registrations, coordinating speakers and presenters, and implementing interactive features to enhance attendee engagement.   

Now that you know what virtual event planning is, let’s venture into the key components of a virtual event.  

What are the components of a virtual event planning?  

There are 5 important components of any virtual event. They are;  

      1. Virtual Platforms: 

Event software or virtual platforms are the foundation of all virtual event planning. This is where your event will be held and enables your attendees to engage and interact in the digital space. Thus, the first component of a virtual event.   

An Event software principally allows for live streaming, effective workshop presentations, and panel discussions, as well as providing features like chat rooms and Q&A sessions. 

      2. Attendees:  

The second component of virtual event planning is the attendees. These are the participants who join your event remotely from their own devices, like smartphones or computers.  

Your attendees can access your virtual events through Web Browsers or where you have an event hosting application, through the dedicated Application.  

      3. Event Organizers  

And there comes you, the event organizer who puts the efforts together to make the event a memorable one.  

As an event planner, you play a crucial role in the planning and execution of the event, ensuring the logistics are in place, choosing the right public speaker, managing sessions, and technical aspects of the event.  

      4. Live Polls and Surveys  

You are in an industry that requires you to get constant feedback from your attendees as an event organizer. And conducting polls and surveys is the best way to do that. Hence the importance of Live Polls as a component of a virtual event.  

      5. Networking Opportunities  

Does your virtual event present attendees with the ability to network with professionals? Or is it just to your advantage as an event planner?  

Do not be the kind of event planner whose only aim is to record large numbers of attendees and sell tickets. Give your attendees extra value by inviting top professionals across industries to your event so they can network.  

Networking presents an avenue for engaging participants. Here is how to make virtual meetings more interactive and build participant engagement.  

Overall, the components of a virtual event work together to create an immersive and interactive experience for attendees in a digital setting.  

How to Plan a Virtual Event  

Virtual event planning requires taking the right steps and putting measures in place. Here are the stages to plan a successful virtual event.  

      1. Define your Virtual Event Audience

The preliminary stage in virtual event planning is defining your target audience and why it is important to host the event. Remember that there are numerous virtual event ideas your audience will love, and you do not want to host a virtual event where getting attendees will be a herculean task.  

In defining your target audience, Indeed Career Development suggests you classify your audience across age, education, occupation, and level of experience. This will ensure you create value and target the problems that you want to solve for your attendees.  

      2. Choose the Virtual Event Type  

According to Cvent, there are different virtual event types, and choosing the type you want to organize is the second stage of virtual event planning.  

Some events are organized as fundraisers; fundraising events. Others are networking events or virtual conferences.  

After you have chosen your virtual event type, the next thing to consider is the format you will adopt in hosting the event. Would it be a live-streaming event, a Pre-recorded event, or a mix of both?  

      3. Map out the Content  

Now that you have decided on the type of virtual event you’re hosting, you can begin to schedule your content and plan the session of those who will be presenting at your event. This is where you want to select the topic/s and allot time each to of the speakers.   

       4. Logistics  

Logistics is one of the most important things for virtual event planning. You must put to pen those who will be attending your event, the Professionals you will invite to the event, and the hosting. Consider the Event technology or platform you will use to host your event.  

 

Here are some questions you might ask yourself under logistics;  

• Who are the attendees?  
• What platform is best to host the virtual event?  
• Is the platform able to accommodate all my attendees?  
• Would it be a free event? If not, how do you sell tickets?  
• What speakers do you want to invite to your event?  
• What things to look for when hiring a professional speaker?  
• What provisions are available technology-wise if there is a glitch on the platform for hosting the event?  

Providing dispassionate answers to these questions will help you host a perfect virtual event.  

      5. Promote your Virtual Event  

Virtual event planning is quite easy but promotion of the event is another hard nut to crack. You have to begin sending invites out to your attendees if your virtual event will be strictly by Invite. However, if it will be by the purchase of tickets, then you have to choose the software best for ticket selling. In addition, you may want to consider RSVPs, as it will help plan the number of attendees to expect at your event.   

Then you might choose to promote your event to get more publicity. Here are 5 ways to promote an event seamlessly.   

How to budget for an event  

      1. Set Event Goals  

Setting goals that you can measure is the first budgetary requirement for any event planner. This is necessary whether the event is yours or you are organizing it for someone else. Your set goals, scope, and purpose will be handy as you plan your budget and help you analyze if you hit a bull’s eye at the end of your event.  

      2. Look at the Big Picture  

Virtual event planning requires proper budgetary consideration. If you have planned the budget for a previous event, then that should be easy for you. All you need is to look back at the event you organized to estimate how much you had to spend on critical things.  

But if it is your first event, then you must draw up a budget by looking at your purse. How much can you afford to spend to organize this event? Listing the specific amount for each item that sums up your event.   

EventMobi says there are two costs to consider when you plan your events. There is the fixed cost which does not change in any year, and the variable cost which may fluctuate here and there.  

The bulk of the costs that take up event planner’s budgets for virtual events are these, viz;  

1. The platform to host the event.  
2. The amount you wish to spend on designing your virtual space.  
3. The streaming service you use.  

In determining your budget, you must put numbers on these items, as they are essential.  

      3. Determine your source of revenue  

The amount of income you expect from your virtual event planning also goes to your event budget. How do you get sponsorships for your event? And what other revenue source is available? Ticket sales? Advertising? Etc.   

Forecasting the expenses and revenue is a good practice for event planners. And having money set aside for unexpected expenses is vital as you do not want to be caught napping at the crux of your event.  

      4. Allot expenses for speakers  

Not all professional speakers are pro bono. As a matter of fact, well-known and established Speakers will charge you a reasonable fee for their time if they were to be invited to speak. Thus, you have to put into your planning whether you want to bring onboard Rookie speakers or Top speakers. The nature of the event you are organizing will determine the kind of speaker you bring to speak at your event.   

It is worthy of note that if you are going to spend to bring a speaker to your event, then you might read up 5 things planners look for when hiring professional speakers.   

      5. Review and track your event Budget  

Your event budget cannot remain static, as there are bound to be changes occasioned by variable costs. Hence, reviewing and tracking your budget as you spend is the most practical way to visualize if your budget is on track or if you may need to adjust to add or reduce some expenses.   

       6. Analyze your performance  

Remember the goals we asked you to set when we began discussing how to budget for an event? This is where you begin to measure your KPIs and benchmark them. Have you achieved your purpose financially with this event? Did you make a profit? Or a loss? Where did you go wrong? And do you reconcile your expenses here?   

The information you are able to pull here will help you in your next event. Put it at the back of your mind that not all events go the same way, however, a painstaking budgetary consideration is the foundation of any successful event.  

The Importance of Speaker Management  

Effective speaker management is crucial for the overall success of an event. Well-managed speakers not only enhance the quality of the event but also contribute to its overall reputation.  

• Speaker Preparedness  

A well-prepared and engaging speaker can captivate the audience, leaving a lasting impression and ensuring a positive experience for attendees. Therefore, you must bring professional speakers to speak at your event who are known to be masters at engaging audiences and better prepared for your event.   

Expert tips:   

We recommend highlighting the speakers you would love to speak at your event about 6 months before the event. Get in touch with them and note their availability ahead of time. Your most available speaker should be at the top of your list. And have a backup, just in case there are any last-minute changes. This way, you are better prepared speaker-wise.  

• Maintain the Smooth flow of your Event  

By coordinating the schedules and logistics of the speakers, potential delays or disruptions can be minimized. This ensures that the event stays on track and runs according to the planned agenda.   

Expert Tips:  

Your event topic determines the quality of speakers who are readily willing to speak at your events. Thus, if you are the one to choose the topic for your event, ensure you approach professional speakers who will be enthusiastic to speak at your event.    

Alternatively, you can approach speakers for topics for your event. This way, you ensure no disruption in the flow of your agenda.  

• Technical Awareness  

Speaker Management is important so that you are technically aware of what may go wrong during your event. We have discussed the questions you need to ask yourself technically based on the platform you choose to host your event. At the moment, we are concerned with the technical aspect as it relates to your speaker management.  

The first thing to request from your speaker is the presentation materials, such as slides or videos. This ensures that the technical aspects are well taken care of, allowing the speakers to focus on delivering their content effectively.  

Additionally, it is important to provide rehearsal opportunities for the speakers to familiarize themselves with the event setup and platform for your virtual event in order to make any necessary adjustments.  

Expert Tips:   

To remain technically aware, we suggest testing the event platform you are using to host your event and asking for standby technical support personnel who will be on ground to address any glitch that may come up during your event. Just to be on the side of caution.  

• Speaker Hire  

Hiring a professional speaker also comes under speaker management for your event. You want to bring to your event Top professional speakers who will motivate your attendees and be able to create networking opportunities for young professionals. Here is how hiring a Professional Speaker can help your organization.  

In conclusion, speaker management is a comprehensive process that involves careful planning, coordination, and support. From selecting the right speakers to providing them with the necessities. 

 How do I become a virtual event planner?  

To embark on a career as a virtual event planner, there are several steps you can take to ensure success in this exciting field.   

      1. Understand Event Planning Principles and Techniques  

It is crucial to develop a strong understanding of event planning principles and techniques. This can be achieved by enrolling in relevant courses or obtaining a degree in event management. By gaining a solid foundation in event planning, you will be equipped with the necessary knowledge to organize and execute virtual events seamlessly.  

      2. Gain Practical Experience  

In addition to formal education, gaining practical experience is essential to becoming a proficient virtual event planner. Seek opportunities to work on virtual events, either through internships or by volunteering for organizations that host online conferences or webinars. This hands-on experience will allow you to familiarize yourself with the intricacies of virtual event planning, such as managing virtual platforms, coordinating with speakers and attendees, and troubleshooting technical issues.   

       3. Networking with Professionals  

Building a strong network within the event planning industry is another crucial aspect of becoming a successful virtual event planner. Attend industry conferences, join professional associations, and connect with other event planners through online platforms.   

Networking not only provides valuable insights and industry trends but also opens doors to potential job opportunities or collaborations. By establishing relationships with industry professionals, you can learn from their experiences and gain valuable mentorship, which can further enhance your skills as a virtual event planner.  

Conclusion  

Summing up, we have discussed the ultimate guide to virtual event planning, talking about the relevant components of a virtual event, and the necessary know-how on how you can plan a virtual event. Moving on, we discussed how to apportion funds when it comes to virtual event budgeting, and how marketing is important when you promote your event.   

Furthermore, since we understand the importance of speaker management, we emphasize what every event planner needs to visualize when they want to hire a speaker for a successful event.   

Finally, we addressed how upcoming event planners can become virtual event planners both by acquiring a degree and how they can achieve their aim without going through the 4 walls of an institution. Putting into focus the necessity of gaining practical experience as they go.