Let’s face it – event planning is stressful. There are many factors to consider between ticket sales, marketing and branding. Furthermore, virtual event planning is no different. That’s why we cut your research time and put together the ultimate virtual event planning checklist. To ensure clarity and structure, we’ve got your virtual event covered in thirteen steps.
1. Develop your event goals and strategy
First and foremost on the virtual event planning checklist is defining the strategy of your event. This step is when you ask the following questions:
- Who is my target audience?
- What are my objectives?
- When is the event?
- Where will I hold the event? For virtual events, this is when you choose a suitable virtual conferencing platform. Check out the features that you should prioritise.
- Why am I holding this event?
2. Select your event’s name
Next up on your virtual event planning checklist is picking a name. Once you’ve defined your event’s vision down to a tee, now you can start brainstorming. Pick something catchy, that aligns with your brand and ensure that it works for hashtags.
3. Create a budget
Based on your goals and objectives, devise a budget for various aspects of the event. Speaker fees, marketing costs, staff expenses are essential factors of the budget.
4. Brand your event
The next stage of your virtual event planning checklist is building your brand. Firstly, develop an event logo and branding colours. Afterwards, start building an event website and create social media accounts. Describe what your event stands for and why people should attend.
5. Outline the content
As the saying goes, content is king. So, choosing the content is a crucial step for your virtual event planning checklist. Devise a creative content strategy and plan how your team will execute this strategy.
How you promote your event will make or break it, so don’t skip this step of your virtual event planning checklist. Depending on your budget and target audience, decide how you’ll spread the word. Market your event through email marketing, social media, affiliate marketing, and paid advertising.
7. Arrange speakers
The sponsors are the life and soul of your event. Snagging even one influential speaker will draw massive attention to your virtual event. Speakers should align with the brand of the virtual event, so make sure you choose wisely.
8. Reach out to sponsors
Now that the word is out, the next box to check off your virtual event planning checklist is finding sponsorship. Sponsorship is a great way to monetise your event so reach out to companies that align with your brand.
9. Launch tickets
Once the budget is set in stone, set an appropriate ticket price. The most effective way to sell tickets is in tiers – early bird, tier 1, tier 2 and last minute tickets. Tiers are great ways to structure your ticket sales. To reach a wider audience, offer discounted tickets for students or unemployed people. Check out some of the best IT ticketing system software on offer in 2020.
10. Plan networking opportunities
Networking is at the heart of any event. Even more so for virtual events. A major part of your virtual event planning checklist is creating networking opportunities. Chat rooms, break rooms, icebreaking events are amazing for networking.. Why not include our tried and tested networking icebreakers?
11. Decide on KPIs
Deciding on the aspects of your event that you want to test is the next task on your virtual event planning checklist. Measuring the success of your event is crucial for analysing what went right and wrong. Thus, identifying the appropriate KPIs is key for future events. Have a look at the KPIs that we recommend including.
12. Relay information to guests and speakers
In the run-up to your event, clear communication is central to success. So next on your virtual event planning checklist is sending information to relevant stakeholders. Keep speakers and attendees updated with any changes via email or via a quick Slack message.
13. Send your post virtual event survey
Last but not least on the virtual event planning checklist is to send out your post virtual event survey. So, the post virtual event survey is a great way of collecting feedback from attendees.
So that’s a wrap! That’s our take on what the key steps are to ensure your virtual event is a winner. Find out how Remo can make your virtual event a sensation with a guided tour or check out a free trial.