Amazing, interactive and innovative virtual events don't happen by accident. Just to even be good, they require meticulous forethought and preparation. Without sufficient preparation, webinars, conferences, and other virtual events can be utter failures and waste valuable time and resources. To avoid this, let’s go through the following checklist to ensure that you are prepped and ready to host a virtual event:

1. Decide the type of event you want to hold:

First and foremost, as an organizer you need to decide the type of virtual event you want to host. Be it a webinar, career fair or conference you need to clearly define the goals and objectives you want to achieve. This will allow you to formulate a clear and concise plan to execute your event and achieve the targets you have set!

2. Choose the right platform for you:

With so many virtual platforms out there, you need to select one that has the right features and capabilities for your particular event. Before choosing make sure you ask any and all questions you have regarding the platform! Some important questions to keep in mind would be 

  • The features of the platform
  • The design and virtual branding options available
  • How to utlize data analytics
  • If there is customer support before and during the event

and so on and so forth.....                   

3. Prepare an agenda:

When drafting the agenda, make sure you include the following items. The time and venue of the event, the presenters who will talk, and the topics that will be presented or discussed. At least two days before the meeting, send the agenda to meeting participants along with a meeting reminder. Attendees will be more prepared for presentations and debates as a result of this.                      

4.  Select your timings:

When setting a time, you must choose a time zone that will allow your attendees to join the meeting during their normal working hours or choose the time zone where the majority of target audience is from. If it is a small virtual event like a webinar or a meeting, try not to exceed the 2hr mark. With a larger virtual event, say a conference or a job fair make sure that the majority are active by putting the key parts of the event during the standard working hours.                           

5.  Reminder emails: 

The URLs, contact info and any login credentials needed to attend the meeting should be included first in the reminder email, followed by the agenda and other materials that needs to be shared prior to the event. You should also suggest that participants should log in 5-10 minutes ahead to the meeting's start time to allow time to resolve any issues that may arise and to ensure that they are ready to participate when the event begins.

We hope these virtual event planning tips will give you an idea on how to successfully host a virtual event with a proper plan and guideline.  Consider which one of these suggestions you can add to/ incorporate into your event to elevate them from mediocre to excellent. Master the art of virtual event preparation and learn how to create your very own amazing and unforgettable digital events. With Events10X, we make sure that we are here for you at every step of your planning and execution journey. To learn more on how our platform features and tools help you with your event, book a demo with us now!