Navigating the World of Virtual Events
From the desk of: Caitlin Theall
Learn more about how to host a virtual event with AE Events HERE
In what seemed to be in the blink of an eye, the world has been turned upside down by the COVID-19 pandemic. It was almost as if the world stopped for just one moment, and then we realized a new normal.
As an event planner, it is hard to consider hosting events when it is unsafe for people to gather, that is literally what an event is! So, what do we do? Breathe – we have to remember that the health and well-being of ourselves and the people around us is what truly matters. Once we have taken some time for us, then we think about how we can help our clients. If they cannot postpone, for a multitude of reasons, then we suggest going virtual!
Last week we had the opportunity to host a virtual ‘brown bag lunch’ specifically for the Boston Special Events Group. We discussed and shared our innovating ideas on all things virtual events and how you can take your event virtual with the help of AE Events.
You Are Going Virtual…But What Does That Even Mean?!
You decided that you still want to host your event, but what does it mean to take your event virtual? We know there are so many unknowns and we want to be here as a resource for you and your team. There are several key questions you should ask yourself as you start the virtual planning process.
WHO are your key stakeholders?
WHAT is the new strategy for your event?
WHY are you going virtual instead of postponing or cancelling your event?
LISTEN to your key stakeholders and collaborate with them.
HOW do you tell your mission, your story virtually?
WHAT is your communication plan, and who is going to spearhead your communication plan? You will want to start to roll out your personal communication plan within a week of making the decision to take your event virtual.
Work with your internal team as well as your committee and donor base to answer these. That is your very first step!
Communication is Key!
Do you want to know the true #1 recommendation we have for you? Just be honest. Be honest with your team, be honest with your donors, and be honest with your guests.
Your communication plan should include several ways to reach people such as emails, text messages, social media posts, etc. This is something you will want to work with your internal team on.
Collaborate on key messaging and frequency of messaging, and don’t be afraid to mix it up. You can send out emails one week and utilize social media the next.
Create a communication grid to help you plan and place messages and key content
Let your community know that more communications are coming. Your first message should set the scene for them.
Your messaging should revolve around honesty – explain why you are still hosting this event but transitioning it to be virtual. Do you need to bring in important revenue? Do you need emergency funds? People want to know what their money is supporting.
Be compelling, what will entice your guests/community?
Lastly, don’t forget about post-event communication too! Share your success with everyone.
Key Things You Need to Know to Host a Virtual Event
What software and/or platform are you going to use? Collaborate with your event team and talk to them about what available options best align with what you want to accomplish.
Do you want this to feel very well put together and seamless? Then we suggest hiring an outside AV company to help streamline the process.
Are you going for a more honest DIY look? Then try it on your own!
What type of program do you have and how will you have to change it if virtual? Discuss changing your program up, there is now less time and you have to make your program tighter and more concise.
Are you going to host a live event or pre-record it? What is going to work best for your team and organization while also ensuring that you are providing your participants with the best possible experience?
Are you going to have a live chat feature where guests can send in questions during your event? If so, you will want to have someone from your team monitoring the live chat.
If you have a fundraising portion of your program, highly consider making it shorter than normal. You do not want to lose your guests. For example, if you have a fund a need, consider just making one big ask, instead of an ask at each level.
Encourage guests to have multiple devices ready, and make sure this is known in prior communication plans. A computer or laptop is best for watching the virtual event and if you have a donation portion, guests will need their cell phones handy to donate and/or bid.
Think about pre-event communications that will help answer any questions your guests may have. Things such as: how to register and log in, what they will need for the event, a brief program outline so guests know what to expect.
Less is more- keep your virtual program tight, clean and seamless! Guests can become easily distracted since they are watching your event from their home and not from the same room as everyone else.
Momentum and Engagement
Transitioning from a live event to virtual event comes with a new set of challenges. How do you keep your guests engaged when they are not in the room with you?
Optimize your platform. Put everything in one place so guests have an easy time figuring out what they need to know.
Use your brand colors still! There is no need to change all your print materials.
How can you bring unique fundraising aspects to life at your virtual event? Do you typically sell mystery boxes and give your guests the chance to win a grand prize? How can you keep this fundraising aspect and incentivize your guests to participate? We know this is a hard time to ask for donations, so instead how about you ask your committee to purchase items to donate for you.
Does your program typically have a celebrity MC? Are they willing to record a video for you that you can play during your now virtual program or send out in your communications?
Are you able to secure a match from your board or key stakeholders? This is a great way to drive momentum. When guests know that the money they are giving goes even further, they are more incentivized to give.
Utilize social media to build momentum and excitement for your virtual event. If you have a hashtag, use it! Or create one.
Ask guests to take photos of themselves participating in your virtual event and send them to you.
Send guests something in the mail that excites them about your event!
We hope this helps you as you start to navigate your options for your upcoming event. We wish you the best of luck as you navigate these difficult times.
Please don’t hesitate to reach out to us for help as you navigate this new event world and we will share with you what goes into our AE Events Virtual Event package.
And remember, we are in this together and we will all #CelebrateSoon.
Learn more about how to host a virtual event with AE Events HERE
You. Us. Together Going Virtual
#virtualevents