How to plan a virtual event in less than 10 days using a virtual event platform?

Events are all about pre-planning, getting things done timely, stick to the checklist, invite speakers, get sponsors, exhibitors, and so on. Usually, there’s just a month or two’s rest period for annual events and again the process begins.

Ever wondered what made events pivot in less time to virtual? How were they able to pull it off without even owning a checklist of virtual? How were they supposed to, virtual was a brand new term in the market.

With one of the most recent examples, let’s see how to plan and execute an event in less than 10 days. What’s the one thing that’s a pre-requisite? – A Virtual Event Platform

Let’s follow a step by step process & plan, let’s say a virtual education fair in less than 10 days!

1. Set goals and time frames – First and the foremost step of any plan be it organizing an event is to set goals. What are your expectations for this event? Do you want leads or just set awareness about your brand? Next is the time frame in which you want to achieve the desired set goals. In our case, it’s 10 days!

2. Budget allocation – Are you aiming for a glam-fab event? Or a normal virtual event to be hosted on a simple virtual event management software? Budget allocation resolves it all. While planning an event you need to think about the software requirements, speaker fee, venue costs (if hybrid), AV requirements, virtual swag bags, etc & plan in the provided budget. 3. Select the tech – Technology is the backbone of a virtual event. Selecting the right virtual event platform with the right set of features, customizations, and integrations. Other tools also include an A/V setup if needed, or photobooth integration, and so on.

1. Stakeholders involved – Event though virtual, you need to reach out to event speakers, get moderators or EMCEE, get sponsors for your online event, and also a few exhibitors. You also want to be on the lookout for any potential partners that could help with the virtual event.
2. Who’s the TG? – What’s your target audience? Think about your audience. More than that how to engage the audience so they stick for the entire event. Virtual event platform allows you to do so with exciting features such as gamification, contest, quizzes, and so on.
3. Create marketing campaigns – Run organic and paid marketing campaigns to bring traffic and registration to your event. Create a buzz on social media by sending out posts on the speakers, sessions, etc. Send out emailers and run ads as well. Create a hashtag, ask your speakers, sponsors, partners, and employees to use the hashtag.
4. Have a dry run of the event – Pre-event dry run especially in the times of virtual has become a necessity to avoid any last-minute glitches. Set a day for this, invite the speakers (if possible) to do a dry run on the virtual event platform.

Post-event marketing, promotions, and analytics matter as much as the pre-event buzz! The amount of content gathered in a single day event can be reused and repurposed for the entire year. You can also use snippets, create a video, and use it for promotions for your next event!

For the marketers involved in their first event planning, it’s not a Nightmare, it’s a great learning experience and opportunity. You build, you grow as you plan! Also, use the best virtual event management software to host a successful online event!

An entrepreneur at heart, Calvin Potter is part of Hubilo, the smartest virtual event platform that offers a unique approach to host online events.