Event Management News
from Digital Motion
news in virtual, hybrid and on-site events.
"Details make perfection, and perfection is not a detail.”– Leonardo Da Vinci, Italian inventor, architect, artist, mathematician, scientist
It’s no joke! Attention to the details can make or break your virtual event. We’ve learned a few things about executing events in the virtual space and we want to pass along our best tips to you.
Here’s how to make sure you don’t miss a thing when planning your virtual event!
1.) Build in more pre-planning time.
The biggest mistake we have seen in planning virtual events is the major underestimation of time it takes to plan and execute them. In our experience, virtual events take up to 3-4 times the amount of up-front planning as a given on-site event. You’ll need to include time to identify and set up your technology platform, onboard and train presenters and attendees and coordinate your presentations, graphics and videos. Just to name a few!
2.) Avoid using the same format for virtual.
This is important. Don’t replicate an on-site event directly as a virtual one. Virtual events require an entirely different mindset, with a specific focus around scheduling breaks, and interactive sessions. This creates many more details to coordinate, such as minute by minute run-of-show plans, management of the presenter’s presentations (pre-recorded or live), and the planning of live panels and virtual Q&A sessions. This will require more detailed preparation, but it will be worth it! Curating virtual friendly meeting agendas keeps the attention of your attendees and makes your sponsors glad they invested in your opportunity.
3.) Have a Plan B (and Plan C!) Ready.
Virtual events rely on the internet and on end-users to do their part to participate in the event. This can lead to a variety of problems, ranging from attendees being unable to log in to the event, to stream stutters, to having speakers drop off calls mid-presentation. The key is having technology back-up plans in place to cover any one of these failures. Preparing for all outcomes helps mitigate the risk of something going wrong. Again, this creates more details to manage, but doing so will prepare you for smooth sailing. In addition, understanding that things can happen in a virtual format (and planning ahead for them) can change both your mindset and the experience from your attendees perspective. This can convert a potentially negative experience into a positive one.
Need a partner? It's easy to get started.
Planning a live event can be stressful. There are simply a lot of factors to consider, and if you have never done one before, it will seem overwhelming. But don’t fret! We are here for you! Consider us an extension of your team, so you can get back to the work that you do best while you entrust the event management to the professionals. Follow these easy steps to get started. 1.) Schedule a free, no obligation consultation by visiting www.digitalmotionav.com.2.) You will receive our best tips and a customized recommendation for your event, along with an estimate of service options.3.) Once you are ready to move forward, your dedicated Digital Motion team member will share our Digital Motion Event Success Plan and next steps.4.) You will be on track to Elevate your Event!
We help you make your event a success!
Guest Blog Article by Author, Speaker, Coach and CEO of Pro Presenting LLC, Patrick O'Mara
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Schedule a free, no-obligation consultation so you can tell us about your event. We’ll listen to understand your goals and budget, and then offer you a price estimate and a
timeline of services.
Once you’re ready to move forward, your dedicated Digital Motion team member will share your Event Success Plan and explain the next steps toward executing a streamlined event.
You can relax knowing everything is handled from start to finish. We’ll ensure that you, your attendees, the speakers, and everyone else involved has the best possible experience.