Effective Event Management Checklist to Organise a Successful Virtual Corporate Event
Research shows that companies are organising more corporate events in order to develop internal and external growth factors. With this rise in interest in such events, you should consider reaching out for event management services. It takes some time to organize virtual corporate events. You may not have to be concerned regarding catering or booking a venue, but still a corporate virtual event checklist can be quite useful. For starters, you can organize a virtual corporate event by adhering to the following checklist.
Plan Your Event Strategy
Working on a corporate virtual event is not too different from an in-person event. Think about the following:
1. Determine the Event Purpose
The core purpose of an event is to build a connection, but there is also an organizational goal associated with them. Is there a specific agenda that you want to promote? Are you trying to build up a community?
2. Define Your Audience
Before you go deeper into planning and preparation, look into your audience. Think about their interests and figure how they will share this experience. Create an engaging event listing comprising of all the necessary information.
3. Come Up with a Virtual Venue
Will you host a Zoom call, a live stream, or a webinar? Consider the event type that you will be hosting and have your requirements dictate the decision for choosing a tool. Also, contemplate whether a private Facebook group or Slack is needed.
Promote Your Event
After laying the groundwork for your virtual event, you have to promote it for your attendees.
4. Optimize the Site Calendar
In order to host a virtual event, pay attention to the calendar of your website so people can differentiate between physical and online events. Create a category for virtual events and embed livestreams to your event listings.
5. Promote the Event in an Organic Way
Promote your virtual event by putting the listing on the website event calendar, social media posts, and 3rd party calendar websites. Work on SEO so the prospective attendees can easily find your event on the web. Contact the past attendees and extend event invitations.
6. Use Paid Promotions
If there is room in your budget, create paid campaigns, such as online ads, social media ads, and sponsorships at similar events.
7. Send Emails
Once your attendees register, send an email that comprises of details like the event date and time and specify on how they can access the virtual event. Tell the attendees if they need to make any preparations. Will they have to turn audio or video on or are they required to keep their participation mute? These are some aspects that you need to decide beforehand.
8. Use Email Automation
Use email automation tools that offer pre-written email templates. Do add an event link along with the instructions.
9. Send Reminders
Social media and email posts can serve as a reminder when the event is one day or week away. Again, make sure to add the instructions on how they can access the virtual event, whether you link to a companion page, conference, or livestream.
10. Create An Event Companion Page
An event companion page helps to share important information in a single place. For that you can create a standalone webpage or a listing on the website calendar. These pages can be used for embedding your livestream, consolidating information like speaker details, and outlining the tools.
Logistics
To make sure everything works fine, stick to the following.
11. Ensure the Tools Work
A mobile app that requires update or an unreliable internet connection could severely hamper your event’s success. Prevent technical issues by practicing with the tools in advance. See to it that the camera and microphone works. Also, make sure that all apps and software are updated to the latest version.
12. Follow Virtual Event Etiquette
Just before the event starts, communicate one last time so that attendees can connect to the livestream or call. After the stream starts, give some time to the attendees for showing up. Avoid starting the session before everyone has an opportunity to log on. Lastly, you have to play the role of a moderator well. Monitor the comments and questions on the live chat. This is vital as you can run into technical issues and may have to adjust a camera or mic.
Post-Event Audience Engagement
Now that your event was arranged and finished smoothly, don’t think that the work is finished. Collect feedback and attract attendees for future events.
13. Send a “Thank-You” Message
Don’t underestimate the impact of appreciation. Get feedback from the attendees through a thank-you email.
14. Send a Message to the Non-Attendees
Send some highlights from your virtual event to those who didn’t make it. This way, you get to generate FOMO, prompting them to join for future events.
15. Forward a Post-Event Survey
It is important to connect with all the attendees quickly after the event. This is the stage during which your brand and event are fresh in their memory. Hence, strike while the iron is hot by send a post-event survey and receive their honest opinions.
In case you need help with arranging a virtual event and want to contact a full service marketing company in London, get in touch with us. We will make sure that you can organize the event without facing any trouble.
Author Bio:
Fyami is a curious growth and lead generation agency in London, that provides demand generation, lead nurturing, digital, social media, and general marketing support and solutions.’ Our mission is to get more businesses in this technology-led digital age. Faye believes in positive influencing, transparency, diversity, being inquisitive, being tenacious, and sharing knowledge. She has a Master’s degree and is currently partaking in doctorate business research relating to the CMO and CTO collaboration.