I’m altogether awe of professional event planners. Especially the ones that handle a million details and look *good* doing it. My first job out of school was to deal with the logistics for study tours for local government officials from Eastern Europe coming to visit medium-sized cities to see how government worked in the United States. It had been a difficult job.
I was personally in charge of medical, welfare, transportation and education of 12-25 VIPs who have been twice my age and who didn’t speak English Platforms for virtual. There were one thousand details to master from bus schedules, to confirming appointments to ensuring the trash was emptied in the conference rooms. I even had midnight requests for chess boards and tennis rackets. In retrospect, I’m glad that was my first professional job — because since then I have planned many events (including a gala that raised half of a million dollars) and each of them were a piece of cake compared with my 1st job.
As a digital assistant, I now almost exclusively help my clients plan virtual events (from teleseminars to big multiday events), but I discover that lots of the lessons I learned on that first job planning study tours transfer over nicely to the virtual world. Here are a few of my best methods for virtual event planning.
1. Aim high. Even though perhaps you are just beginning in your marketing career – don’t be afraid to ask the big names in your field to participate. People are often very willing to simply help and are flattered to be asked.
2. You are able to never confirm way too many times. Plans change and individuals are busy. Don’t be afraid to re-confirm three to four times just to be sure that your presenters are on board. Despite having the confirmations, have a back up plan ready just in case an audio needs to back out at the past minute.
3. Have a specialized run through. Be sure that your bridge line is working, that the sound is good, that you know the buttons to push. Doing a mock teleseminar can assist you to and your client feel much more comfortable once event day arrives.
4. Scripts (even loose ones) make people feel comfortable. When I used to plan large events, I’d put together that which was called a step-by-step that has been a timeline and loose script for the whole event. I still help clients with this particular whenever we do teleseminars. It will help to create a general shape for the event.
5. Don’t forget to thank anyone or everyone who has brought part in the event. The world is a really small place (and the online world is even smaller). You don’t know when you’ll be dealing with someone again. Not merely is saying thank you polite and good karma – you’ll oftimes be dealing with see your face again — so an instant thank you makes sense.