Planning a live event in any circumstances is a huge undertaking, but especially right now, this task can be especially daunting. Hosting a live event during a global pandemic is no easy task but that doesn’t mean it can’t be done.
With the right tools, you can create your virtual event just as effectively as if it were in person. Read on to discover our top 5 tips to help you organize a great live event for any organization.
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Pick the Best Platform for Your Event
One of the first questions you should ask yourself when planning a live event is which platform you should use. The number of virtual platforms has really exploded in the last year so you need to find one that works with your strategy.
When choosing the best platform for your event, it’s best to ask a couple of questions: What costs are associated with the platform? How many people are planning on attending the event? Does the platform offer support in case things do not go as planned?
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Choose Your Format
Similar to choosing your ideal platform, it’s also equally important to choose a format for your event. Do you plan on hosting live discussion rooms for people to join or would prerecorded videos work best? What chat features do you want to allow?
A lot of this will depend on the size and content you intend for your live event. You want a format that allows your event to feel interactive without bogging down its efficiency.
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Create a Run of Show
Just like with any live event, creating a run of show is absolutely essential to making sure everything runs smoothly in live event production. The run of the show should be one consolidated document that contains everything a production crew needs to make sure everything is in order.
Especially if your event is large, a run of shows can be just as vital for a virtual event as it is for an in-person event. It will help all production managers stay organized throughout the course of the event.
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Schedule in Breaks
If you’ve ever participated in any virtual events or meetings, you know just how exhausting it can be. Staring at a screen for hours on end is not productive for anyone.
Just like with an in-person event, scheduling breaks is super important for making sure all attendees feel less drained at the end of the day.
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Don’t Forget to Follow Up Afterwards
The best way to determine the success of virtual events is to follow up with your attendees after the fact. Even just sending out a simple survey can be a great way of gauging the enjoyment and effectiveness of your event.
You might even consider adding an incentive for providing feedback to encourage attendees to speak up.
Creating Your Perfect Live Event
Planning a live event can be intimidating even without the added pressure of making it virtual. However, hopefully, now you have an idea of some of the steps you can take to make your perfect live event virtual as well.
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