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5 tips for creating an exciting template plan for hosting virtual events for business

Bettercast

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5 tips for creating an exciting template plan for hosting virtual events for business
December 8, 2022

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Bettercast

December 8, 2022

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Table of contents
5 tips for creating an exciting template plan for hosting virtual events for business
December 8, 2022

Share:

December 8, 2022

Planning is an essential aspect of any endeavour, whether it be in the personal or professional sphere. It allows individuals and organizations to set goals, establish a strategy for achieving them, and allocate resources accordingly.

One of the key benefits of planning is that it helps to minimize risks and maximize the chances of success. By carefully considering potential challenges and opportunities and developing a plan to address them, individuals and organizations can avoid pitfalls and make the most of available resources.

Another benefit of planning is that it provides a framework for decision-making. By considering the potential outcomes of different courses of action and selecting the one that is most likely to achieve the desired goals, individuals and organizations can make informed decisions that are aligned with their overall strategy.

In addition, planning helps to promote accountability and ensure that individuals and organizations remain on track to achieve their goals. By setting clear targets and establishing a plan for achieving them, individuals and organizations can monitor their progress and adjust as needed to stay on course.

Overall, planning is an essential tool for achieving success in any endeavour. It helps individuals and organizations set goals, develop a strategy for achieving those goals, and make informed decisions aligned with their overall objectives. By planning carefully, individuals and organizations can increase their chances of success and ensure that they are making the most of their available resources.

HOWEVER!

There are several pitfalls to watch out for when hosting a virtual event for business. Some possible issues include:

  1. Technical difficulties, such as poor audio or video quality, connectivity issues, or problems with the platform being used for the event.
  2. Lack of audience engagement or participation. Virtual events can be challenging to keep attendees engaged and involved, so it’s essential to plan for this and include interactive elements in your event.
  3. Poor planning or organization. A well-organized and well-planned virtual event is more likely to be successful. Make sure to create a detailed schedule and itinerary and have a contingency plan in case of any unexpected issues.
  4. Security concerns. Virtual events can be vulnerable to security breaches or hacking, so it’s important to protect your event and the information shared during it.
  5. Inadequate promotion or marketing. If attendees aren’t aware of your virtual event, they won’t be able to participate. Promote your event effectively and reach out to potential attendees in advance.

This is why it’s super important to have a plan! Sets, get into it!

A man in a black shirt at an event and the table is on fire.

Plan for technical difficulties

Plan for technical difficulties and make sure you have a contingency plan. Virtual events can be subject to technical issues, so it’s essential to be prepared and plan to ensure your event’s smooth running.

When live streaming an event, it’s essential to have a contingency plan in place in case of any unexpected issues. Some possible contingency plans you may want to consider include:

  1. Technical support: Make sure you have a team or individual in place to troubleshoot any technical issues that may arise during the Livestream. This could include audio or video quality issues, connectivity, or problems with the streaming platform.
  2. Back-up equipment: Have back-up equipment on hand in case of any issues with your primary equipment. This could include backup cameras, microphones, or other essential gear.
  3. Alternative streaming platforms: If your primary streaming platform goes down or experiences technical issues, have alternative platforms (or just use BetterCast) set up and ready to go. This will ensure that your event can still be streamed despite problems with your primary platform.
  4. Backup presentation materials: Have backup copies of your presentation materials in case of any issues with the primary copies. This could include backup slides, videos, or other visual aids.
  5. Communication plan: Have a communication plan to keep attendees informed of any changes or updates to the event. This could include using social media, email, or other communication channels to keep attendees informed and up-to-date.

Audience engagement or participation

Lack of audience engagement or participation. Virtual events can be challenging to keep attendees engaged and involved, so it’s essential to plan for this and include interactive elements in your event.

You can use several strategies to keep people engaged in your video content. Some suggestions include:

  1. Tell a compelling story: People are likelier to stay engaged with your content if it tells a captivating story that draws them in and keeps them interested. Try to create a narrative arc for your video to keep your audience engaged.
  2. Use engaging visuals: Visuals can be a powerful tool for keeping people engaged in your video content. Use high-quality images, videos, and graphics to enhance your message and keep your audience interested.
  3. Include interactive elements: Interactive elements, such as polls, quizzes, and Q&A sessions, can help keep people engaged with your video content. These elements can encourage audience participation and create a community around your content.
  4. Keep it concise: People have short attention spans, so it’s essential to keep your videos brief and to the point. Keep your videos under 10 minutes if possible, and focus on delivering a clear, concise message.
  5. Engage with your audience: Engaging with your audience can help keep them interested in your video content. Respond to comments, answer questions, and encourage audience participation to foster a sense of community and engagement.

Planning with a schedule

Here are some steps you can follow to create a detailed schedule for a multiday conference:

  1. Determine the overall structure of the conference. This could include the number of days, the number of sessions per day, and the length of each session.
  2. Identify the key topics and speakers for the conference. This will help you determine the specific sessions and presentations that will be included in the conference schedule.
  3. Create a draft schedule. Use a spreadsheet or other scheduling tool to create a draft schedule for the conference. Include the date, time, location, and topic for each session.
  4. Review and refine the schedule. Review the draft schedule with the conference organizers and speakers to ensure it is accurate and complete. Make any necessary changes to the schedule based on feedback from the organizers and speakers.
  5. Finalize the schedule. Once the schedule has been reviewed and refined, finalize it and distribute it to conference attendees. Be sure to include any necessary details, such as the location of each session and any breaks or networking opportunities.
  6. Communicate the schedule to attendees. Ensure conference attendees know the conference schedule and any changes or updates. This could include sending out reminders or notifications through email or social media.
a person on a street with a loudspeaker talking to an audience

Don’t forget to promote your event!

Here are some ideas for following up with potential sales leads effectively:

  1. Use a personalized approach: Personalize your communication when following up with potential sales leads. Use the lead’s name, mention any previous interactions with them, and tailor your message to their specific needs and interests.
  2. Be timely: Timing is crucial when following up with potential sales leads. Try to reach out to leads as soon as possible after they express interest in your product or service. This will help to keep them engaged and interested.
  3. Offer value: When following up with potential sales leads, make sure to offer them value. This could include providing useful information, offering special deals or promotions, or answering any questions they may have.
  4. Be persistent but not pushy: It’s important to follow up with potential sales leads, but it’s also important to strike the right balance. Be persistent in engaging with leads, but avoid being overly pushy or aggressive.
  5. Use multiple communication channels: Don’t rely on just one method of communication when following up with potential sales leads. Use email, phone, and social media to reach out to leads and keep them engaged.

In conclusion

To illustrate this a little better, I’m reminded of this story I once heard,

Once upon a time, a small community wanted to organize a charity event to raise funds for a local children’s hospital. The event was a large gala dinner with a live auction, musical performances, and speeches by dignitaries.

At first, the organizers were overwhelmed by the scale of the event and were unsure how to proceed. They knew they wanted to put on a successful event, but they didn’t have much experience in organizing large events and were unsure where to start.

However, they soon realized that the key to success was careful planning. They spent many hours working out a detailed plan for the event, including setting goals and targets, developing a budget, and identifying potential challenges and opportunities.

As the event drew closer, the organizers worked tirelessly to implement their plan. They reached out to local businesses for donations, secured a venue, and guests to attend.

On the day of the event, everything went off without a hitch. The gala dinner was hugely successful, with many guests and generous donations. The organizers were thrilled with the outcome, and the children’s hospital received much-needed funds to help improve the lives of sick children.

That day, the organizers learned a valuable lesson: planning is worth the time and effort. By taking the time to plan the event carefully, they were able to ensure its success and make a positive impact in their community. It shows that with careful planning, anything is possible.”

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