10 tips for planning a virtual event

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DETERMINE THE IDEAL TIME TO HOLD YOUR EVENT
Whether it’s a training session, a symposium or any other activity offered online, it is important that the participants targeted by your event are available when you hold your meeting. Keep an eye on events that concern your audience and choose the least busy time that suits them to encourage registrations.

IDENTIFY YOUR EVENT OBJECTIVES, FORMAT AND DATE(S) 2-3 MONTHS IN ADVANCE
This will give you the time you need to prepare the content adapted for the event as well as the various guides necessary for a smooth running. Depending on your objectives, your event may take the form of conferences, round tables, workshops, etc. Evaluate to choose the right format and duration for your goals.

ASK YOURSELF ABOUT THE CONTRIBUTION OF AN EXTERNAL SUPPLIER TO YOUR PROJECT
Should you entrust the technical aspect to a supplier? The advantages of doing business with an external firm for your technical needs include, among other things, an optimal Internet connection that you won’t have to worry about.

USE EXPERIENCED FACILITATORS
Experienced facilitators will know how to relaunch the discussion, stimulate the debates, and energize your event. They have already faced all sorts of circumstances: you will be in good hands with a professional animation team.

PLAN WHO DOES WHAT ON YOUR TEAM
Determine everyone’s roles, record them in a table and share this information before the event and in your guides. Also provide an emergency number that people can use in case of connection problems (it’s reassuring for your team and for the participants). Whether it’s a technical glitch or a worker who has to be absent, your team will know who to contact to manage the different situations.

DO A DRESS REHEARSAL BEFORE THE EVENT
The previous week or a few days before the planned activity, perform a dress rehearsal. This will allow you to anticipate technical or logistical needs or elements to improve in the organization. You will arrive more prepared and confident at the event.

START PREPARING YOUR GUIDES SEVERAL WEEKS IN ADVANCE
Regardless of the technical solution chosen by your team to hold your virtual event, the speakers, participants and other facilitators will need technical instructions and general recommendations for an optimal progress. (Participants Guide, Speakers Guide, Facilitators Guide, Moderators Guide).

ASK YOUR SPEAKERS TO TUNE IN 1 HOUR BEFORE
Make sure that your speakers and facilitators are connected nearly 60 minutes before the virtual meeting and your participants fifteen minutes before the scheduled time: this allows you to validate that everything is working well, to limit technical problems and to start on time.

ALREADY THINK ABOUT THE AFTER
Following your event, did you plan to send a specific communication, a satisfaction survey, a word of thanks to the speakers and participants? Are you going to do a post-mortem type check-up? Evaluate what would be most suitable for your organization and be ready for what’s next. You could thus invite your participants at the end of the meeting to fill out your survey, on the spot.

MAKE THE UPDATES OF THE CHOSEN TECHNOLOGICAL SOLUTION BEFORE THE EVENT
Make sure that all software updates are done so as not to delay the event on D-Day.