Planning virtual events – what you need to know…

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We’ve been in lockdown for a year – we can’t quite believe it. Moving across from being able to see everyone in person has taken a toll on many companies. In 12 months, we’ve learnt so much about planning virtual events, assuring our clients we can deliver their events programme.  

Although easing of lockdown is on the horizon, we’re aware it will take time for confidence to return for live events. We understand that virtual events will remain a part of our future. With that in mind, we caught up with Director of Innovation, Will Dalzell, to share his insight into planning virtual events.

How long do virtual events take to plan?

Virtual events take longer to plan than most people think, with the average event taking 6-8 weeks to fully develop a plan. “Learning from each other”, is the best way to adapt when environments change so we can make the most out of a challenging situation.

How do you host virtual events?

Each of our clients have different requirements for their own virtual events. We work with our four production partners to ensure we have the right solution to make each virtual event bespoke.

We have some clients who have restrictions on using external platforms for security reasons. To overcome this, we use the expertise of our production partners to create the production, allowing the capabilities for the client to host internally on their own platforms.

More to come on this in an upcoming case study…

What is the biggest virtual event you have hosted?

Our client wanted to gather their customers for a virtual re-incarnation of their successful “Sessions” events. Customers needed to be able to access pre-recorded product demonstrations, production information and guest speaker sessions, as well as live Q&A. Check out the case study here.

What do people normally forget about these events?

Most people don’t realise the length of the planning stage for virtual events. People can assume they be quicker to plan as they are not in person. In fact, they require a lot of planning behind the scenes.

The cost of online events is also another factor. Creating new platforms and work time all add up to the bottom-line cost as well as making sure that the planning stage is effective in ensuring that the event runs smoothly.

What was the biggest struggle in planning virtual events?

Overcoming the initial move from face-to-face events to online was the hardest. By re-engineering our services and working in collaboration with partners, we quickly adapted to suit the needs of our clients.