In Real Estate you hear the term, “Location, Location, Location” since a property’s location has much to do with its successful marketing and sale. In the Virtual Events realm the term to remember is, “Preparation, Preparation, Preparation.” Preparation is key to your next virtual event going off without a hitch.
One can never prepare enough, I think.
I want to share 3 Preparation Tips with you that I use to organize virtual events for clients. They are my ‘mise en place’ for virtual events. Mise En Place is a french term meaning “things in place,” which I borrowed from the culinary industry. My mise en place consists of two documents (a Timeline and a Workflow) and a practice event.
Preparation Tip #1: Timeline
For ample marketing and organization the Timeline is imperative for your virtual event. It is a critical path that outlines Pre- and Post-event Marketing efforts, Attendee registration (and payment if yours is a paid event), Attendee messaging (email reminders) and Post-production tasks, and who is responsible for each task. As a Virtual Events Specialist, my clients rely on me to have each task listed and assigned with a deadline date. So for instance, while it is my client’s responsibility to decide the title and description of the event, it is my responsibility to determine which tool will work best and get the word out about the event. For a typical complimentary teleclass or webinar, I find that 2 weeks is ample time to announce and market a virtual event.
Preparation Tip #2: Checklist
The other document on which I rely heavily is a checklist. Much like the pre-flight checklist a pilot uses, this document lists step-by-step instruction for me and my client so that no details of the event management are overlooked. Every detail. I remind myself to open my email account (so I can provide trouble-shooting assistance to attendees). I remind myself to have a glass of water available. I remind myself to make sure that anything with a noise is quieted during the call. Every detail is listed on the checklist.
Preparation Tip #3: Practice Event
My last suggestion for Virtual Event success is the practice event. This is usually done the day before your actual event. I dial into the conference call line or log into the webinar tool with my client and we have a dress rehearsal of the event. The Practice Event is a great way for you to test your Checklist and work out any bugs in your plan. I practice my welcome script, I practice muting phone lines, I practice changing presenters. Practice makes perfect, after all.
What are your ‘must-have’s when planning a virtual event? Feel free to comment below…
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virtual assistant firm 09.02.10 at 4:02 am
Thank you for the posting. Good article