The very first step when you plan a virtual event is having a meeting with a virtual event partner as it might be a new concept to you, and you should leave it to the experts. Most virtual event partners leave no stone unturned to replicate the physical in-person experience in a virtual environment.
Now before going on a meeting with the virtual event service provider, you need to consider the following things to make your event a success:
1. If all resources can be used, what exactly would the virtual event look like?
Virtual events have offered many new opportunities. So, consider that anything can be possible, even, without any limit on the use of technology and monetary expenditure. This would be a great point to start your planning and what virtual events will look like.
2. What type of data are you looking to gather and track from the event?
You should keep in mind what metrics you want to deeply analyse by hosting the event. Examples can be sales, engagement, profit, new connections, total audience, etc. which you can relate to your business.
3. What is your main objective for planning a virtual event?
For a moment think that this is your first virtual event and write down all the things you are struggling with while planning for the event and discuss this with the virtual event partner when you meet them.
4. Which part of the event will yield you the biggest Return on Investment?
The success of any virtual event is dependent on your profitability and goal. Therefore you should know what part of your event is tailored to provide you with high returns for the investments you make.
5. What goals are you trying to achieve from your virtual event?
Like your physical event has many goals so your virtual event will have too. Try to find out the reasons behind them and let your virtual event planner know about them.
6. Define your attendees’ personalities.
You should give detailed information about your audience to the virtual event service provider. This information should include their names, jobs, interests. This is done to know who you are trying to attract with the event so you can pass this information to the virtual event planning team.
7. What is your budget for the virtual event?
Give the virtual event planning service a rough approximation on what is your total budget for the event as this is also an important part of the planning. This will eventually help them decide what can be possibly done and what cannot be.
8. What is the most important point you would like to cover in the event?
This is the part where you want to go without any glitches. So it will be of utmost importance for you to share this information with the virtual event planning service.
If all the above-mentioned queries are properly addressed by your virtual event planning partner, then your event will be a success for you. The virtual event partner will feel confident if they have all the information about your event beforehand and in this way, they will put together your virtual event according to your expectation.