I’m altogether awe of professional event planners. Especially the ones that handle a million details and look *good* doing it. My first job out of school was to handle the logistics for study tours for local government officials from Eastern Europe coming to see medium-sized cities to see how government worked in the United States. It was a difficult job.
I was personally in charge of the, welfare, transportation and education of 12-25 VIPs have been twice my age and who didn’t speak English Virtualevents platform. There have been one thousand details to understand from bus schedules, to confirming appointments to ensuring that the trash was emptied in the conference rooms. I even had midnight requests for chess boards and tennis rackets. In retrospect, I’m glad which was my first professional job — because since then I’ve planned many events (including a gala that raised fifty per cent of a million dollars) and they all were a piece of cake weighed against my 1st job.
As an electronic assistant, I now almost exclusively help my clients plan virtual events (from teleseminars to big multiday events), but I see that lots of the lessons I learned on that first job planning study tours transfer over nicely to the virtual world. Listed below are a few of my best tips for virtual event planning.
1. Aim high. Although you may well be just beginning in your marketing career – don’t hesitate to ask the big names in your field to participate. People are usually very willing to greatly help and are flattered to be asked.
2. You can never confirm a lot of times. Plans change and folks are busy. Don’t hesitate to re-confirm 3 or 4 times just to be sure that your presenters are on board. Even with the confirmations, have a straight back up plan ready in the event a speaker needs to back out at the past minute.
3. Have a specialized run through. Ensure that your bridge line is working, that the sound is good, that you realize the buttons to push. Performing a mock teleseminar can allow you to and your client feel more comfortable once event day arrives.
4. Scripts (even loose ones) make people feel comfortable. When I used to plan large events, I would put together that which was called a step-by-step which was a timeline and loose script for the entire event. I still help clients with this specific when we do teleseminars. It helps to make a general shape for the event.
5. Don’t forget to thank anyone or everyone who has taken part in the event. The world is a very small place (and the web world is even smaller). You don’t know when you’ll be working together with someone again. Not just says many thanks polite and good karma – you’ll probably be working together with that individual again — so an instant many thanks makes sense.