Course Description

The complexities of planning virtual events are as intricate and involved as those for their in-person equivalents, while the design, steps, and processes required are quite distinct. Now more than ever, the professional event planner must be familiar with best practices in virtual event planning as this format becomes more and more mainstream. Learn what it means to plan a virtual or hybrid event by diving into the unique strategies and steps inherent with connecting to a virtual audience. In this course, we’ll consider the key facets of planning a virtual event, including production, technology, logistics, content, creative touches, team structure, communications, and day-of execution.

Course Outline

Lesson 1: Intentional Design

• What is a Virtual Event?
• Knowing When and Why to Go Virtual
• A Shift in Goals, Strategy, and Stakeholders
• The Case for a Professional
• Your Virtual Venue

Lesson 2: Adjustments to Your Planning Fundamentals

• Additions to and Subtractions from Your Planning Timeline
• Key Logistics
• Considerations for Your Virtual Agenda
• Financial Implications
• Registration Revisions
• ROI Data & Metrics

Lesson 3: Virtual Production

• Production Needs & Your Virtual Team
• Equipping Your Presenters
• Audience Technology Requirements
• Managing Expectations
• Overprepare for Everything with Everyone
• Inclusivity
• Pitfalls to Avoid

Lesson 4: Virtual Production

• Optimizing Content for Virtual Delivery
• Co-Creation with Your Attendees
• Collaborating with Your Presenters
• The Visual Components
• Increasing Energy and Engagement
• Offering Value for Virtual Sponsorships

Lesson 5: Personal Touches & Event Enhancements

• Adding Food & Beverage
• Re-Imagining Personal Connections
• Virtual Entertainment and Activities
• Gifting and Swag
• Increasing Energy and Engagement
• Offering Value for Virtual Sponsorships

Lesson 6: Virtual Event Execution

• Staffing Event Execution
• Remote Stakeholder Support
• External/Internal Day-of Communications
• Equipment Needs – Your Virtual Tools
• Action After the Event

Learner Outcomes

After completing this course, participants will be able to:

• Create a strategy for sourcing and deciding on the optimum technology to best fit the virtual event’s needs
• Identify the implications of planning a virtual event on the basic planning tenets and processes (timeline, agenda creation, budget, registration, risk management, communications, ROI analysis)
• Create a production needs assessment for all event stakeholders
• Develop a technology and related staffing plan to most effectively execute your event
• Create a virtual-specific communication plan for all stakeholders, including advance, day-of, and post communications
• Design a comprehensive event content strategy and outline the visuals, format, and messaging for all segments, relating them back to the event’s goals
• Develop a plan to support all stakeholders remotely during the event