For businesses that rely on corporate events to generate revenue and sales leads, 2020 has been a year of immense change and challenges. However, it’s also opened the entire business world’s eyes to the benefits of hosting virtual events.
Many of our clients — some of whom had never considered taking their big, annual events into the virtual realm — have turned to us for livestreaming and webinar support this year. The increased demand for these types of online gatherings has helped us refine and define the process we follow to help corporate clients plan a virtual event.
How to Plan a Virtual Event: Our 8-Step Plan in 4 to 8 Weeks
While every event is unique and requires a tailored approach, here are the eight basic steps we follow when helping our clients plan and produce their virtual events. Our team typically executes these events on a timeline of 4 to 8 weeks, depending on your needs.
1. Kickoff Call
When you contact us to produce a virtual event, our first step is to plan a kickoff call with all team members involved to discuss the specifics of the event, including any special requests and requirements. During this call, we discuss the budget and put together an estimate.
2. Platform Analysis
Step two is determining the best platform option to execute our client’s virtual event. We love using GoToWebinar, but we’re also very familiar with Zoom, Hopin, VFairs, Remo, WebinarJam, YouTube and Facebook Live, Twitch, and more.
3. Project Calendar
Once we’ve discussed the event specifications and selected the right platform, it’s time to start planning. Our team creates an organized content folder and lays out timeline deadlines for all parties involved to keep everyone on track.
4. Scheduling Sessions
If the event includes pre-recorded video elements, we’ll coordinate with you and your event team to schedule safe, socially-distant recording sessions with MediaCutlet’s video professionals.
5. Pre-Recording Sessions
Our video team executes all scheduled pre-recorded sessions for the event. This typically takes less than two weeks.
6. Production Period
Editing begins and our team pieces your event together. In addition to any pre-recorded content, we can include photos, slides, audio voice-overs, custom graphics, and more into your show.
7. Review and Revisions
We create a full draft of your show and share it with you for review before the premiere. Our virtual event production packages include up to three rounds of revisions.
8. Event Premiere
We schedule your virtual event to premiere on the selected platform. We’ll be standing by to provide technical assistance and ensure your show runs smoothly and seamlessly for your presenters and guests.
Ready to plan your own virtual event? Contact us or fill out the form below for a custom quote.