Hosting virtual conferences is not as easy as one might think. Moreover, if you don’t have any expertise in hosting events, conducting a virtual conference might be a worrying task for you. If you are planning to host a virtual conference in the coming days, we can understand how you might be feeling. As the time is passing, things are adding to your stress, and you feel as if no matter what, there is no silver lining to these dark clouds. However, you don’t need to worry, the ray of hope you were looking for is right here, and we have got you covered. To host a successful virtual conference, you need to create a step-by-step timeline that will make things easier for you.
But, how do you do that? In this blog, we will share how you can create a planning timeline. So, without delaying any minute, let us dive straight into the blog.
But before diving into the steps, it is vital to know how far in advance you should ideally start your planning. However, the answer to this query totally lies in the scale and type of event you are planning to host. Depending on those factors, you should ideally start ideating your event. Though there is no hard and fast rule that you need to follow. However, if you are hosting an online event, we believe you want to deliver the best experience and wouldn’t want to compromise on anything. Hence, it is best suggested to have maximum time in hand and utilize the time to plan your event in the best possible way.
Now that you know how much time you should ideally spend on a particular event, it’s time to jump straight into the planning timeline.
Start By Deciding the Date For Your Virtual Conference:
The first and foremost thing you need to do is identify the date for your virtual conference. Though choosing an event date is not a difficult task, it still needs some calculations and rounds around the calendar. It all depends on the audience you are targeting. For example, if you are planning an international conference, it is best to decide the date and time accordingly. Consider the time zones before picking up one date.
Also, choose a date by looking up more factors than one. See if the date you pick is feasible for your team. Also, you should see if the date you have chosen doesn’t collide with any national holiday or any other prominent event.
Resources You Will Need:
Now that you have decided the date and time for your virtual conference, it’s time to look out for the resources you will need to execute your event in an effortless way. List out each and everything you will be required to host the event. For example, start with the event website, communication plan, creative assets, a team of professionals, and things you would need to promote your virtual conference. Now that you have created a list, it’s time to start according to those steps. Start with designing your event website. After that, get people on board who will help you execute the event. Similar to these steps, move ahead with other things and requirements.
Create an Event Agenda:
The next step you need to take to host your online conference in an effortless way is to create an event agenda. While you create an agenda, crurate list of all the elements you wish to have in your event. For example, the number of attendees you are targeting for your event. Not only this, but you should also include the speakers you wish to invite to your online conference. Moreover, figure out the content you want to deliver to your audience. Also, while you create the agenda, get clarity on the strategies you wish to implement to promote your event.
Get All Your Logistics:
The next step you need to follow is to get all your logistics in place. After that, there are certain things you need to consider. It is when you should create a run show or itinerary of the event. Moreover, here is when you should set up your online conference platform according to your event needs and requirements. In addition, look for your audiovisual needs, and coordinate with the speakers and event presenters.
Once you are done with this step, finalize the smallest and other details of the virtual event.
Conduct Your Event and Send a Thank You Note to All the Attendees:
It’s time to rock and roll with your virtual event. While your attendees are present in the event, make sure you make enough effort to keep the attendees hooked to the event.
Also, once the event is over, make sure to send a thank-you note to all the speakers and attendees. It is a great way to build and maintain relations with professionals even after your event ends.
Hosting events is not a nerve-wracking task; While you are planning to create a planning timeline for your event, do refer to this guide. We assure you of the smooth execution of your event.