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If you don’t have any experience hosting virtual events, consider hiring a corporate virtual event planner to help take you through the process of planning an event from start to finish. Whether you decide to go it alone or work with a seasoned event planner, here are a few tips and practices to help you get started.

Define Event Goals & Objectives

The first step is to identify the goals of the event. This information will help determine event:

  • Date and time
  • Age group
  • Size
  • Audience demographics/psychographics
  • Activities
  • Duration
  • Marketing strategy
  • Type: live-streamed, pre-recorded, available for later viewing
  • Key performance metrics (click rates, ticket registration to audience conversion ratio, etc.)
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Determine Event Budget

In this step, you’ll decide how much you’re willing to spend on speaker fees, platform cost, and other expenses. A corporate virtual event planner can help you set a reasonable budget to meet event goals. Their experience could help you save money and make wise budgeting decisions.

Create a Project Timeline For The Virtual Corporate Event

Once you’re ready to start planning event details, the first step is to create a checklist. A few to-do items to include on your checklist:

  • Research your audience
  • Research various virtual event options
  • Research virtual event platforms
  • Create an event structure
  • Pick a date and time
  • Invite speakers
  • Set up sponsor packages
  • Contact potential sponsors
  • Draft a digital marketing plan
  • Create event assets and web pages
  • Promote the event on social media
  • Set up audience surveys
  • Review feedback

Develop a Theme

The event theme should get the audience excited about attending and should guide decisions surrounding activities, speakers, sponsors, and workshops. The event theme should incite discussion and help attendees engage in stimulating conversations with one another during breakout sessions and networking sessions.

One way to identify a relevant theme is to conduct a survey asking attendees about their interests. You could also review trending topics in your industry to see what industry thought leaders are talking about.

Consider Audience Tech Skills

Attending a virtual event requires a certain level of skill in navigating the platform and engaging with other attendees. When searching for a virtual event platform, be sure to take into consideration the platform’s:

  • Overall user experience
  • Ease of use
  • Features and functionalities
  • Networking options (chat rooms, polls, question-answers, hand gestures, etc.)
  • Reviews and ratings
  • Cost
  • Support options before and during the event

Execute Your Marketing And Promotion Strategy

Depending on the age range of your audience, you could promote the event on social media by running paid ads, creating event pages, and posting relevant content to attract users and encourage them to sign up for the event.

A few other promotion options include running a Google Ads campaign and sending out emails to subscribers.

Why Work With Coast to Coast Conferences & Events

At Coast to Coast Conferences and Events, we offer a full spectrum of event planning services designed to put your mind at ease and fast-track your success. Whether you need support from start to finish, or just a few a-la-carte services, count on us for innovative concepts, creative design, and flawless execution.

Ready to start planning your event? Contact CTC and work with the best corporate virtual event planner around.

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    Coast to Coast Conferences & Events (CTC) offers in-person/hybrid/virtual event planning services for United States businesses operating in a wide range of industries. Our event planning services combine strategy, creativity, and expertise to exceed your expectations at every step.

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    NAICS Codes
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