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An experienced virtual conference planner helps take the guesswork out of planning an event by offering a range of services designed to ensure flawless execution. Businesses and organizations with employees and offices around the country and around the world typically prefer virtual events — for numerous reasons.

The Appeal of Virtual Events

Virtual events are a great option when trying to attract hundreds of people, from a wide geographic region, who otherwise would not be able to attend in person. When supplemented with 3D applications, virtual events allow participants to interact with one another using voice and movements.

Modern businesses are striving to create personalized experiences that bring together individuals from various departments, levels, and professional backgrounds. Virtual conferences often feature immersive spaces and interactive chats, allowing attendees to have real-time conversations with one another.

Another benefit of virtual conferences, as opposed to live conferences, is the eliminated cost and burden of travel on attendees, enabling companies to grow their audience beyond their home city or region.

When Virtual is the Way to Go

A virtual event may be the best option if:

  • Attendees cannot or don’t want to travel.
  • The attendee’s organization doesn’t offer business travel reimbursement.
  • The venue has capacity limitations.
Event hosts could also send out a pre-event survey asking invitees to share their event type preferences. A virtual conference planner could also help determine whether the event should be virtual or hybrid.
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Create a Project Timeline for the Virtual Conference Event

The next step in planning a virtual conference is to create a checklist. A few to-do items on the checklist may include:

  • Researching audience demographics/psychographics
  • Researching event options
  • Researching virtual event platforms
  • Planning event structure
  • Setting a date and time
  • Inviting speakers
  • Setting up sponsor packages
  • Contacting potential sponsors
  • Drafting a digital marketing plan
  • Creating event assets and web pages
  • Promoting the event on social media
  • Setting up audience surveys
  • Reviewing feedback

Choose Your Speakers Wisely

Every event organizer wants attendees to leave the virtual conference feeling inspired, enlightened, and connected. When considering potential speakers, asking the following questions could help identify the right people.

  • Who in the host’s or organization’s network is an industry thought leader?
  • How many speakers should there be?
  • What is the budget?
  • What level of participation should be required of the audience?
  • How much freedom does the speaker have in terms of content?
  • Will the host assist speakers in developing content?

Create a Clear Agenda

Deciding on which platform to use is an important part of virtual event planning for doctors. When researching various platforms, ask the following questions:

  • How much does the platform cost and what kinds of features are included in each plan?
  • Is there an attendee limit?
  • Does the platform offer all the features necessary to successfully execute the event?
  • Does the platform offer technical support before and during the event?

It’s important to decide whether the virtual event should be live or pre-recorded, as this will have an impact on which platform will work best. Pre-recorded events offer greater convenience and reduce the risk of technical issues — a practical option worth considering.

Create a Clear Agenda

Similar to an in-person event, virtual events should have a clear agenda that will help hosts identify potential gaps and anticipate any shortcomings on the day of the event.

  • What is the official date?
  • What does the schedule look like?
  • How long are the speaker presentations?
  • How will speakers engage with the audience?
  • Will there be a live Q&A?

Find the Right Virtual Event Tech

The success of a virtual conference is closely tied to the virtual platform and hardware used to transmit the event. Coast to Coast Conferences & Events has analyzed over 120 event platforms and can provide informed recommendations according to the event’s unique needs.

Ready to speak with a virtual conference planner? Contact our team today to schedule a FREE 20-minute consultation!

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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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