As the landscape of events continues to evolve, mastering the art of the virtual components has become essential for event planners. Working with the right partner can be a game-changer. Ultimate success lies in the details. Here are some key practices to ensure a harmonious collaboration and a successful virtual event.

Define Your Goals

Before diving into the logistics, clearly outline your event goals. What are you aiming to achieve? How will you measure success? Understanding these aspects is crucial in aligning efforts and setting the stage for a successful virtual experience.

Create a Run of Show

Organization is key, and a comprehensive run of show is your roadmap to success. Work closely with your event partner to create a detailed plan outlining each segment of your virtual event. Leverage any templates your partner provides. Or collaborate to build a customized plan that aligns with your goals and audience expectations.

Know Your Speakers

Your speakers are the heart of your event, and their comfort with the virtual platform is paramount. Take the time to understand their familiarity with the technology. Solicit your event partner to schedule connection tests and dry runs or platform demos to ensure they are well-prepared. A confident speaker translates to an engaged audience.

Identify and Prepare Your Meeting Assets Early

Avoid last-minute surprises by identifying and preparing your meeting assets in advance. While last-minute presentation edits can be made, providing your partner with an early overview of materials is immensely helpful. This allows for smoother integration and ensures that your virtual meeting runs seamlessly.

Establish a Detailed Timeline of Deliverables

Communication is the backbone of successful collaboration. Establish a timeline of deliverables, clearly outlining responsibilities on both sides. What do you owe your event partner, and what can they expect from you? A transparent timeline ensures everyone is on the same page, reducing the risk of last-minute hitches.

Collaboration is Key

In the dynamic world of virtual events, collaboration is key. By following these best practices, you’ll not only streamline the planning process but also set the stage for a memorable and impactful virtual experience.

Be sure to read our article, What is a Professionally Managed Event? The right partner, like OpenExchange, can act as your concierge to plan, execute, and support your virtual event with backing by robust industry and technological expertise.