I am altogether awe of professional event planners. Especially those that handle a million details and look *good* doing it. My first job out of school was to deal with the logistics for study tours for local government officials from Eastern Europe coming to visit medium-sized cities to observe government worked in the United States. It had been a hardcore job.
I was personally responsible for the, welfare, transportation and education of 12-25 VIPs who were twice my age and who didn’t speak English. There have been one thousand details to master from bus schedules, to confirming appointments to ensuring the trash was emptied in the conference rooms. I even had midnight requests for chess boards and tennis rackets. In retrospect, I’m glad that was my first professional job — because ever since then I have planned many events (including a gala that raised half of a million dollars) and they all were a piece of cake compared with my initial job.
As a digital assistant, I now almost exclusively help my clients plan virtual events (from teleseminars to big multiday events), but I discover that lots of the lessons I learned on that first job planning study tours transfer over nicely to the virtual world. Listed below are a few of my best strategies for virtual event planning.
1. Aim high. Although maybe you are just beginning in your marketing career – don’t be afraid to ask the big names in your field to participate. People are usually very willing to help and are flattered to be asked.
2. You can never confirm way too many times. Plans change and folks are busy. Don’t be afraid to re-confirm 3 or 4 times simply to make sure that your presenters are on board virtualevent platform. Even with the confirmations, have a straight back up plan ready in the event a speaker needs to back out at the final minute.
3. Have a specialized run through. Be sure that your bridge line is working, that the sound is good, that you understand the buttons to push. Doing a mock teleseminar can assist you to and your client feel much more comfortable once event day arrives.
4. Scripts (even loose ones) make people feel comfortable. When I used to plan large events, I would put together the thing that was called a detailed which was a timeline and loose script for your event. I still help clients with this particular once we do teleseminars. It helps to make a general shape for the event.
5. Don’t forget to thank anyone or everyone who has taken part in the event. The world is a tiny place (and the internet world is even smaller). You don’t know when you’ll be working together with someone again. Not merely is saying thank you polite and good karma – you’ll probably be working together with that individual again — so an instant thank you makes sense.