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How to Take Your Event Virtual in a Short Amount of Time

Taking your event virtual doesn’t mean it’s going to be a long and hard transition. It can actually be very easy and seamless when you do it the right way, even if you are short on time.


First, define how your event is going to translate over to virtual and set its goals. Will it practically be the same as if it was in-person or are there elements that will not transfer over to virtual well? This is important to note because it helps you lay out your event agenda as well as pick your platform. You may have to get a little creative with some aspects.

Secondly, decide which event platform will fit your event’s specific needs and goals. Maybe your event isn’t very in depth and Zoom would be an easy option. Or maybe your event requires different features that fit best with a different platform. It’s important to get this figured out as soon as possible so that you can prepare your audience and speakers. If you aren’t using Zoom and still want an easy platform to navigate, we highly recommend Hopin.

Next, get a list together of special guests you want at your event. Whether it’s speakers, entertainment, or your host, it’s important to get this squared away quickly. If you need help finding speakers or topics, ask connections in your industry and/or potential attendees if they have any suggestions. This will help you find out who and what people are interested in hearing about. Don’t forget to include entertainment in your virtual event. This has proven to be one of the best ways to keep attendees engaged and attentive. Whether it’s a fun round of trivia in between sessions or an exciting happy hour performance and Q+A with a well known entertainer, virtual entertainment helps bring the event to life. (Interested in booking virtual entertainment? Visit www.bookwitheva.com)

After booking your entertainment and speakers/hosts, it’s important to get this info out into the public for marketing and registration purposes. This is a great way to promote your event and get individuals interested in registering. Find fun ways to promote your speakers and entertainment that gets attendees excited. It’s always a great idea to ask all special guests to create a short promo video that you can use for marketing your event. Also, make sure to schedule a time for your special guests to get a run through of the platform and have a sound/tech check.

The transition from an in-person event to a virtual event doesn’t have to be difficult or more time-consuming. When you follow the right steps and find what works best for your event, you will have successful results. Enjoy the process and embrace the change!

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