Presenters get access to the presenter portal to record and upload their presentations. Introduction: "The evolution of technology has provided virtual events the power to cut your costs dramatically, boost your reach globally and position your business innovatively" - 8 Steps to Host a Successful Virtual Event, Vfairs Conferences are usually run on an annual basis for different purposes, such as generating more sales, increasing brand awareness, and Copied to clipboard. With our free event planning template, you have a guide for every step of the event planning process. The best way to do this is to simply ask in a pre-event survey. Step 7: Don't just end your virtual meeting—close it. EVENT: DATE: 3 MONTHS BEFORE THE EVENT: 2 MONTHS BEFORE THE EVENT: 1 MONTH BEFORE THE EVENT: 3 WEEKS BEFORE THE EVENT: 2 WEEKS BEFORE THE EVENT: THE . One thing a virtual event does not have to compete with on a large scale is date availability at a venue. Pre-Planning Considerations . Step 6: Be the best virtual meeting host ever. Create a speaker or panelist guide on pre-recording or live streaming presentations. Locations like museums, historical sites, theaters, libraries, and sports arenas have all hosted conferences. Planning a virtual event as a business owner isn't the same as hosting a live event — you'll need to get creative in how you engage your audience. The Ultimate Virtual Event Timeline. ): Launch early-bird VIP sale. You typically have two choices when planning your virtual summit: live or recorded. Choose a time and date. Virtual Platform/Tools. Suggested Timeline/Checklist for Planning a Live Conference When we started planning the Six-State Virtual Government Information Conference in 2010, we had no checklist when - we learned as we went along! 4. Once you've set up your event web page, test it to make sure it is working properly. Even if you decide against hiring production help, your virtual event timeline should still consist of at least 12 weeks. The event planning timeline will be established when the date of the conference is publicized. "Start by developing a timeline and break . 3-4 months before the event. Meet face-to-face on video: Ensure that every member at the virtual meeting can see one another. along with any additional pricing to include . When planning an event at Frostburg State University, there are many steps that you should take to ensure your event is successful. are example questions to ask. green italics. While initial tasks may be managed by one person, enlist the help of your staff as the event draws closer. Meeting/Activity Type. During the fall months, Housing and Residence Life staff are planning for the following summer and recruiting new groups to book a stay at . 13. When it comes to your total event program, virtual events can be added to the mix of events you host, events you attend, and your internal events. To share challenges, solutions and ideas for improvement for the next event. Prior to seeing the light of day, events need ample time, care . Successful events will often take months of development and planning. Deadline to: Submit your final catering count - 10:00am. Here is a comprehensive webinar and virtual event planning timeline with a built-in checklist to ensure you don't miss any crucial steps when planning your online conference. Earlier this year, we spilled some of our industry secrets about virtual events. A highly recommended step in our virtual event checklist. Make sure the venue aligns with the event. A lot of event planning is virtual these days. WebinarJam pricing and plans include 3 paid plans from $499.00/year for 500 attendees to $999.00/year for 5,000 attendees. Focusing on your event's must-haves is imperative, especially when planning on a short timeline. Having a brief ready to go will expedite the process and endear you to speaker bureaus everywhere! Select a menu. Online Office Games (Most Popular) Online Office Games is one of the most popular virtual social events in the world. We created this planning template to guide you every step of the way towards organizing a virtual event from scratch. Weekly for Week 10 - Week of Conference. It takes a lot to organize an event, and virtual events are no exception. Virtual Platform/Tools. Virtual events can offer planners, stakeholders, and attendees an exciting experience when carefully planned and executed. Note: an acceptance of terms does not . Must provide: Draft of event diagram (if applicable) Event timeline. . February 1. You made it a special experience! Though WebinarJam does place a four-hour maximum time limit on virtual events, it's still the best fit for businesses especially concerned with affordable online conference platforms. . Author: Casey Gale. To help you get started on the right track for your virtual event, we've developed The template can be accessed by a simple download. Budget for your event before it starts, create an actionable event planning checklist, and track tasks to keep everything running smoothly. If you've been following along chronologically in this blog series, you've read our introduction to virtual events, including an overview of objectives, audience, and technology considerations, and you've read through the details we've shared on the virtual event location, content types and considerations, communication […] To learn how to start your all-important event timeline, read on for more advice. 6-8 Weeks in Advance: Set Up and Test Your Event Web Page: Make sure that your event web page is set up so that it's as easy and smooth as possible for attendees to get their Zoom login information. Virtual Events Logistics Planning Consultation . Team GTR • February 9, 2021. This ensures that the attendees will receive the correct confirmation, reminder emails and . Important Dates: Date 1. next hybrid event. Registered Attendees Get Access to Platform. Build plenty of time into your schedule to allow for proper planning, creation . Create event budget and timeline. webinar/virtual event provider to build and host your registration page. To get your planning off to the right start, you can download our free event Gantt chart template via the link below. Step 2: Pick your virtual conference platform. . Webinar & Virtual Event Planning Timeline and Checklist Select the topic(s) of your event Has this topic been delivered before? Step 4: Conduct pre-meeting checks. How will your content set itself apart? Deadlines are missed, a speaker backs out, and you forgot to send that one confirmation email to attendees. With live presentations, you'll have a lot of interaction with your attendees. Neither are Virtual Events. Follow the timeline to simplify preparations and check the box as each item is finished. Establish Virtual Conference To Dos/Timeline. Weekly for Week 10 - Week of Conference. . To gain a deeper understanding of how you can translate your events to a digital space, please join us for a daily demo webinar. Convert Attendees into Customers. When planning an event, you must consider what attendees and participants expect in order to put on a show that matches their expectations. This event plan template includes areas where you can list strategic elements such as objectives, target audience, and messaging as well as logistical details such as catering, programming, and audio-visual requirements. You can use this template to: Easily schedule event tasks with simple drag and drop functionality. Create a plan to promote the virtual event from advertising to marketing to telemarketing to social media. Create new tasks and milestones specifically for your custom event. Identifying the event's main goals. Instead of people meeting under one physical roof, they meet in a shared online virtual environment.. As a matter of fact, if you don't go with a production company, make sure you extend the timeline even longer. It's fun. Top resources for hybrid events and virtual event planners. This Article Contains: 5 Steps to Virtual Success. Conduct a pre-reunion survey to understand what your attendees want out of your event. Step #1: Build Your Virtual Conference's Visual Identity, Format and Schedule. Featured: NATIONAL PLANNING CONFERENCE Planners Learn and Reconnect in San Diego Thank you to everyone who joined us in San Diego for four days of reconnection, inspiration, and learning at NPC22. Planning a virtual event takes almost as much time as planning a live event--anywhere from 6-12 weeks depending on the scope of the event. Virtual Conference Timeline. Note the "Critical Deadlines" which are firm; missing a . Now, this may not be something you need for say, a wedding (that'll be up to the bride and groom . Virtual events can offer planners, stakeholders, and attendees an exciting experience when carefully planned and executed. As a corporate event planner, your career DOESN'T need to suffer due to the COVID-19 crisis.Yes, while in-person interactions are not really feasible at the moment, you still have plenty of other opportunities available to you - including virtual services.. Planning Virtual Events: Checklists, Best Practices and More. Awareness Week. So if there is a timeframe that may work better, go ahead and put it on the calendar. Virtual event planning: How we took a 3,000-person virtual sales and . Creating a unique virtual event planning checklist is the best way to stay on track and make sure that you're covering all of your bases as you develop, design and host your online event. Simu-live sessions or activities are pre-recorded videos for broadcast (streamed) over the Internet at a specific date and time, but are not necessarily publicized as being pre-recorded much like many "live" television shows that were recorded earlier in the day and run as a . 1. Know your "why." . Create content/speaker and entertainer wish list and B list, with budget limits for each . It doesn't matter . Picture the theme you'll want your virtual event to follow, and make sure you stand out! But that's no reason to throw in the towel! This tab is fully automated, so be sure to not edit anything here. Your virtual event budget will vary from your in-person event budgets. But consider the needs of your group: A . This checklist has been created to assist all groups in planning a successful summer camp or conference program at Drury University. Hint #2 for success: The timeline for keynotes from receipt of brief to acceptance of offer can be 2 days to 4 weeks, depending on how many offers your speaker is juggling or how peripatetic their schedule is! Think of it as your ultimate hybrid event planning checklist! Comedian/Performer/Speaker. Concert/Music Performance. Prepare video content, keynote speeches, and blog posts for distribution. However, planning a virtual event can be difficult because there's a lot to consider to create memorable event experiences. Step 8: Follow up immediately. Using an event timeline template will help you block your hours, days, and weeks out so that you can visualize each step of the way: Use color hues for each day, week, month, or even specific activities. It's a huge decision because the format you choose will shape up the experience of your audience. Establish Virtual Conference To Dos/Timeline. This can be used to walk through an initial consultation meeting with someone requesting support for a virtual event. Announce new conference dates. Thanks to technology and video streaming services, virtual conferences are similar to physical conferences in that they allow people to gather together, share information, and connect with one another. When possible, establish the connection about ten minutes before the meeting begins. To keep the community and story going past the event and generate interest in future events. Here's a conference planning guide full of tips to keep you and your team on track: 1. Virtual event planning is now a subspecialty within the event planning industry. Virtual events are not a replacement for other types of events, but a new type to add and to enhance your entire program. Before you start reaching out to speakers or creating social media ads, you need to establish your conference's visual identity and format. Forget the stress of event . Join us for NPC22 online May 18-20 for a unique virtual program. Alternative venues can lend unexpected flair to a conference. 1: Purpose 2: Positioning 3: People 4: Platform 5: Promotion 6: Production 7: Post-event engagement. It was a different world back in 1996 when we first launched GTR™ Event Technology. Visualize your event plan on a timeline. Decide on marketing materials . a virtual event is more than simply moving your in-person event online and takes considerable thought and planning to execute successfully. This will help you make the right decisions, especially in a field that is relatively new to event planners. lay out keynotes, speaker tracks, and breakout sessions with Timeline view. The ASTRO Annual Meeting's virtual platform, 6Connex, mimicked the look of the event's original host — the Miami Beach Convention Center — and allowed ASTRO President Thomas J. Eichler to greet guests upon their arrival. This thorough template can guide your planning . The timeline for a virtual event. February 24. Life event timeline template is a template that can be used in different ways to suits your daily, weekly, monthly or yearly activities. Theme decision . Deadline for presentations to be uploaded to the conference platform. Send useful content to attendees via email to keep engagement after the event. The " Management Overview " tab in the virtual event budget template gives you a high-level overview of the financial state of your event. We recommend an optimal runway of at least 4 months if starting from scratch on a new virtual or hybrid event. Develop a detailed marketing timeline. 18 weeks of planning: Biweekly for Week 1 - Week 9. 60+ days. . Any changes requested and approved after this deadline will incur a fee equal to double the rate of each requested service. Your timeline may vary, based on whether or not your conference involves the program proposal process. Creating a Run of Show can keep your team on track, keep your audience engaged, and ease anxiety for everyone involved. The template can be used to schedule a doctor's appointment, yoga sessions, vacation time and even schedule massage sessions. In the management summary, you will find the total budget that you have allocated to the event, as well as the total costs. Let's face it: We don't always have the time—or the budget—to build the virtual event of our dreams. Find elements that can be cut out. It's flexible enough to adapt to any large-scale corporate event, whether you're planning a conference, trade show, or festival. But the conference isn't over yet. For over 25 years, Trish Ara, CMP, CTC has helped event planners find the right venue for their event. With purpose comes planning and, to execute successfully, time has to be on your side. It is a viable alternative to hosting an in-person event. Create Promotion Materials: Prepare all of the graphic . Gather speaker biographies and confirm details. 11. Choose a virtual event platform or an online conferencing platform for the event. A virtual conference is an online version of a physical conference.. There are so many ways you can utilize and offer your customers virtual services.Thanks to the advancement of technology, tradeshows . 5 min read. A virtual event is a technology-driven event where content and activities are delivered and administered to an online audience. 55% of communication is body language, while another 38% is tone of voice, according to research. Step 1: Choose your event. Marketing Materials Needed: Important Dates: Date 1. Note: an acceptance of terms does not . For each task, identify who is responsible, required actions, and deadlines. 408-899-5464 events@shiloh-events.com 1. Announce new conference dates. By filling sessions via proposal . Partner with your alumni association to source contact information for all prospective attendees. 3. Create emergency plans. Having a brief ready to go will expedite the process and endear you to speaker bureaus everywhere! 14 - 12 Months Ahead. Marketing Materials Needed: 2. The virtual events industry is projected to grow tenfold between 2020 and 2030, from a $78 billion market to a . Download or edit it for free. The Vario Team. An event planning timeline is crucial to making your event a success 1-781-279-9887 info@gcgeventpartners.com 18 weeks of planning: Biweekly for Week 1 - Week 9. Step 2: Figure out your event format. Theme decision . Rome Was Not Built in a Day. When it comes to effective event planning, you don't just . Sure, you don't need to book a venue or worry about catering, but your virtual event still needs a Virtual Event Planning Checklist, thoughtful strategy . This activity is fully hosted, and includes icebreakers, trivia and mini competitions. Identify and secure speakers and their travel/housing arrangements. We're doing it again with a new ultimate hybrid event timeline! Create a virtual event budget. Why Virtual Events Require More Planning Time. Pre-Event Planning Survey Questions. Submit your final event diagram (if applicable) Copied to clipboard. Event Registration Submission Timeline. 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