Simplifying Online Events

Continuing with the theme of “biggest concerns about online events,” another worry I hear from clients is that hosting virtual events just seem so complicated. This is understandable when you’re approaching a medium you haven’t utilized before or even changing hosting platforms. There is a bit of a learning curve usually when starting a new type of marketing strategy, but a lot of virtual event platforms have one or three great solutions to that for you.

  • A Best Practices Guide
    • Typically this is a PDF or document that answers most of the questions you may have about hosting an event with that particular platform. Many online events are self-service, which means that they are simplified as much as possible.

      As someone who’s just purchased an online event, you’re not expected to know how to run the show. You’re expected to know your presenters and exhibitors, as well as to market the event, but actually putting together the event should be as simple as it can be. The success of your event is the paramount concern for the company you bought it from, so they really want to help you as much as possible.

      This document usually is FAQ style, with common questions addressed in step-by-step fashion to help you navigate through the platform. If it’s in PDF format, it usually has links as well, to help you to move through the process in a easy and painless manner.

  • A Project Manager
    • For a lot of platforms, a project manager is an add-on. This is a person who is assigned to your event(s) and who is available for you to call, email, contact however you see fit.

      This person will have helped out with a lot of events before and has been trained extensively on the platform. Not only can they answer your questions, but often they will actually either help you set up the event or take most of it off your hands.

      For instance, with vConferenceOnline, the project manager can actually set up the entire event for you. You will send them abstracts for sessions, information about speakers, even contact information for speakers or exhibitors. They can then contact them directly for all of the information and set everything up for you.

      One great thing about project managers is that they have access to information about previous events. This means statistics and analytics about similar events to your own, allowing you to find out things like: how many sessions will be best? How long should your sessions be? How do you encourage attendees to speak to the exhibitors?

      As above, none of these platforms anticipate you knowing how to host your own online event – that’s why the platforms exist. It’s their job therefore to help you succeed with your event so you’re happy (and they’re happy to!)

  • Live Support
    • For platforms who don’t have project managers, often they will offer live chat or email support to help you out with your event. Similar to the project manager, this will be a team of customer service representatives who are trained on the platform and know the answers to most, if not all, of your questions. If they don’t know the answer, they have access to project managers who do have the answers.

      As with the project manager, this option is typically an add-on for other platforms, not included with the purchase of the event itself. However, the knowledge and experience you can access is well worth it for those who aren’t comfortable with the platform yet!

These three options are usually available on all platforms in some shape or form. The best practices guides are usually included with any event, while the project manager and the live support are typically add-ons. These give you three ways to access the platform’s expertise and experience!