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The Top 11 Virtual Event Tips from Planners Who Pivoted in 2020

Live events around the world suddenly came to a screeching halt in early 2020, forcing event organizers to pivot from in-person to online events.

An event hosted on the Boomset Virtual Event Platform
An event hosted on the Boomset Virtual Event Platform
Photo courtesy of Freepik.

Even prior to the pandemic, Boomset by Hopin, an all-in-one solution for in-person, virtual, and hybrid events, had a mission to provide planners with a user-friendly event experience through cutting-edge technology and superior customer service. Providing a safe and secure forum for people to attend online events where they can learn, receive accreditation, and network with one another, the Boomset Virtual Event Platform successfully transitioned many existing and new clients from live to virtual.

The event industry is forever changed with still so much uncertainty, yet building trust with event communities from the ground up has been an incredible journey and learning experience for everyone. The team at Boomset by Hopin asked over 50 event planners the lessons they've learned when organizing virtual events. Below is some of the most valuable advice and hottest tips they've shared.

Pre-Event Planning

  • After setting up your team on the virtual platform, plan for a six-week timeline to best prepare for your virtual event.
  • For virtual events with prerecorded video, consider working with a production company—if you don't have an in-house team—for a more polished look and feel to presentations. 
  • Educating all staff, speakers, sponsors, and attendees is imperative. Everyone involved behind the scenes must understand their roles and responsibilities. Define them clearly and execute them with dry-run tests before live event day.
  • Give exhibitors and sponsors at least two weeks before the event to design their booths and arrange their schedules to make the most out of networking at the event.
  • Know what kind of reporting and analytics you will want to review during and after the event.
  • Encourage attendees to log-in early to access and test the platform and address any potential issues.
Speaker Prep

  • Presenting online is very different from presenting on a stage! Ensure speakers have their content prepared and establish guidelines for successful delivery on the day of the event.
  • Rehearse, rehearse, rehearse—it's crucial! This allows for your speakers to fully understand timing and other functionalities like broadcasting features such as screen sharing, hiding cameras, and muting microphones.
  • Absolutely have speakers log into the rehearsal stage 30 minutes prior to the live event to ensure everyone is able to access their session and run through any final details.

During the Event

  • Announce a go-to contact to serve as a moderator and dedicated problem-solver throughout the event.
  • Designate a person to engage with attendees to interact. Your moderator, event hosts, or admin can encourage interaction in chat, polls, and prioritize and highlight Q&A.

Creating a successful virtual event is no different from in-person events in the sense that you need to make sure every day is choreographed to the minute! Design a solid timeline for your event with cues for the virtual platform to prepare and execute an amazing experience.

To learn more, visit boomset.com