Event Tips for Business and Staff Organizers. As the name suggests, virtual event planning is a process of creating and executing events online, through social networking sites, and through email or chat platforms. Virtual event planning can be done by any business that is organized enough to be able to communicate with its attendees. However, it requires much more planning, much more research, and much more attention to detail than an in-person event. There are several things you can do, however, to ensure your virtual event planning project is successful.
Use event planning software. Some companies are turning to event planning software to help them manage their next event with ease. Event planners can input data from social networks like Facebook into a database. This information can then be used to target specific audiences, generate advertisements, and even place website links on the attendee’s website. The resulting impact of this tool can be very powerful.
Use the power of email and chat. Many event planners are turning to email and chat programs for virtual events to connect their attendees. E-mail and chat programs allow you to send announcements to multiple people at once, which is a great way to announce multiple activities happening simultaneously. If you want to, you can also post the event on social networking sites. Using both methods will allow you to reach a lot of people, since you can send invitations to your attendees from your work computer, laptop, or mobile device.
Use crm tools. Most major event management software providers offer a hosted CRM solution. This includes tools for managing contacts, appointment reminders, event planning and programming, customer service, sales support, and event registration. These tools are often included as part of the event software package.
Be flexible. Flexibility is one of the hallmarks of successful in-person events. Virtual events are still of course open to people who can’t make it to the event, but they’re not wasted. You can make changes to the program at any time and even have these changes reflected in your online schedule. This is a powerful and cost effective way to allow event organizers to handle their virtual events.
Implement a crm strategy. One of the best Event Tips for event management professionals is to implement a comprehensive CRM system. The benefits of using a CRM strategy include scheduling, billing, inventory, analytics and tracking. Many software providers also offer event management tools that automate many of these processes, but the best systems can even provide interactivity with attendees. You can use this interactivity to attract new leads and to keep current attendees engaged.
Get done with the paperwork. Event planning is tedious and requires a lot of planning, especially with a large number of attendees. Since many of the tasks involved with event planning cannot be automated, event organizers need to do a lot of research and legwork in order to get things done efficiently. In addition to using event software and a CRM strategy, you’ll also need to hire professional staff. To streamline the planning process and get more done on a timely basis, you should outsource some of the mundane tasks, such as printing brochures and passing out programs or invitations. If you’re not comfortable delegating these tasks to other members of your staff, consider hiring an outside event planner service.
Integrate technology into your planning and execution. There are many tools available to event planners today to help them streamline their business processes. Some of the most popular tools include web-based email, web-based reporting and workflow tools like web boards and task management tools. Some tools like the Microsoft Office Front-Page applications are free and can be used by even a beginner. Other tools like electronic whiteboards may be expensive and require licensing fees, but they’re immensely useful for event planners who want to have the ability to capture and present data in a more visually-friendly manner.