Overwhelmed by Upcoming Events?

Leave Virtual Event Program Management to the Experts at EventBuilder

EventBuilder’s Program Management

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Event Planners Feeling Frazzled

Stressful under normal circumstances, event planning and execution gets more complicated as an event strategy expands.

Common areas where events managers look for help with event planning services:

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Talent Wrangling: Reconciling internal and external schedules can be a nightmare for event planners, particularly when booking busy executives or in-demand presenters. Ensuring all speakers attend a dry run and are familiar with the technology takes patience, professionalism, and perseverance; it is an essential step no event planner can skip, regardless of how tempting it may be!
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Schedule Management: Virtual and hybrid events have firm deadlines and an abundance of moving pieces. Making certain cut-offs are met for speaker bios and headshots, content presentations, supporting resource development, videos, surveys and polls all require precise planning and coordination as the number of planned events multiply.
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Analytics: Leaders have seen a strong return on investment from virtual events, making them a focus for scaling. With clear, concise reporting and insights from the event data collected, event planners can easily provide executives the information required to make decisions regarding future event strategy and content development.

The Secret to Scaling Event Programs is EfficiencyAs the volume of virtual events increases, so does the need
to make them as efficient as possible.

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Event Templates

Event templates take the cyclical work of selecting registration page layouts, adding company branding, and standardizing registrant emails for events off the event planner’s list, reducing setup time required for each and freeing them to focus on more critical tasks.

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Plan Ahead

Map out the year’s events and prioritize them based on whether they are critical, important or nice to have. Focus on the critical events and allocate sufficient budget to them. On a quarterly basis, examine your important and nice to have events and allocate budget based on ROI.

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Dedicated Program Manager

Key components to supporting a strategy for scaling events include a dedicated virtual event program manager and technical staff. The efficiency achieved by tapping the experience of a team already familiar with their roles, the technology, and the previously-gained experience from past events reduce the need for re-training.

When in Doubt, Send it Out

Don’t miss critical steps, leave it to our seasoned virtual event experts to keep things moving. EventBuilder’s team of dedicated specialists can plan, manage and report on all your events. Are you ready? Check out our Infographic: When to Outsource Virtual Event Services

How to Make An Event Successful

There are four key elements to making any virtual event successful:

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Event Strategy: A vital step for any event, a comprehensive event strategy is crucial when scaling events and event programs. Successful events require specific and tangible goals, a budget, timeline, key objectives of the events, and a clear communication plan. Clearly defining benchmarks and reports help guide the audience engagement needed to accomplish the organizational goals for your virtual events.
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Event Planning: When planning events, questions that need answers include schedules, staffing needs, event duration, event format and presentation styles, inclusivity and accessibility, topics, speakers, and technology. The answers to these questions become the task list for a comprehensive plan and ultimately, a successful virtual event.
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Event Management: Event managers are responsible for managing schedules and deadlines for content, dry runs, materials, and event communications well before the event date. They are the go-to person for managing the event day-of, including answering questions, providing technical support and occasionally tasked with emceeing events as the host. Dedicated staff are needed to manage the virtual event independent of the presenters.
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Event Analysis: A thorough analysis of the data collected is an important piece of any future event’s success. Conducting timely reviews of attendee surveys provides insight into whether the event met the goals of the organization, and qualitative feedback can be used to help improve attendee experience going forward.
Ultime Virtual Events Checklist

Download a copy of the Event Planning Checklist

Download The Event Planning Checklist

How to Improve Event Management 

EventBuilder’s virtual events experts know what it takes to deliver successful events. Here are their top tips for improving your event management:

Advanced Planning
Clearly Defined Event Roles
Practice, Practice, Practice
Learn, Revise, Optimize
The Right Technology
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Allowing adequate time for event promotion, training, schedule coordination and presentation development is critical for high quality events.

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Make sure your event staff’s duties and timelines are clear - assign tasks such as starting/stopping the broadcast, serve polls, answer chat questions, keeping presenters on time, and troubleshooting technical difficulties. Everyone should know their role and their responsibilities ahead of the big day.

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Even the most seasoned speakers need to practice their presentation with the event management team. Knowing when to expect polls, answer questions, and how to manage a technical problem is important for smooth delivery day-of.

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Attendee surveys provide valuable feedback for a comprehensive strategy for future events.

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Every event organizer’s nightmare: technical failure. Having a team of virtual events pros to back you up in case of catastrophe is where the team at EventBuilder shines, providing customers with reliable, secure software and services that scale capacity without sacrificing audience engagement.

Professional Services include:

  • Virtual Event Program Management
  • Event Planning Services
  • Event Strategy
  • Event Management
  • Event Analysis and Reporting
  • Virtual Conferences and
    Hybrid Summit Event Management
  • Presenter and Event Software Training

 

Schedule a free event strategy consultation