What to Consider Before Planning a Virtual Event

It seems that we have no choice but to stay cooped at home due to the ongoing threat of the virus. Unfortunately, a lot of large industries have already been affected by COVID-19. This includes tent rentals, event rentals, staging and dance floor rentals, and other events-related businesses.

Events, both big and small, either got postponed or canceled. Soon-to-be-married couples have no choice but to cancel or postpone their much-anticipated wedding day. Even the NBA, prestigious marathons, and other sports events have to be canceled as well.

The events industry is among the large hit due to the threat of the ongoing virus. It is a bummer that an event a lot of people anticipate for ends up getting postponed or canceled. However, it is also a huge blow for event organizers in terms of wasted budget and time.

Planning for an alternative event

Getting stuck in your home for several weeks can be boring and even frustrating. It is especially an extrovert’s worst nightmare. In the meantime, we have no choice but to stay at home until the impact of the virus lessens.

Meanwhile, we are fortunate to be living in a digital age. Communication has been a lot easier, thanks to camera phones and teleconference apps. It is true that this virus has impacted almost all business industries, including wedding tent rentals and party rentals.

Even if physical events aren’t possible nowadays, this doesn’t mean you cannot plan for one anymore. There are possible alternatives to hold an event without renting a venue or gathering large crowds. One of these is through virtual events.

What to consider in planning a virtual event

Back then, there were no Skype, Zoom, and other video services. No Facebook Live as well to watch artists and other people while browsing your social media account. Nowadays, we have the opportunity to keep updated and connected through these video services.

These tools can also work if you want to plan a virtual event. Here are some things to consider if you are planning for one.

Who is your audience?

First of all, you need to understand who your target audience is before having a virtual event. What kind of event format and topic will they be interested in? Is your target market familiar with social media? You can conduct a survey first so you know how you will plan for your virtual event.

What will the format be?

The main goal of organizing a virtual event is to engage your target audience. It should be something that will encourage the audience to participate and learn from the event. It can be an online seminar, a workshop, or a talk-show type.

What will be the platform used?

There are a lot of live-streaming services where you can post your virtual event. Facebook Livestream, YouTube Live, and other similar services are great platforms to create a virtual event.

How are you going to promote the event?

Thankfully, it is easier to promote a virtual event without going outside the house or spending a lot on advertising. Social media is a great channel to promote your event. Don’t forget to add an event hashtag to find the event easier. Also, make sure to set it in a time and date where is most convenient to your target audience.

Planning for an engaging and effective virtual event

The events industry is among one of the most hardly-hit due to the impact of the virus. However, this doesn’t mean these events company owners cannot be productive at this crucial time.

For example, there are some party tent rentals businesses who lent their tents as alternative storage areas and makeshift medical triage tents. There is less income for events management planners and owners right now. We have to use what we have to help others and to think of other ways to engage audiences albeit virtually.

As for virtual events, it is important to keep your event short and simple. The last thing that you would want to happen is your audience logging out while in the middle of the event. Make sure to keep your virtual events straight to the point so that your audience will be hooked until the end.

Setting your event goals while on lockdown

Starting an event during this trying time can be challenging. However, there are still ways to conduct an event in the comfort of our own home. One of which is through virtual events.

In the meantime, we have to stay at home until the coast is clear. Meanwhile, event rentals in Northern VA can also do their part in helping our front liners in this crucial time.