From In-Person Meetings To Virtual (Opening Session)

Presented by Jody Shaw, CMP, PMP and Magdalena Bonnelly, MSc


As all meeting planners know, relevant content and audience engagement for your meeting needs to be implemented together but taking your meetings to virtual space these days puts even more pressure on meeting planners to excel at content creation and preparation. The quality of an event is dependent on the quality of the content creation like event website, event registration, live components, pre-recorded components, Q&A etc.

Let’s start deciphering what it takes to ensure you have a successful virtual event.

At the moment, we know all events have transitioned to virtual conferences and with that said, most event staff has limited experience overseeing events in the virtual space.. so as it usually happens in meeting planner’s life, we are all learning on the job, while trying to produce a successful event. Here are a couple things to keep in mind when planning hybrid or virtual conferences.

Start with your main event objectives at its core - what elements do you need to ensure success for your new virtual event. Using the same approach for virtual attendees as it was done for in-person conferences, is one of the biggest and most common mishaps. Other areas of hybrid/virtual event fails are: poor production planning, navigating through time zones and event session lengths (think “zoom fatigue”), choosing too simple or too complicated platform for your event, lack of beta testing of your platform and many others, which hopefully we will help prevent with series of articles about these topics.

In our next “breakout sessions” we will dive deeper into the topic of virtual and hybrid events to help our fellow meeting planners with ideas for networking, content and community building. Stay tuned for more!

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