Working with your team members, you might have been used to organizing some events for various purpose. However, it is physical events we talk about. During this physical distancing time, physical events are not possible but virtual ones can do. It may seems easier to set up virtual events because you don’t think you will need many things to organize such as booking a place, preparing needed documents, foods, etc. However, it may not as simple as you thought it would be either.
How to organize virtual events successfully during remote work
There are many things that can go wrong when setting up a virtual event in this physically distanced world. So here are things you need to pay attention to to organize successful virtual events during this remote environment:
Always be prepare by making a plan and agenda from the beginning. A solid plan and agenda is like the basic guide for you to run through everything for the event. Keep in mind that just because you don’t have to run here and there, there are many things you need to prepare. There is even saying that you need to prepare to fail if you fail to prepare. Make a list of things you need to make sure the event run smooth. For virtual event, you need established connection instead of soft chairs.
There is no need for you to recreate in-person experience for a virtual event. It is understandable that you have such wish. However, there is no real benefit gained from that. What you need is the same outcome people would receive in person, not the experience. Always focus first on what real human need when dispersed.
Instead focusing on generating demands, it is best to focus more on the value specifically. It will draw a lot of people in because when you give the value, you get the value. Also, networking capabilities should be facilitated well. During a virtual event you organize for your team members for example, make sure that you invite and introduce professionals who can share their expertise, knowledge or even experience with your team members. Make sure to let your team members professional you are going to invite for the event to draw more their interest.
Make sure that you schedule breaks for the virtual event. Just because it is done virtually doesn’t mean the participants don’t have a need to go to the bathroom to refresh themselves. You can also plan a breakout period for people to engage through more fun, interesting activities. Playing simple games for example, can put the participants to relax and stretch a little bit before continue with the workshop or webinar.
Find the right platform to facilitate the virtual event you are setting up. If you are going to use particular software for the event, make sure to test it out first. You can even go live dress rehearsal with your internal team beforehand. Then, make sure that the content and conversation is engaging, insightful, and entertaining.