Going Virtual? Here are MNW’s Top 10 Considerations for going Virtual.

You may be asking yourself and your board if your 2020 or even your 2021 annual meeting or fundraising event should go virtual. We walk through the pros and cons with our clients, so they fully understand what is best for their their group. Here are Meetings Northwest’s top 10 considerations for GOING VIRTUAL for your next event:

1. What are the goals and objectives of your event?

If there were no limitations, what would you want to do and why?

Out of that list what works for your goals and budget? Prioritize the list and find the sweet spot.

How will you measure your goals? Design with the data in mind.

2. Know Your Audience

What is important to them? What motivates them? What is their perceived value for your event?

Who are your influencers?

What is their “social” comfort zone (do they like/dislike games, tech challenges, etc.)?

What are their tech limitations or comfort levels? What platforms are they on?

3. Think like a TV Producer

1 hour time slots at most – keep content in short easily digestible segments.

Take breaks between sessions, they don’t have to be as long as in-person breaks.

Communicate break times and duration.

Plan longer breaks 3-4 hours apart for meal breaks (covers meal times in most time zones). Keep the live feed going for those that don’t want breaks with music and sponsor slides, homework like photo challenges, scavenger hunts or quizzes, or open new networking chat rooms.

Include more exciting formats such as talk shows, newscasts, man on the street interviews, award shows. What provides the best storytelling for the best experience?

Engaging hosts are a must!

4. What has to be live and what can be pre-recorded?

What will bring up the most questions/debates/motivations? What concurrent sessions do you need? What speakers are good live?

What can you pre-record and have the speaker engage with Q&A during or after the presentation? What speakers will do better if they can pre-record?

5. How can you integrate sponsors into the agenda?

Options before the event – open up networking early, feature in marketing promotions.

Options during the event – make it easy for attendees and vendors to connect through 1 on 1 meetings, videos, chats, small group discussions; give vendors opportunities to educate, brand marketing and promotions.

Options after the event – offer opportunity to sponsor follow up materials, whitepapers, community networking.

6. How will you engage with attendees?

Before the event – open forum rooms, submit questions early, vendor meetings.

During the event – Q&A, chat, polls, games, challenges, prizes, group discussions, networking options, health activities, surprise and delight moments.

After the event – ongoing discussion, facilitate community building, more networking.

7. What exclusive options or experiences can you offer?

8. What is the best length for your event and your audience? How much can you spread it out without the constraints of venue, travel, etc.? Consider distractions and other obligations for the audience.

9. Will the event be available on-demand after it is over? What additional opportunities does that provide?

10. Think through the entire event from the attendee perspective. How will events and activities flow from their perspective?

Once you consider these questions and how they fit your organization and budget, it is time to get creative. You may decide to wait for face to face, or do several smaller events, or decide to offer a hybrid event (virtual & smaller in person), or you may think a virtual event is perfect for your group. Whatever avenue you take, how you gather your group to transfer knowledge or raise funds is going to look different. Communication is vital – talk to your group. Let them know you are continuing to work towards your mission and would like their help! Get people involved! Consider using an event planner to help you with this transition, it may help your budget in the long run.