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Tips for Planning Successful Virtual Events

The 3 P’s of Successful Virtual Events

By Dan Toland

I’ve produced hundreds of live Virtual Farm Trips® and other virtual events nationwide for over a decade. From the early days training teachers how to use Google Hangouts and Zoom (crazy, right?!), to advanced production methods used today, I’ve always followed a consistent formula for virtual event success.

This is the first post in a three-part series outlining the “3 P’s of Virtual Events” – Planning, Promotion and Production. Following these tips will set you up for success when hosting your own virtual events.

Let’s start with Planning – where your vision starts to become reality. 

This “P” contains five “W’s” to keep in mind as you set your plan in motion.

 

WHY

  • Define the purpose of your virtual event, and keep it top of mind throughout the entire process. 
  • What messages do you want to convey? 
  • What goals do you have for yourself and your audience? 
  • How will you measure success? (Tip: pre- and post-event evaluations are a great idea)

Download our FREE Guide, “The Keys to Hosting Successful Live Virtual Experiences”

Visit VirtualFarmTrips.com or Contact Dan to learn more about our services

Our partners share how they host live virtual events in the podcast episode below

WHO

  • Identify your audience and determine if it should be segmented. For example, we usually host separate trips for young elementary and older high school students. 
  • How will you engage with your virtual audience – chat, Q&A, audio, cameras on or off?
  • Determine your full production team: presenter(s)/speaker(s), moderator(s), on-site camera operator(s) and support. Engage all in early planning.
  • Tip: Choose engaging, personable speakers and a skilled technical producer (like me!) to ensure smooth execution.

 

WHERE

  • Select your physical location and virtual platform, and land on a willing and personable host. 
  • Test connectivity at your chosen location to ensure it’s viable for a live event. 

 

WHEN

  • Plan your timeline carefully. I recommend 6 weeks from ideation to hosting your event. This provides ample time for testing, building registration, promotion, outlining, visual prep and rehearsal before the live event. 
  • Clearly set deadlines at each stage, and delineate responsibilities amongst your team to meet them.
  • Tip: Consider your audience’s availability when choosing a day and time for your event. 

 

WHAT

  • Obtain the necessary equipment, platforms and content needed for your event. Ensure your team is familiar and trained with the tools you’ll use.
  • Consider supplemental materials and resources to provide before, during or after the event. This can enhance the experience for your audience.

Overall, be sure to take your time during this crucial planning stage. Don’t announce or promote your event until planning and testing is complete. Ensuring you have all the players, platforms and positioning in place, while leaving room for flexibility well in advance, sets a strong foundation for a successful virtual event. 

 

Next Up: Tips for Successful Virtual Event Promotion

Skip ahead to Part 3: Tips to Produce Smooth and Successful Live Virtual Events

 

Dan Toland has worked for and with farm organizations since 2007 to enhance advocacy and education efforts through digital platforms. As Shift•ology’s Director of Virtual Experiences, he has grown the company’s Virtual Farm Trips® program from a single trip for a few classrooms to a platform that has provided customized LIVE virtual experiences to over 1.5 million students, consumers, influencers and other key stakeholder audiences throughout the country. Learn more about the program at VirtualFarmTrips.com or contact Dan.