Four basic business rules you must know before engaging a client in a virtual production.

Virtual Expectations

We all have expectations of ourselves, and our virtual partners. The outcome can often be unpredictable even with the very best platforms and technology out there. So how can we minimize the damage and meet the client’s expectations?

You need to be emotionally intelligent, as the decisions your clients are making are not necessarily educated, and they are often apprehensive.

Many in-house, independent and corporate meeting planners have not yet ventured into executing a virtual or hybrid event. They have no idea what the experience will be or how it will engage and entertain.

Why is being an event professional the sixth-most-stressful job in the universe? Because you need nerves of steel when you plan any event, whether it’s virtual, hybrid or live.

Clients tend to be more critical in the virtual world, so as a virtual event professional you must be very clear on what the expectations are and how you will manage them. Ask your client what a successful event looks like.

Expectations like those being made at the corporate level vary from client to client, but since COVID began, every client requires an education.

Get rid of your fear of making mistakes and focus on co-creation with great partners who will make you look like a champion.

Trust me on this, because I have seen the good, the bad and the ugly.

How Much Will It Cost?

The general perception is that virtual and hybrid events are more cost effective than physical events. (I am not sure if that idea was coined before COVID or during COVID? If anyone reading this thought that, you’re mistaken.) Physical venues, plane tickets, food service and live entertainment are on hold for the foreseeable future. However, virtual and hybrid events are here to stay, and the options are just as expensive and in some cases more expensive than a live version.

There’s the platform cost, the tech team, the speakers, the videos, swag gifts and the most important part: the virtual event experts that you need to run the event seamlessly.

Virtual and hybrid events are being hosted in virtual venues designed to create an exciting destination with plenty of tools for attendees to get involved.

Talk to your event professional, who will guide and help you to provide a realistic budget. Perception is reality.  

Do not fear breaking the news to your boss or your client—they will find the funds once they understand the cost of a virtual production.

Who knows, in the future, you might be paying for it with bitcoin!

Content is Queen!

I know that I am spending far more time on screen now that my world has turned completely virtual, but I also know that to gain my attention it takes amazing visuals and great content to keep me in my seat.

The most important thing an event professional can offer is choice! For example, enough breakout rooms with a variety of content so that your client’s brand can tailor the experience to suit their personality. Making sure to offer sessions of varying lengths and lots of breaks to stretch, snack and network in between.

Having a blend of live and pre-recorded content is a must if you want the audience experience to be seamless. You must consider that if technical problems arise during a live recording, the pre-recorded content is a welcome fix during an unexpected circumstance.

Virtual Event & Meeting Management Program Plan and execute both live and virtual events.

If your budget will allow, hiring a host or facilitator is important if that person has enough personality and energy to keep the audience engaged consistently. Your host will also serve as a virtual “guest services,” letting attendees know where to go and when. If budget is not available, make sure your virtual signage is well curated by a graphic designer so that everyone watching knows what is happening and where to go at all times.

Having the tools like chat boxes, video rooms, polls and Q&As will automatically engage the participants and bring you the analytics that all clients expect.

Glitches to Be Expected!

Why is being an event professional the sixth-most-stressful job in the universe? Because you need nerves of steel when you plan any event, whether it’s virtual, hybrid or live. As an event professional, we assume the risk that comes with the job. For example, bandwidth, signaling, audiovisuals and the drama that comes with every event we do.

Successful virtual event management means planning for and preventing tech errors before they start.  The first rule is: Be very clear on how everyone logs in. A lot of platforms will only work on certain providers. Brief everyone not once, but twice beforehand. Make 100 percent sure that everyone on your team knows where to find you on the day of, especially now that everyone is working remotely.

Create a backup plan. Remember that pre-recorded content? Make sure that your speakers and performers are working with stabilized Wi-Fi.

Working with experienced experts can solve a lot of problems up front. It can make or break your event because they know how to resolve problems quickly.

There is nothing better than piece of mind. Happy client, happy life.