🚀 The Event Playbook: Proven strategies to level up your next event!

🚀 The Event Playbook:
Proven strategies to level up your next event!

event trends

How to Host an Impactful Virtual Conference Event or Summit

Organizing a virtual conference event or summit that leaves a lasting impact takes strategic planning and networking to execute. It's essential to set clear goals, budget accordingly, and craft a promotion strategy that entices guests to attend.

Introduction

At We & Goliath, we have some experience organizing successful events and today we hope to guide you through every step of the planning process to ensure your virtual summit is a success. 

a collage of photos of watch parties from various WG events

So stick with us and take some notes and you get a clearer idea of how you want to approach your next online conference!

How to Plan for Your Online Event

The first thing you need to do is establish your goals. 

You need to figure out which goals should be prioritized over others, and which are your primary and secondary goals. 

For example, do you want to fundraise more money or generate revenue? 

Set Your Virtual Event Goals

The first thing you need to do is establish your goals. You need to figure out which goals should be prioritized over others, and which are your primary and secondary goals. 

Do you want to grow your email community? Do you want to grow your subscription list? 

These are all things that you and your team will need to think about. 

two event technicians planning for the launch of their online event

Of course, every event you organize may have different goals, which is okay. 

Answer the ‘W’ Questions

When and where will your event take place? Who will be invited to the event to speak to your audience? 

What is your budget, and how much are you willing to spend on the event? 

Also, make sure you budget for a marketing campaign and event promotion. 

a man typing numbers on a calculator trying to calculate the marketing budget for his event

You need to know all of these things before beginning the implementation phase. 

Is the Virtual Summit Free or Paid?

If the event needs to raise funds for something, it would be best to make guests pay for a ticket. 

On the other hand, if your goal is to grow your community, offering free spaces is the best way. 

Whichever option you want to go with depends on the type of event you wish to host

Choose How Many Speakers Do You Want

The number of speakers you want attending your event will depend upon the amount of time you have available for this, your budget, and the type of event you are hosting. 

All of the event speakers having a discussion on stage during Q&A

If you have reached out to a few speakers and have a good idea of their availability, you can plan in more detail. 

Decide How Long is the Summit

Virtual Summits tend to last longer than two days. 

Your budget will also be a determining factor for how long your event will last. 

a budget discussion occurring over a table with papers, documents and business card,

Furthermore, your event will likely last longer if you have a few speakers.

What is a Summit Agenda?

The number of speakers you want attending your event will depend upon the amount of time you have available for this, your budget, and the type of event you are hosting. 

Now that you have your budget and know which guest speakers will attend your event, you can start setting your agenda. 

Plan this way and ensure clarity about how you want the event to run. 

How to Hire Event Staff

The next thing on your list would be to hire a team to help you implement your plan. 

Ensure to hire dependable staff that you can trust. 

a tech event staff working at a desk with a computer and a music stand.

The last thing you want is for your staff to let you down and have a negative impact on your event. 

How to Create a Promotion Calendar

This is the best part of the whole planning stage.

This is where you get to flaunt your event and make sure that people know you’re coming into town! Get creative and have some fun.

Decide the best platforms for you to use and create a content calendar.

a woman sitting at a desk with two monitors and a laptop while preparing a content calendar for her event

This can include a build-up to the main event, posters, Instagram stories-whatever floats your boat. 

Interactive is Best

As the host of a significant event, you want to ensure that your guests are having fun.

a group of event guests wearing masks and glasses while posing for a photo

Whether through interactive games, competitions, talent shows, or music performances, there needs to be a part of the event that allows your guests to have a mental break. 

How to Design a Virtual Summit That Draws People In

A key thing to remember is that you want to connect with your audience. 

You want to give them a reason to invest in your event and feel as though it is something that will help them in some way. 

Yes, they need to know what the event is about but try not to talk only about it. Talk about how the event will benefit them. 

a group of people are standing in a large room with a television screen showing a virtual event

As the host of a significant event, you want to ensure that your guests are having fun.

Think about the following things: 

  • Target audience: Whom are you serving?
  • Problem: What are they struggling with?
  • Theme: What theme and talks will get your audience excited?
  • Benefits: How will your event benefit them?
  • Title: Choose your event name
  • Differentiation: Describe what sets your event apart from competitors
  • Pricing: Define your price or prices
  • Date: When is your online event going to take place?
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    How to Plan Your Use of Technology

    This is where you can take a step back and allow us at We & Goliath to do what we do best.

    Finding a company with all the software needed and knowing how to run the software is beneficial. 

    Your event will run smoothly, and it will be one less thing for you to stress over.

    Examples of software that are useful for your event include:

  • Summit Software
  • Custom landing page software
  • Analytics & Tracking
  • Install a retargeting pixel
  • Payment Processing
  • Audio/video equipment
  • How to Plan and Design Marketing Materials

    This is where you can take a step back and allow us at We & Goliath to do what we do best.

    Finding a company with all the software needed and knowing how to run the software is beneficial. 

    It doesn’t take a Marketing degree to know that marketing material needs to look attractive to attract more of an audience. 

    a hand pointing at a table with a lot of marketing materials with a lot of engaging diagrams

    But another aspect to consider is that consistency is key. Keep your branding the same for whichever type of marketing material you are sending out. 

    The different types of marketing materials that you can send out include:

  • Event logo
  • Landing page
  • Promotional video
  • Event graphics
  • How to Organize Speakers and Sponsors

    This is another essential part of creating a successful online event.

    When considering different speakers for your event, try to pick ones with a large following or email list. 

    Furthermore, you will ensure you have enough options by making an outreach list of potential speakers at your event. Reach out to as many speakers as possible. 

    Furthermore, you will ensure you have enough options by making an outreach list of potential speakers at your event. Reach out to as many speakers as possible. 

    there are two male speakers sitting at a table with a female event organizer

    Once your speakers have responded and voiced their interest in your event, take time to get to know them. 

    You can then create a contract (contact them to sign their lives away for the next few months) to ensure there is no backing out. 

    The exact process goes for attracting sponsors. 

    The only extra thing that you’ll need to do is to implement the sponsorship deck design and copy-edit the event summary, sponsorship benefits, and tiers. 

    How to Plan Promotion

    Let your speakers do the promoting for you! 

    a group of people sitting around a table with a laptop and other people working with social media icons as coasters

    This can include a build-up to the main event, posters, Instagram stories-whatever floats your boat. 

    Ask your speakers if they would be willing to promote your event on their social media platforms, especially if they have a bigger following. 

    You can also use common promotional strategies, such as blog posts, social media posts, or promo emails.  

    Paid promotion is another option you can consider using platforms such as Facebook ads, Google ads, or YouTube teasers. 

    A few other ways in which you can promote your event are through the following: 

  • Sneak peek events
  • PR stunts
  • Podcasts
  • Blog outreach
  • Send out reminders via emails, messages, or phone calls.
  • Ask your speakers if they would be willing to promote your event on their social media platforms, especially if they have a bigger following. 

    You can also use common promotional strategies, such as blog posts, social media posts, or promo emails.  

    How to Organize a Post-Event Plan

    Organizing a few small campaigns/communication strategies after the main event is a great way to keep engagement running and gain feedback. 

    You can do this through follow-up emails, hosting an after-party, or running retargeting ads to spark interest for the next event. 

    Also, sending out surveys is another great way to learn from your audience about what could be done differently next time. 

    Repurpose Your Content

    This is one of the most important things you could do after a big event. 

    Repurposing your content is a way to hold onto the golden nuggets of wisdom that appear during the virtual summit.

    You can do this by creating an eBook, YouTube videos, infographics, or creating a Podcast. The options for repurposing your content are endless. 

    So, you now have more in-depth information regarding planning for an online event. 

    This will not be the same as a face-to-face summit, but it can still have the same effect if appropriately organized. 

    You have the means to be as creative as possible, which could be seen as exciting instead of daunting. 

    Be daring and unafraid to take on the challenge—your future self will be thanking your present self. 

    Need Expert Virtual Event Planning and Execution?

    As technology continues to shape our world, virtual summits have become the go-to for businesses looking to connect with their audience. At We & Goliath, we’re experts in crafting captivating online events that leave a lasting impression. So why wait? Take the leap and let us help you create the most successful virtual event to date.

    We & Goliath

    We & Goliath is an award-winning, top 100 worldwide event agency known for increasing conference attendance by 7X and profits by 3X through beautifully designed virtual, hybrid, and in-person events. Since 1999, their team of innovative strategists and creative designers has worked with global enterprises, SMBs, non-profits, and other organizations to engage audiences and exceed expectations.

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