Virtual corporate events. How to plan and carry them out?

While there is no doubt that every employee, business partner, or customer appreciates the opportunity to meet others at corporate events, especially after the COVID-19 pandemic, organizing such meetings is becoming increasingly difficult. After all, teams are often made up of people living in different parts of the country, and you frequently have partners and customers from abroad. However, the lockdown has shown us that events like team-building meetings, conferences, or courses can be conducted online. In many ways, planning such an event is similar to planning a traditional one, but there are some extra factors to consider. How to plan and carry out a virtual corporate event? Read our article and find out.

Find your target audience and set a budget for corporate event

Building relationships, celebrating company successes, making new business contacts? Before you start preparing your corporate event, set its goal and decide who is going to participate in it. After all, you should approach an event for employees differently than you approach an event for clients, contractors, or business partners.

Next, consider your budget. Although virtual corporate events are not as expensive as traditional events, you may still need to spend some money (e.g., on platform fees, prizes for participants, and compensation for guests – depending on the planned attractions).

Choose the right tool

After you define your target audience and set the budget, you can go to the next step, which is to choose the right platform to host your event. Analyze the available options, for example, Zoom, Microsoft Teams, ClickMeeting, or dedicated virtual event platforms like Hopin or Remo, and then decide what solution to reach.

Create an corporate event program

It’s time to create an attractive event plan. Depending on the type of meeting, choose the right attractions:

• Lectures and workshops to expand knowledge and skills,
• Games and activities to build relationships,
• Contests and quizzes to check the knowledge.

Run the corporate event

Before the virtual corporate event, make sure that you, as the organizer, have the proper technical infrastructure, including a stable Internet connection and computer equipment (headphones, speakers, a working camera, etc.). Also, do rehearsals to avoid potential problems.

On the day of the event, remember to greet participants and make them familiar with the purpose of the meeting. Use a variety of activities and take regular breaks. If possible, provide participants with drinks and snacks. The key to a successful virtual event is to keep participants engaged and adjust to changing circumstances – try to keep this in mind throughout the event.

Summary

When properly organized, an online team-building meeting or another event can be just as attractive and effective as a traditional one, although they certainly require a different approach. They do, however, require less work and therefore fewer resources. Whether you are planning an online or offline event, you can make your work easier by using Firmbee, our project management software. In Firmbee, you can use Kanban boards to assign tasks, create to-do lists, set priorities, and control the budget, all in one place.

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