Phone 01392 267394

Email: hello@astleymedia.co.uk

Address:

6 Northernhay Place, Exeter, Devon, EX4 3QJ

© 2019 by Astley Media 

Initiatives that we support

  • Grey Instagram Icon
  • Astley Media

Virtual Event Checklist

In response to these unprecedented times, we are all having to adapt to very different ways of working, relying on our internet connections and technology that allows us to stay in touch and continue to run our businesses.



Microsoft have just announced that one of their biggest events of the year will become virtual in light of the Coronavirus outbreak, read more here: Microsoft virtual event.


With meetings and events being cancelled a virtual event can really help to keep up business momentum, create a community and give people a place to feel that we can still maintain a level of normality. 


Here are a few tips for hosting your own Virtual Event big or small:


1) Choose the right software for you - ensure you are comfortable with the type of software that you decide to use, take time to test with colleagues before you plan your virtual event. There are lots to choose from. We are currently using Zoom but there are lots of others depending on your needs including Google Hangouts and Skype.


More can be found here: 


Virtual Event Platforms



2) Use an engaging theme - Coronavirus and topics about how to manage your business at this time are, of course, going to be taking centre stage. However, if you have any meetings or events planned, use the digital platform to push ahead and adapt to a digital style.


3) Shout about it - make sure that you make full use of the suite of marketing tools at your disposal, use your social media channels, company website and your database to reach out. Let as many people know about your event and ensure you send out regular reminders before the due date so people don't forget to join in.


4) Get creative - many companies will be turning to the virtual world at this time, so bringing something new to the table will help your event stand out, use this as an opportunity to get creative, whether you want to inject some fun into the event, or use it as an opportunity to bring a community together, this will play a key part in the success and longevity of your campaign. We love this compilation Rotterdams Philharmonisch Orkest.


5) Ask for feedback - at this time of change in the way we work, we are having to learn and fully embrace the virtual world, so being flexible and listening to feedback will help shape any successful future virtual events. Be honest and share your experiences with others, make a list of what worked and what fell short.


6) Collaborate with other companies - whether it be with your own clients, organisations similar to yours or businesses that compliment your offering, this is a sure way to save costs, double your audience and add value and engagement to your event.


7) Repurpose content - this is another useful tool in your arsenal of resources, so make sure you record the event and post it onto your website, send links to the event via newsletters and promote after the event via your social media channels. Much of the content can later be broken down into articles, blogs, tweets and LinkedIn posts. One significant event could generate enough content, if planned properly, to last for many weeks.


Another thing to consider is thinking ahead and looking at how this approach could be useful after the crisis. You will have learned new skills and a new way of working.