There’s no denying the internet and the pandemic have changed the world of event planning.
With more people working from home and looking for at-home entertainment than ever before, the need to bring meetings, conferences and events into their living rooms is greater than it’s ever been.
Today’s event planners need the skills and know-how to run productive, engaging and entertaining online conferences and events. Learning the basics at the Academy of Learning Career College is a great way to step into this on-demand career.
What are the responsibilities of an online conference and event planner?
Choosing the right online venue.
Virtual events certainly have lower costs than in-person events, since there’s no need to rent huge spaces, provide catering, or book hotel and airfare for special guests. But that means choosing the right online venue is one of the most important decisions an online event planner can make.
Online conferences and shareholder meetings need secure software designed for large-scale gatherings, while promotional events like one-on-one conversations between industry experts can be broadcast to fans and professionals alike on sites like Instagram Live.
It doesn’t stop there, either. If online events require money or offer limited attendance, the right platform’s needed to manage attendees and accept payments. Online event planners need to be familiar with the services available to them.
Promoting the virtual event.
There are two great things about holding events online. The first is they can generate higher attendance than in-person events, since travelling isn’t needed and ticket prices are either low or unnecessary.
The second is that it’s easier (and more cost-effective) to target the right people online. Using message boards, email lists, targeted ads and social media influencer followings, it’s possible to get the word out faster and more accurately.
Virtual event planners definitely need to know the basics of marketing, but the great thing is that the internet makes promotion that much easier.
Managing attendees and guest speakers.
It’s tough keeping attendees, guest speakers, and special guests all engaged and on the same schedule. That’s why, just like choosing the right online venue, delegating event planning jobs is one of the best decisions online event planners can make.
Virtual assistants can manage attendee questions, handle technical support, ensure guest speakers and their equipment are ready to go, and even entertain special guests and celebrities while they wait for their appearances.
Keeping the event on-schedule.
Online, it’s easy for attendees to lose interest and decide to log off, or for guest speakers to keep talking well beyond their allotted times. That’s why it’s important for online event planners to find ways to keep people engaged and schedules moving.
Moderators are a useful way to guide conversations, pre-recorded videos are great for eliminating interruptions, and Q&A sessions are dynamite for involving those at home.
Most individual events or guest speakers are at their best when they’re 30-60 minutes long, and overall events are best kept to a total of 2-4 hours a day. Even online conventions featuring TV show casts, writers and other celebrities happen in short blocks over multiple days.
Handling the unexpected.
Even with the best of planning, online conferences and conventions can still run into problems. Internet connections can suffer, software programs and servers can crash, and guest speakers can be no-shows.
Anyone working in virtual event planner jobs needs to be ready for the unexpected and have some interesting tricks up their sleeve. That can include moving schedules and seminars around, using pre-recorded videos, or having replacement guest speakers ready to go.
Finding ways to improve the next event.
Feedback and constructive criticism are always a good thing. A smart online event planner will reach out to attendees a few days after the event with an email or phone survey.
They’ll also talk to the speakers and special guests to find out what they enjoyed, what worked well, and what needs to be improved.
And finally, they’ll talk to everyone involved in running the event. Moderators and tech support will know whether they had the help, equipment, and space they needed.
Make your move into an online event planner career with the Conference and Event Planner program at AOLCC.
More and more events, seminars and activities are moving online, which means the demand for skilled virtual event planners is only going up.
Enrolling in the Conference and Event Planner program will give you the solid knowledge base you need to land online event planner jobs in tourism, trades industries, government agencies, convention centres and more.
Contact us today and learn how Albion College can help you be job-ready in less than a year.
