Hot Topic: How Long Does It Take to Plan a Virtual or Hybrid Event?
Has the initial shock of virtual events subsided for you? It has for us.
As fall approaches, we feel a new phase of acceptance and purpose in the way our clients and the industry are looking at virtual and hybrid event experiences. Because we are foundationally rooted in creating memorable, purposeful connections, this pool to play in feels much better than the hair-on-fire pivots that riddled Q1 and Q2.
With purpose comes planning and, to execute successfully, time has to be on your side. Otherwise, decisions get rushed and important items can be overlooked. We recommend an optimal runway of at least 4 months if starting from scratch on a new virtual or hybrid event.
What does that look like? You may ask. We know we get this question a lot and it certainly feels like a hot topic. Well, let us share what we have learned!
4 Months Out:
Reach out to our team at Bash Creative to be your production partner and champion the rest of the process. Or better yet, get us involved from the very beginning and let us guide you through from start to finish!
Establish event goals and measures of success
Determine if your event will be virtual or hybrid
Research, analyze and select a virtual platform that best matches your goals and event structure
Determine if a physical location is needed, considering the safety and/or COVID-19 best practices you’ll need to incorporate
Determine what additional safety measures you will require for any in-person interaction
Establish / Align on a budget range and initial agenda
3 Months Out:
Work with your production partner to start procuring vendors to help in their areas of expertise
If sponsors are involved, outline opportunities for sponsorships and begin outreach
Solidify speakers and start working on content
2 Months Out:
Ensure your speakers are set up for success with AV tests and presenter best practices
Dial-in creative assets
Launch event website and open registration
Work on your Plan B’s & C’s (Did you read our last blog where this was one of the Top 5 things we learned from our first Virtual Event?)
1 Month Out:
Finalize and publish schedule
Dial-in and rehearse all content
Film any pre-recorded content to allow time for editing
Run of show rehearsals commence
Finalize health and safety plans
Week Of:
Hold pre-event meetings with all vendors and staff
Send Know Before You Go documents to guests, providing them with instructions on how to have an optimal experience during your event
Final check of quality control measures - Test, Test Test!
We understand that not everyone has this long of a runway to execute, and every situation is unique as many are still getting on board with this new way of doing things. Following this outline will set you up for success in the best way possible. If you are looking for a partner to help with your virtual or hybrid event, drop us a line - we would LOVE to create your roadmap to success and definitely have a little fun along the way!
Don’t have 4 months runway, but still want to make it happen?
Bash Creative is an event planning company that specializes in incredible gatherings that go beyond just great design. We’re known for teasing out smart goals for your event and serve up a stylish execution that will keep your guests buzzing. Located in San Francisco, but often found in New York, Austin, Chicago, Seattle, and beyond.