Whether we like it or not, virtual events, remote learning, working from home, and video meetings are here to stay for the foreseeable future. Especially now that so many businesses, who previously wouldn’t have considered a remote environment, have been forced into operating virtually…and are making it work. Our lives have been completely digitized seemingly overnight and there is no choice but to adapt…and even conquer the digital event space.  

We work with clients who have annual galas, fundraisers, team building events and retreats, which until last year, were always in-person. Because, well, that’s fun! And boy do we miss it! But online team building, live fundraisers, and virtual conferences have quickly become a completely normal part of our work week and we think they’re here to stay! Even when our lives return to “normal,” we will see events having a hybrid virtual element and more companies opting for a virtual first approach.  

While this news may be overwhelming as it presents another element to manage, it can be an opportunity to remove obstacles for your participants. From an event planning standpoint, hosting remote events provides an additional layer of risk-management as you can avoid weather-related cancellations, health risks, and other in-person liabilities. Additionally, you can now extend an invitation to participants who may not have been able to attend due to travel costs or venue size. Virtual events provide the opportunity for you to think outside the zip code as you think outside the box!  

Now that virtual events are in the mix, half full put together this handy guide to help you choose the right format- virtual, hybrid or in-person- to make the most of the opportunities of each: 

In-Person or Virtual?  

How do you determine if you should have an in-person or virtual event? Is there ever a reason that you *need* to have an in-person event? We recommend that you inventory your event goals and objectives as the first step - start with your projected outcome and work backwards. Here are some things to consider: 

• Do you have a financial goal? Does it need to be achieved in a single event or can it be stretched strategically over a period of time? Do you have a strong donor cultivation strategy within your organization where a phone call or smaller campaign might help you achieve your financial goals faster?  

• Does your goal require storytelling? What is your message and how have you most successfully shared it in the past? Who outside of your usual audience might find it compelling? 

• How much support does your goal have? Do you have a dedicated committee or an enthusiastic board to help you make it happen?  

• How important is it that your event create an environment or an atmosphere?  

• Who needs to be included? Consider meeting participants as well as members of your program. Are they local? Are they older?  Younger?  Would they experience barriers in attending in-person (travel costs, health, childcare, etc.)? 

Once you’ve move beyond the in-person event format, here are some additional elements to consider as you plan the perfect virtual experience: 

Don’t get rid of your budget! 

And maybe expand it...especially if you’re planning a hybrid in-person/virtual event. While yes, you are saving on a venue, food, and many other add-ons when you go virtual, you do have to put that into other areas such as marketing, production, and technology. Your in-person venue has essentially just changed to an online platform. Think of the virtual component as an investment and give it plenty of evergreen moments. An in-person event will always be left in the room at the end of the day, but a virtual element can be edited, shared, broadcasted again, or repurposed in the future.  

Find a reputable and reliable AV/Production partner. 

It’s so important to find the right partners in anything you do, but when your entire event relies on technology, you want to make sure you are working with the best for your needs. Not everyone needs a complex setup for their event - so make sure you are getting adequate support based on the number of attendees, content, and branding. 

The best A/V and Production partner will build the event by your side, with the budget and the objective in mind.  Include them in the planning process at the start.  They will know the obstacles and have the data to help guide your decision-making in order to create the most effective experience possible.  

Content vs. Time 

We have all attended workshops and online events that tried to pack in as much information into one virtual session as possible. Not only is quality content extremely important to keeping your guests engaged, but the format and length will ultimately determine your success. 

Think about having multiple smaller, more targeted events so the content is relevant, and your guests are fully engaged. 

Always come back to your goals and your mission. If the content you’re considering doesn’t reinforce those objectives 100%, they will not serve you in any environment. We all know how easy it is to get lost in the details and with a hybrid or virtual event that is especially true.  Be sure to take a step back and plan your event as a holistic experience rather than a minute-to-minute agenda.  

Think outside the computer. 

Can your goal be met in another way such as an e-mail campaign or through social media?  

From Instagram scavenger hunts to video campaigns, there are millions of unique ways to engage with your audience in a way that is creative and compelling. Think about what has gotten your attention in the past year!  How do you want to be engaged by the brands you follow and the companies you do business with?

Don’t forget the personal touches. 

The virtual world can be a little cold. While we are thankful that we live in a time when Zoom meetings are possible (I was around when there was no internet…and definitely no cell phones, laptops and video calls!), it has been hard not having a personal connection with our colleagues, clients and partners! Make sure you add elements to your event that shows you care and you are listening.  

A pre-event survey is a great way to understand who your audience will be and what will get, and keep, their attention.  With that valuable information you can get creative with how you interact with your viewers and attendees.  

As the world opens up again and we are able to shake hands, attend meetings, and celebrate milestones together, know that virtual is never going away.  It’s here in full force and will continue to be a major part of corporate meetings and events going forward.  There will continue to be innovations and new ways to engage a much further reaching audience than ever before and businesses will and should take advantage of everything virtual has to offer.   With careful and thoughtful planning your virtual or hybrid event can be something your guests will engage with and remember!

Are you planning for an in-person, hybrid or virtual event this year? Are you planning an event at all!?  We would love to hear from you.  Tell us your plans in the comments!

Author: Kelly Pattison, Director of Marketing & Business Development at half full, llc.

Thank you to Lauren Bardsley and Mary Alice O’Connor for their contributions. 

To learn more about half full, llc and how we can help move you forward - click the button below.