Tips for Planning a Summer Event In-Person and Virtually
Virtual Events
Whether you are hosting a virtual event or an in-person event the key is creating value for sponsors and participants.
Now is the time to look ahead to summer event planning – specifically, conferences, tradeshows, sales meetings and other events that typically fill calendars this summer. Since so many of them will look different this year, we wanted to break down the basics.
HOSTING
Pick An Online Platform
Can't have an online event without an online hosting platform. A quick Google search turns up lots of options, but the most important thing is choosing one that allows you to provide the same value as an in-person event. That means offering valuable information mixed with a little fun to keep people engaged, all presented in a seamless, user-friendly way.
And don't forget about those networking opportunities – some platforms offer "speed-dating" sessions to help create the connections that are such a big part of traditional conferences.
Pick An Outdoor Venue
Communicate with your outdoor venue or golf course and implement a safety plan.
Whether your outdoor location has remained open throughout COVID-19, or they have recently re-opened their doors with strict regulations, it’s important to communicate with them and get on the same page regarding the safety measures of your event. We suggest covering at least the following areas:
Compliance & Safety
Ask your location to provide you with the latest safety guidelines and to keep you in the loop of any modifications prior to event day.
Confirm that they have trained their staff on the safety restrictions.
EARLY REGISTRATION
Provide A Little Incentive
Awesome gifts to incentivize early registration can be the difference between "I'm thinking about it" and "I'm in!" There are a couple ways to approach it:
1. Offer an exclusive gift to everyone who signs up by a certain date.
2. Give the gift only to the first 100 (or whatever number you choose) people who register.
Make It Feel 'Official'
Moderators and presenters who are at home for virtual events would appreciate stylish branded apparel. For virtual events it is crucial to reinforce your event's identity. Along with the event host's logo, sponsors will appreciate the extra visibility too.
(Pro tip: Imprint the shoulder or collar for maximum on-camera logo visibility for virtual events.
Shop Apparel
SOCIAL MEDIA
Create Some Social #Buzz
People love posting pics of their cool new swag, so sending virtual participants or setting up gifting stations at an outdoor event can take brand impressions for hosts and sponsors to a whole new level.
Mix and match items, and we'll bundle them together for you with our fulfillments services! Then we'll deliver the entire thing straight to people's doorsteps or to your event location, ready to hand out.
You take care of the event #hashtag, we'll take care of the swag.
Get Engaged
Whether you are hosting virtually or in-person be sure to take the conversation online by creating event specific #hashtags, and tell everyone to post pics and comments on Instagram, Facebook, LinkedIn and Twitter.
EVENT EXTRAS
Set Up A Pop-Up Shop
Since in-person events can be impacted by weather and Covid-19 regulations you can take your fundraising initiatives online by selling merchandise through an online Pop-Up Shop. Just because your in-person event might be canceled does not mean your fundraising initiatives have to.
Fun fact: Virtual events can actually boost merch sales! You can not only open it up to more attendees (no space limitations!), but you can offer greater merch selection, too, since there's no need to carry inventory. All you need is an online shop.
SayNoMore! Promotions offers Pop Up Shops at no charge.
Check out a Pop-up Shop example here!
LAST BUT NOT LEAST
Have fun and be safe!
Resource: www.eventcaddy.com
