Event Timeline: How Far Ahead Do I Need to Plan For My Next Virtual Event?

It's settled! You've decided that your event is going to happen online. But, how much time should it take you to prepare for it?

I mean, all you need to do is send out a link to your attendees, right? That's far from the truth. If you want to create an event that people want to be a part of, you need to ensure that your event pieces are in place.

Let's talk about the 3 things that you need to keep in mind when putting your virtual event together.

Knowing your numbers will help you determine how much time you need to prepare. Do you know how many speakers, vendors, and sponsors will appear on your "virtual stage?" If some parts of your event are pre-recorded, make sure you get ready for that ahead of time, too.

​If you're not the only person involved in your event, you need more than a week to put this virtual event together. If you want it to be a high-quality event, you might need more.

​Remember, people have busy schedules. Give your speakers, vendors, and sponsors at least a month ahead to prepare.

#1 Know your numbers

Here are important things I want you to keep in mind:

• Materials Deadline: Do you need their headshots? Do you have a copy of their presentation and handouts?

• Orientation & Training Deadline: Help your speakers look professional on camera. Do they have the right gear? What else do they need help with? What do they need to know?
  

• Tech Runs: It doesn't matter how many times your speakers have appeared on the virtual screen. You need to do tech runs to help you find holes in your event. Put it on their calendar and make it happen!

#2 Consider the length of your event.

​Make every single hour count when it comes to planning your event. If your event only involves you, it will not take you that long to prepare it. Depending on how intense and in-depth you want your content and graphics to be, you might need weeks.

​But it's a different ball game if you have more people involved, and it's a longer event. Preparation is going to be more intricate. For these long events, you might need at least a month to prepare for everything.

​If it's a 3-day event, you need a timeline for your activities, including tech runs. Then, there will be building the event itself, in other words, its structure.

These guide questions can help you:

• What should be the main focus of your event?

• What is your ultimate goal in preparing for this event?

It's like building puzzle pieces. All these things take time. Again, give yourself at least a month or even more to prepare.

#3 Who Is This Event For?

It’s easy to think that the people attending your event don’t need any time to get ready, but that is not true. Whether your event is internal or external, your attendees need time to prepare, too.

​These are the questions you should be asking. I encourage you to keep these things in mind:

• When to market and promote your event?

• What modes of communication will you be using?

• Do you need to prepare for ads?

And if there is one thing that I can leave you with, I want you to think about this particular saying…

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​Whatever your event is, we're all looking for that human connection. Make that event special, unique, and engaging for everyone involved.

The short answer is that it depends on the factors I presented above. However, if you want your attendees to have a fantastic experience, we recommend starting the planning process at least a month in advance.

If you're unsure where to start or would like some help putting your event together, don't hesitate to reach out to us at beyondvirtualevents.com. I'd be happy to assist you in creating a successful and engaging virtual event!

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