As an event manager, you are often faced with the task of planning a digital event these days. At first glance it sounds very confusing, but once you know how it works, it's a nice process that is very similar to the local event. To ensure that an online event does not become a Zoom call and a pre-programmed debacle, we have summarized a few important points that you must definitely keep in mind when planning a virtual event.
1. A digital event is not a website
Many resourceful entrepreneurs are currently offering online events. Whether advertising agency, event technology service provider or film studio. Bringing a live stream to the web isn't necessarily difficult, but there are certain pitfalls that can quickly turn a digital event into a disaster. The most important point here is traffic. So the number of guests at the event. Normal websites are not designed for a large number of simultaneous guests, so a digital event based on a website can quickly overload the server and force the event to be canceled. That's why it's important to always ask at the initial meeting how many guests the event should be designed for. If you as an event manager are not asked this, you should quickly look for another provider.
2. A digital event doesn’t just take place on one day
What the printed invitations are for local events, the event website and registration are for digital events. There must be a way to create and manage guests long before the actual event - so a platform can not only be online and ready on the day of the event, but the entire registration and registration process must be planned, designed and tested. If you then have to switch to different platforms again (see point 1 “a digital event is not a website”), chaos can quickly arise. If customer data has to be transferred from platform to platform, problems quickly arise and these can be avoided with good planning.
3. Data protection
The topic of data protection is extremely important, especially for digital events. How is data processed? Who can see data? What data may be collected and who is responsible for it? These are all very important questions that need to be clarified in advance. If this is not addressed in the initial conversation with an online event provider, you should ask very carefully. You can then see quite quickly how much a provider is concerned with the topic.
4. Data security
A topic that is very closely linked to data protection, but also goes further: the central questions here are more like how, where and what. How is the data stored? What is being done to keep them safe? What is stored and where is the data located? As an organizer, you are usually responsible to the guest for their data - so you should be able to rely on your provider and trust that the data is safe. That's why it's extremely important to ask unpleasant questions in this direction. If the topic is dealt with quickly by the online platform provider, you can imagine how the task will be handled.
5. Service & Support
Care is also an important point. Not only the customer, but also the guests and communication with other service providers. How is the support planned before the event? Like the support during the event? Who is responsible for which questions and is there enough support staff so that all inquiries can be answered in a timely manner? Finally, you also have to agree on the response times with an SLA, a service level agreement. Good support is extremely important for a successful event. If this is not precisely defined, a digital event can quickly go wrong.
When well planned, digital events are a wonderful way to reach and entertain many guests. When planning, as with local events, you have to rely on good and reliable partners. Often the cheapest method is not the best and costs arise afterwards that you had not expected. We are happy to help with planning and also ask the right questions for a successful event!
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