Virtual Event Vendor Checklist Part 2: Planning Tools

via Flickr by Karen Eliot

A common thought is that the existing physical event team can “add” virtual as an additional responsibility. But in a recent post, Dannette Veale of Cisco refuted this approach, advocating that a virtual team be in place to manage your virtual event. Another misconception is that your virtual event vendor will provide the necessary tools to smoothly proceed with your event.

Also, don’t estimate the amount of collaboration that will take place. Have a systematic approach to capture these conversations, collaborations and decisions is key to minimizing misunderstandings and mistakes for your event. Consider using a centralized location for this. If the vendor doesn’t have an intranet/extranet, consider using something like Google Docs (share documents) or PBWiki (share docs and track changes with wiki functionality).

In the second in a series of posts, here are questions to consider when working with your vendor:

1. 1. Do you have a handbook outlining all the steps for planning my event?
2. 2. What is the typical timeline and milestones that I need to be aware of for this event?
3. 3. Do you have a project timeline that we can mark our progress against?
4. 4. What is the process for collaborating and documenting changes/decisions for the virtual event?
5. 5. Is there a central place for our respective teams to collaborate?
6. 6. I have never done a virtual event before. What are the key differences between planning a similar event virtually versus in person?
7. 7. What team are you putting in place to help me with my virtual event? What are their roles and responsibilities?
8. 8. What is the ideal virtual team that I should have in place? What are the roles and responsibilities for each person?

Other Posts In the Series:

1. Virtual Event Vendor Checklist Part 1: Event Support & Experience

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3 Comments

csalomonlee January 31, 2011 at 10:38

#Virtual Event Vendor Checklist Part 2: Planning Tools http://bit.ly/exxc7R #eventprofs #eventtech

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Virtual Event Vendor Checklist: Integration with Social Media | PR Meets Marketing March 23, 2011 at 19:10

[...] 2. Virtual Event Vendor Checklist Part 2: Planning Tools [...]

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darryl reid February 16, 2011 at 18:06

First of all, wonderful article! Weather one runs his own corporate event, or for clients, event organizing and planning requires significant investment of both time and budget, therefore I would stress that ROI control is absolutely necessary. At my previous firm we have spent at least a quarter of our marketing budget on events. And we wonder why event management industry is one of the fastest growing industries in the world. And we all are funding it. . Solid event automation solutions absolutely necessary thou – automation of event planning processes makes the whole process much more manageable. By combining purpose with tech tools we all can increase the reach and effectiveness of our next event. Great team is another key. If promotion folks are not synced with sales guys, we all, along with our ROI, are deeply screwed. lol. Btw, the article reminded that I haven’t yet finished designing our booth for an exhibit that we participate early this summer. Press kit and guests invites are not ready either. What am I thinking?! . I better get back to it. Once again, thank you for great coverage.

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About

Cece Salomon-Lee is director of marketing for ACTIVE Network, Business Solutions division, and author of PR Meets Marketing, which explores the intersection of public relations, marketing, and social media.