There’s a lot to consider when planning a virtual experience! Here are some tips for making sure your event is successful:
1. Before selecting a platform, consider:
Desired outcome
Budget
Internal vs. external support
2. Items to incorporate into a third-party provider RFP:
Budget
Timeline
Format
Pre-Event, During, and Post-Event Communication and Support include provider time zone
Recordings
Attendee Access
Integration with AMS Platform and/or Registration Capabilities
Accessibility/Closed Captioning
Longevity of company
References
Examples
Ability to test, at what stage and how
Mutual Expectations
Flexibility for up to the minute changes
3. Items to consider if your organization will be utilizing Internal Hosting (Zoom, for example):
Budget
Timeline
Format(s)
Staffing Resources
Registrant Communications/Logistics
Recordings
Accessibility/Closed Captioning
4. Determine driving factors for registrant pricing:
Covering Costs
Revenue Generation
Reaching Broader Audiences
5. Planning phase considerations:
Production
Timeline
Constant Communication
Regular Meetings, Check-ins
ASL, Closed Captioning
Deadlines
6. During event considerations:
Establish means of communication throughout like texting or Slack
Contingency planning for sessions ending too soon or running over
Tech support by provider or staff
7. Post event considerations:
Identify next steps and deliverables ahead of time
Recording edits and management
Evaluation
Post Conference Access and Special Fee for those accessing recordings only
8. Registrant communications considerations:
Pre-event
During the event
Post-event
9. Bandwidth/Resiliency considerations
10. Extra-Curricular Activity considerations:
Musical interludes at breaks
Self-Care such as Yoga or Zumba
Wine Tasting
Dance Party
To learn more about AMC Source's commitment to partnering with our clients in this area, speak with someone from our team today.
This post is the first in AMC Source's "Quick Tips for Association Management" series, highlighting 10 quick tips for various functional areas within association management. Be sure to take a look at the other posts in this series today!
DEBRA S. NOLAN, CAE, IOM
Executive Director & Co-President
Debra Nolan, CAE, IOM serves as AMC Source's Executive Director & Co-President. Her primary role is to provide senior level collaboration with leaders in order to advance the association’s mission. She is a Certified Association Executive and a graduate of the Institute of Organization Management. With more than twenty years of association management experience, Debra has worked with organizations on a state, regional, national, and international level. Learn more about Debra and the amazing AMC Source team on the Our Team page of our website.