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  • Writer's pictureDebra S. Nolan, CAE, IOM

Quick Tips for a Successful Virtual Experience

Updated: May 25, 2021

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!


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.


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