We'll show you how to prepare your speakers, attendees, and sponsors to engage in your virtual event and create an impactful experience.

2. This is a whole new world
• We’re learning this as we go
• Strong leadership
• A LOT of work

3. Key Principles
• Give plenty of time to learn
something new
• Keep it stupid simple -
KISS
• Overinform and have
options to get that
information on-demand
• Keep your goals and
objectives in mind

4. Timeline
ASAP
Speaker & Sponsor
Deliverables
0-4-8Week
T-3 Days
Launch platform to
attendees
T-5 Days
Launch platform to
Speakers & Sponsors
T-5 Weeks
Hold Speaker &
Sponsor Training
Sessions
T-2 Weeks
Send Speaker &
Sponsor Know Before
You Go
T-1 Week
Send Attendee Know
Before You Go

5. Speakers

6. Say NO!
• Code of Conduct
• In-Person ≠ Virtual
• Hairbrained Ideas
• Procrastinators

7. Setting
Expectations
• Consistent communication
• Provide valuable resources
• Speaker support
• Metrics
• Time commitment

8. Speaker
Readiness
• For seasoned speakers
• Self-serve speaker portal
• For the newbies
• Videos
• Checklist
• Nothing is too obvious
• Meetings with experts

9. Speaker Training
• Recording training
• Early access to speaker portal
• Office Hours
• Record & post to their personalized dashboard
• Presentation training
• One on one sessions with
speaker trainers
• Peer to peer review sessions

10. Know Before You Go Virtual
• Event overview
• Content specifics
• Post event resources
• Office Hours

11. Day of
Support
Ensure speakers understand:
• Live tech support
• Who their direct point of contact will be
• Be there 15 minutes early
Virtual speaker workroom
• Create a speaker specific chat or channel
in your internal communication tool

12. Sponsors

13. Setting Expectations
• You get what you give
• Sweeten the deal
• Reimagine sponsor benefits
• Consider the value of your database
• Clearly outline avenues available for
them to reach their sponsorship goals
30 strategies to drive sponsor value

14. Sponsor Readiness
• Home in on what your sponsors want
• Accessible and intuitive sponsor portal
• Workback schedule
• Review virtual booth set up
• Final deliverables review
• Host training session

15. Know Before You Go Virtual
• Event overview
• Sponsor specifics
• Post event resources
• Office Hours

16. Attendees

17. Setting Expectations
• What is the value?
• Market your experts, executives and speakers
• Design with intention
• Have a clear plan on how data will flow between systems
• Plan for flexibility

18. Messaging and Marketing
• Surprise & delight
• Does your event theme still make sense?
• Resend emails to those that don't open
• Communicate how the event is performing
• Offer planning resources in multiple formats
• Make it easy to find announcements and FAQs
• Give your attendees the option to watch on the go!
• Make sure you have a marketing plan for on-demand content

19. Give them visual cues
• Hype video week before launch
• Include a short intro before
plenary or keynote sessions to
build excitement
• “Know Before You Virtual”
webinar the day you open the
platform
• Record and post on your login
page, dashboard or one of the
first sessions

20. Launch Early
• Launch three business days prior to
your event to allow attendees to
explore
• Assume you will have an influx of
registration within a week, a day and a
hour of the first program. Make sure
you have this workflow mapped out.

21. Day of Support
• How do they escalate?
• Organize all your
customer service teams
who are on the front line
in the same “room”
• Assign staff to be in
charge to moderate each
session

22. Q&A
Next Webinar: ​
Measure What Matters –
September 9th
Allie Magyar
Founder & CEO
Hubb
Erin Lee
Biotechnology Innovation
Organization
Chrissy Parsons
Dynamic Events