Virtual events have clear advantages over in person live events such as higher attendance rates, measurable results, and lower costs to name a few. Whether you are planning a new virtual event or transforming an in person event into a virtual one, use the following guide to ensure a successful event!
If you need additional guidance in planning your virtual event, please contact the Office of University Events at [email protected] or 718-990-6365.
To design your event, determine the following event details:
To determine the best date and time for your event:
Once you determine the digital format needed for your event, you will need to work with your Marketing and Communications liaison and technology support team.
Initial Invitation: Invite your target audience.
Things to consider and/or include in your communications:
University-wide Event Calendar:
Follow-up Communications: Can be set-up through Webex to automatically go out.
Post Event Communications:
Webex Events allows for you to manage registration for your attendees.
Once the registrant has replied, you have two options on what happens next:
You can accept, reject or indicate a registrants reply as tentative or an automatic reply can be sent to the registrant with a link to the event. The message sent to registrants can be customized when creating the Webex event.
You can download and save your registration information in an MS Excel document. Obtaining and saving participants information can be used for post communications, sharing content, and creating connections with attendees.
Now that your guests have been invited and have registered to your event, you will need to work on the content for your event.
You will now build the structure and content of your event. You can create a run of show and script outlining the roles of the moderator, host/co-host, presenters etc.
Provide your moderator with a run of show and script including housekeeping information they will need to announce on the day of the event. View housekeeping sample. The script should also include presenter bios, closing remarks, and a call to action if applicable.
Provide your presenter with a template and / or images for the event that can be used during the presentation as well as a copy of the script and run of show.
Schedule a practice session with the moderator, host, co-host and presenters one week prior to the event to test software, applications, settings and controls. Run through sharing of screens and presentations to ensure all participants are comfortable with the script and flow of the event.
Create and review a back-up plan in case of technical difficulty on the day of the event. Prepare an activity, conversation, ice breaker to keep participants entertained during the time the problem is fixed. Also, have a back-up plan ready in case the event can’t take place. Include verbiage of both scenarios in the script for the moderator to use should the need arise.
Tips to have a successful event:
Tips for Host and Presenters:
Forty-five minutes to an hour before the start of the event:
Fifteen minutes before the start of the event:
Five minutes before the start of the event:
Event start time:
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