Planning Digital Conferences: The Roadmap to Success

Coughing. Conferences. Cancelled. 

Coronavirus is stopping the world in its tracks. Literally. 

People are being quarantined. Travellers are rescheduling their trips. Sports games are being postponed. The fear of spreading this disease is affecting movement in more ways than just our play. It is influencing our economies, businesses, and innovation. 

Whether on the sports court or at a festival, people are being prevented from gathering in-person. This is sad news indeed: we have always progressed further when we collaborate.

These setbacks are shown most severely with conferences. Many are being rescheduled or cancelled altogether. Take SXSW: the world's largest tech and music festival. This year, SXSW was planning on gathering 161,000 attendees from around the globe in Austin, Texas. However, due to the rapid spread of COVID-19, the hosts and city decided to take precautions. The event was cancelled entirely. SXSW fell after MWC, the world's largest mobile conference, was also cancelled.

This isn't just a disappointment for the attendees; it is a huge blow for all parties in play. In 2016, the SXSW’s revenue was $325 million. This year’s cancellation creates an economic loss for everyone. The host city anticipated a tourist boost. Entrepreneurs and businesses expected to trade and strengthen networks. Not to mention the companies who invested in booths and exhibitions. The abandonment of SXSW looms over other upcoming conferences and trade shows. EmTech Asia, an international tech summit, has postponed its event in Singapore from March to August because of similar concerns. 

I am deeply saddened by how this virus has affected both the industry and individuals, and I hope that all recover quickly. But I can’t help but think: Did SXSW and MWC have to shut down completely? What if there was a way the conference could have happened without the risks? During any unpredictable time, event organisers need a contingency plan to keep critical stakeholders engaged. Given that these are tech events, one would think organisers would reach for the technology nestled in everyone’s pockets.

Digital technology keeps us safely connected. Employees can collaborate seamlessly around the world. But meetyoo is thinking bigger than remote meetings. We are pioneering digital events. And online conferences ensure that the show will go on, no matter what happens. 

Organisers who aren’t familiar with the idea might be worried that digital events will take over physical shows altogether. Quite the opposite: I believe live shows are fantastic! 

meetyoo isn't trying to steal the mic from live events: we want to share the stage. 

These tech events should practice what they preach. Videoconferencing technology is an easy addition to in-person events or replacement if they can’t be done live. Speakers and promoters can still connect to their industries and audiences, even at a distance. Sneezes can stay on the screen. 

Outside of the coronavirus upset, we’re noticing a strong demand for meetyoo’s technology. People want to connect without the long commutes or costly flight for all kinds of gatherings. Not to mention, it’s a win for the environment. 

So how exactly does a digital event work?

Like any physical event, digital events must be carefully prepared. It’s more than switching on web conferencing software and inviting thousands of people! This technology makes professionals more effective and innovative, in spite of the state of the outside world. I am excited to share a step-by-step roadmap of how to create a successful digital conference, with minimal confusion and maximum engagement. 

The Digital Event Checklist

Curating a digital event is not too dissimilar from the steps it takes to create a live event. There are plenty of crossovers, minus the catering of course. Use that time to cook up a stellar lineup instead!

Essential preliminary steps include choosing your event’s theme, assembling your team, and setting a budget. Once that’s set, you’re ready for the steps below.

Step 1: Set The Date

Organisers should select an ideal date and research that no other conferences are happening simultaneously. Attendance is vital for an event to be successful, and attention is the prize. 

Step 2: Measure Your Event 

Once the date is selected, organisers should work backwards. The setup timeline is determined by the scale of the event. A weekend with numerous speakers and partners would be considered a larger event and need more time to organise; we suggest about six-months. On the other hand, a smaller one-day digital conference could be set up in closer to three months. The setup is streamlined if organisers have a specific niche and 1 or 2 speaker tracks.

Step 3: Confirm Key Stakeholders

Within two weeks of beginning to prepare, organisers should be reaching out to potential partners, sponsors and speakers. Once these are finalized, a schedule should be curated and displayed on the website. 

Step 4: Market to Me 

Depending on the size of your event, the last half of the timeline should focus on marketing and promoting. The marketing team should know where to find the ideal audience, and which key verticals are best to reach them online. Organisers can offer engaging teaser content, such as previews of the digital event, to pique their customer’s interest.  

You can find out more about the steps that go into planning an event in meetyoo’s event guide which contains the most important planning stages.

You Can’t Cancel the Future 

In the digital world, time and space are elastic, and everyone can participate. They can go deeper and wider into topics since no one is competing for stage time. A real estate conference can have talks on lead magnets, multifamily properties, and mortgage adjustment, which might be more than what a live event could produce. 

Organising a digital event isn’t complicated. I believe we have the tools to keep collaborating even in the face of global concern. The only thing meetyoo wants to keep spreading are ideas!

Want to learn more about how meetyoo's process works? Message me here on LinkedIn, or check out our website: https://meetyoo.com/