A Guide to Transferring Your In-Person Event to Online
Everything is perfectly placed for your event. The caterers are selected, speakers have been confirmed, and the venue is set and ready to go. Everything should go off without a hitch because you, being an event professional, have outlined your plan perfectly.
However, it is safe to say that something unexpected will go wrong with any event. Those who have ran production know this fact without a doubt. However, many of us are facing a new territory of “problems” in our events due to the impact of social distancing and isolation from to COVID-19. Events left and right are being cancelled.
Thankfully, in today’s world of modern technology, we have the tools to virtually host any event online through the power of web streaming.
Yes, it’s a big leap and it will not be the same as an in-person event, but with the steps outlined below, I am confident that anyone will be able to transition The Main Event, whether it be a wedding or a graduation, from in-person to online.
Please note that, though these steps are all important and need to be addressed before your event, they do not necessarily need to be done in the exact order presented. You have the freedom to intermix these steps as you see fit.
1. Cancel unnecessary spending (Venues, catering, ect).
It has officially hit the fan, and now you have to undo the hard work that you have spent weeks and months budgeting over. As sucky as it sounds, some items from your original plan will need to be cut. Gather your contracts and vendor list and think through what is no longer needed since the event is now online.
Though this list is different depending on the program at hand, some things that may need to be considered canceling are catering, venue space, hotels, travel/airfare, entertainment vendors, ect.
Since you will not need to entertain guests in person, you no longer have the responsibility to find a location to fit hundreds or thousands of people. It may be necessary to consider changing your venue space to accommodate your online guests and smaller in-person crowd. Consider cancelling or transferring the deposits from your current space to a smaller room onsite which can hold just the essential VIPS for an online stream. These individuals may include the guest speakers, video/production crew, and event coordinator.
Your catering order may also look different since you will only be feeding a handful of guests (if at all). Consider downsizing the order and only feeding the “cast and crew” for the stream.
Guest accommodations such as hotel and travel may be cut as well. If you have a good relationship with the vendor, consider transferring funds already deposited to another event that you will be hosting in the future. You can also get some money back by paying attention to your contracts. All should have amendments and dates for cancelations, so please look those over and see where you can save. Given the current situation of COVID-19, many venues and vendors are allowing “forced majeure” (a clause in every contract that allows an “out” for a client if there is a natural/global disaster or “act of God” where it does not allow for events in a particular region) with proof of travel restrictions from Federal or State Law.
In the end, trimming your contracts is an emotional nightmare, but after the headache, it can save a lot of money if done correctly.
2. Communicate with your speakers/VIPS:
Since your event dynamic has changed, it is important to address such alterations to your team. Please, as soon as possible, communicate the situation and need to change the event from in-person to online to anyone who is helping on the day.
In the communication, it is essential to first thank your team for participating and then transition into addressing the situation at hand. Identify the problem and attach back-up documentation for proof if necessary. Apologize for the inconvenience, but assure your team that the imperative elements of the event will still happen in the new online format. Finally, invite your people to participate online if they wish. This may look like asking them to be a guest speaker for the online stream, conducting a Q&A panel, recording a video, or creating a PowerPoint which can be presented during the live stream.
Please note, at this time, you do not need to have a fully detailed production schedule of what the online event will look like, but simply stating that the event will be held online is enough. Let your team know you will be sending out a follow up email in the near future with more details.
Such communication is best done via a professional outlet, such as email, but please use whatever communicates quickly and efficiently for your own needs.
3. Communicate with your attendees:
After your team is aware of the changes, you need to let your guests in on the alterations as well. If invitations have already been sent (via email, hard copy, etc.), please make an updated form outlining that the event will now be hosted online instead of in person due to some unforeseen circumstances.
Again, you do not need to have the full agenda done at this time, but simply communicating that the event will be held online is enough. Let your guests know that a follow up email/letter will be sent out in the near future outlining more details and a link to view the stream.
4. Hash out the New Production Schedule:
Now that the back-end work has been resolved, it is time to create and brainstorm how this online event may unfold.
Assuming you already have a basic event schedule or production created for the in-person event, you may need to just cut out and tweak some of the elements to fit it for an online platform.
If your production schedule is not yet done, then you will need to start from the ground up. However, smile knowing that, generally speaking, most online events are much simpler than in-person events, so your production schedule should be lighter.
For an online event, your production schedule should have the following basic elements:
• Venue/room open access
• Arrival/set-up for the tech team
• Arrival for the guest speakers
• Rehearsal (if needed)
• Catering arrival (if needed)
• Agenda of programs/speakers in order of presentations
• Breaks
• Strike for tech team
• Wrap out for the venue or room
It may also be helpful to have a room map of outlets for tech needs, wifi or hardline access for computers, and a contact list for all people associated on the day.
5. Hire a tech team:
A tech team or streaming company is an essential element for nearly any online presence because their expertise in video and streaming skills are unmatched. They are professionals, and seeking their advice both prior to the event and on the streaming day is a godsend. They will be able to translate your event needs to a virtual canvas and take away the headache of navigating the many facets of a technological jungle.
Any good streaming corporation, whether it be in-house or out-sourced team like Corporate Streams , will be able to provide their own equipment and team members on the day, will be available to consult your needs prior to the event, and will be flexible based on budgets. However, please note, video and audio equipment is expensive and streaming services are a specialized skill, so please honor their prices as you would any of your event vendors.
6. Rehearsal:
If time allows, schedule slots for rehearsing the stream from start to finish. Practice makes perfect, so gathering your tech team, speakers, and production for a run-through will help hash out any glitches prior to going live and take away the nervous edge from some members who are not used to being on camera.
7. Get creative:
One of the greatest elements about being an event professional is our ability to be creative in our workspace and brining joy to our guests. Having an online event does not detour that essential factor.
Find creative ways to interact with your online guests whether it is by hosting a Q&A session, sending fun swag to your guests to showcase while attending online, create a hashtag, or bring forth friendly competitions through games or apps. Appeal to your audience and make it fun! Your online guests will thank you for transporting them from their laptop at home to a whole new world you created.
Your job as an event professional doesn’t fade when the venue changes to an online platform. Be confident in your skillset, take a deep breath, and dive in headfirst ready to create a beautiful masterpiece-of-an-event as you would with any other program. With the points outlined above, I am confident you will be able to transform your event to an online marvel that will be remembered for years to come.