Even for the most experienced event producers, executing a successful virtual event is a complex endeavor. Online events offer a long-lasting online footprint, so the preparation and management of every detail counts more than it ever has. When you’re in the thick of your virtual event planning process, there are many benefits to using an event management company (stress reduction is just one of them!). Here are our top 6 key reasons to use a professional event management company for your next virtual or hybrid event.

1) Doing So Saves Time and Money

By outsourcing your event management to a company that runs events day in and day out, you will save a great amount of time and money. An event management company establishes relationships with hotels, venues, and suppliers, and especially in 2020, has created new bridges with technology platforms, marketing agencies, and everything in-between. They’re expert negotiators and will find the best rates on your behalf. They also know all the added value you can get – getting you more for your money and adding to the experience. All these insider relationships and tips at your disposal mean you save money on everything you need for any virtual endeavor.

In addition to your dollar, an event management partner also saves you time. To create a successful event, you simply need to agree on the date with the event company, and the design, creative content, live-stream services, etc., will be taken care of. Even things you’d otherwise overlook, like insurance, get covered as part of the service. It is great to hire a company who you can trust to look after everything — from the original concept to the delivery on the day things go live. An event management company will save you and your team late nights, headaches, and the hassle of organizing the event yourself.

2)  Creative Ideas & Trusted Strategies Are Provided

Event organizers will give you new and exciting ideas for your virtual events. Even in the past 9 months, tried and tested event strategies have changed enormously, and these experts know what will work well and what can be tailored specifically for your event. Depending on your requirements, they will recommend event technology to suit you, your audience, and your budget. Having that ‘WOW’ factor doesn’t have to break the bank! Event managers bring a lot of experience into play, which means you can be confident that your online or hybrid event will be a success.

3) Overall Event Success is Ensured

The initial stages of planning are critical to a flawlessly executed virtual event. A successful one requires a detailed master plan, timeline, and budget. An event management company will create these for you and agree from the outset on the key objectives, responsibilities, and targets. This plan will detail every logistical and sales element required and is the working bible of any event manager. This document will be continually updated, allowing for flexibility and peace of mind that everything is taken care of. The budget will be created by an experienced virtual event planner who understands all the costs involved and the variances that can occur (and with 2020 being as hectic as it’s been, is it really worth risking that peace of mind?). This will be managed by the experts, and any alterations to the plan will result in the appropriate actions taken. There is no re-inventing the wheel, and learning from the experiences of an event management company will ensure your success from the get-go.  

4) Experts Can Create an Effortless Experience

Event management companies use an array of tools and software that allow them to communicate with attendees smoothly and professionally. This can be anything from creating an event-specific website that showcases all the details of your event, to user-friendly online registration. These tools will take the attendee right through the process of signing onto the event, and can even send a final reminder to attendees with important details the day before. These systems ensure your event is professional and convenient for all attendees.

Another key area of technology is the Audio/Visual (AV) requirements of your event. It is crucial to select and work with an AV team that will deliver the best solut, especially if some if not all of the event is live-streamed or utilizes pre-recorded material. Event management companies will have trusted suppliers they know will deliver every time. Having the experts handle this technology is especially important for those on a tight budget, where it is essential to know what you can and can’t do without. 2020’s thrown us enough curveballs - wouldn’t it be nice to have someone else ensure every solution is found?

5) Results, Results, Results

There are two vital ingredients to a smooth virtual event: preparing a detailed event plan and having a well-briefed team managed safely by a qualified event director.

An event plan created by a professional will list day by day, hour by hour, all of the logistical details of your virtual event. This will include what rooms will be used, how they should be set for live-streams, how to sound mix in real-time, which staff is responsible for which tasks, and so on. On the day of your important event, it is best to leave this laundry list of logistics to the experts.   

Another crucial factor for the success of your event is having a well-briefed and experienced team managed by an event director with responsibility for the overall event. Even though the event happens online, an event management company will take care of everything that happens behind the scenes so you can be fully present for the entirety of the event.

6) Risk is Managed and Safety is Ensured

Especially in these upside-down times, safety is more paramount than ever. Any event is full of uncertainties, and virtual events are no different. You never know when there will be a power failure, a medical emergency, or an unexpected technical difficulty that brings everything to a standstill. This is where using an event management company pays off in spades. You’re guaranteed to have experienced staff that knows what to do in the event of an accident or emergency. Prior to the event, the event management company will submit a health and safety management plan to ensure all CDC-recommended guidelines are followed and adhered by, and they will enforce it with everyone on site. This plan outlines all possible risks and details the strategies implemented to remove or reduce the risk.

If you want to create a successful virtual event that you and your guests can enjoy, hiring an event management company just makes sense. All of the planning and management of your event will be so much simpler when handled by the professionals! If you’re ready to create an unrivaled virtual event for 2021, contact Wizard Studios today!