Virtual Event Vendor Checklist Part 2: Planning Tools

A common thought is that the existing physical event team can “add” virtual as an additional responsibility. But in a recent post, Dannette Veale of Cisco refuted this approach, advocating that a virtual team be in place to manage your virtual event. Another misconception is that your virtual event vendor will provide the necessary tools to smoothly proceed with your event.

Also, don’t estimate the amount of collaboration that will take place. Have a systematic approach to capture these conversations, collaborations and decisions is key to minimizing misunderstandings and mistakes for your event. Consider using a centralized location for this. If the vendor doesn’t have an intranet/extranet, consider using something like Google Docs (share documents) or PBWiki (share docs and track changes with wiki functionality).

In the second in a series of posts, here are questions to consider when working with your vendor:

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   1. 1. Do you have a handbook outlining all the steps for planning my event?
   2. 2. What is the typical timeline and milestones that I need to be aware of for this event?
   3. 3. Do you have a project timeline that we can mark our progress against?
   4. 4. What is the process for collaborating and documenting changes/decisions for the virtual event?
   5. 5. Is there a central place for our respective teams to collaborate?
   6. 6. I have never done a virtual event before. What are the key differences between planning a similar event virtually versus in person?
   7. 7. What team are you putting in place to help me with my virtual event? What are their roles and responsibilities?
   8. 8. What is the ideal virtual team that I should have in place? What are the roles and responsibilities for each person?

Other Posts In the Series:

1. Virtual Event Vendor Checklist Part 1: Event Support & Experience