- In this part of Introduction to Virtual Event Production, you will learn the basics of STEP 2 | Pre-production.
Now it’s time to get everything done for your virtual event!
Organizing your virtual event is a secret to success. First, we completed STEP 1 | Gather Information and prepared a General Information sheet that included details such as the date, time and description of your virtual event.
Now that you’ve completed a General Information sheet we’re organized for STEP 2 | Pre-production.
- Pre-production is the process of preparing for your virtual event.
Here’s a list of some things you can prepare for your virtual event.
- Create an outline
- Write a script, if necessary
- Schedule a Zoom Meeting
- Set-up an online event on Eventbrite
- Invite the audience
- Staff the cast/crew
- Budget the production
Create an Outline of the Event
First, it’s a good idea to make an outline of your virtual event. Make a list of what happens during the event. Put the events in order from beginning to end.
- What time will you start the Zoom meeting?
- Is there discussion or entertainment before the presentation?
- How will you welcome attendees?
- What time does the presentation start?
- What is the order of events during the Zoom meeting?
- What happens at the end?
- What has to happen so that attendees leave satisfied with the event?
If you are new to online events and want a few tips for outlining your event check out this article from Eventbrite “New to Live Online Events? Here’s Your Plan”.
Write a script, if necessary
If your virtual event involves complex dialogue or presentation, you may find it helpful to write a script.
Example of a Script for Virtual Event Dialogue
- Host: Welcome to our Virtual Event!
- Co-Host: We invite you to participate in the chat.
Watch “Scheduling A Meeting” and set-up your Zoom.
Set-up the Zoom Meeting
- Login to Zoom
- Create a Meeting
- Add the correct topic or title, date, time and details
- Review the meeting settings
- Copy/paste the Zoom invite to your General information Sheet
Watch “How to set-up an Online Event on Eventbrite”
Set-up Ticketing on Eventbrite
- Login to Eventbrite
- Create an Event
- Add the correct title, date, time, ticket price
- Post the Zoom information in the Online Event Page
- Review Event settings
Prepare a Presentation
- Microsoft PowerPoint
- Google Slides
- Photo Slideshow
Invite the audience
- Create a Facebook page
- Post on Social Media
- Email your friends
- Text/Call close friends
Staff the cast/crew
- Meeting Host, the main presenter
- Co-Host runs the Zoom meeting chat, camera spotlight
- Customer service assistants
- Audience entertainment
Budget the production
- Estimate ticket revenues
- Eventbrite fees
- Zoom subscription
- Cast/crew costs
- Social media ads
Watch”Refine your Event Promotional Strategy”
Define your Key Performance Indicators (KPI) for a successful event
- Attendee Satisfaction
- Artistic satisfaction
- # of Attendees
- Gross profit margin
- Profit as a % of revenue
- Customer Acquisition Costs
You have finished this section!
- Congratulations. You’re on your way to completing the 5-Steps of Virtual Event Production.
- First, you completed Step 1 by gathering information into a General Information Sheet.
- Now, you’ve completed Step 2 and learned how to schedule a Zoom meeting, set-up an Evenbrite Ticket, outline and script your event, prepare a presentation, invite an audience, budget and set Key Performance Indicators (KPI) for success.
- Next, you’re ready to move on to Step 3 | Production.
Suggested Order for the Series
START HERE: Introduction to Virtual Events (2020)
- STEP 1 | Getting Started with your Virtual Event
- STEP 2 | Virtually Effective Pre-Production
- STEP 3 | Producing a Successful Virtual Event
- STEP 4 | What to do after you successfully produce your virtual event
- STEP 5 | How to know if your virtual event was a complete success
Final Project: Virtual Pub Theatre Battles (October 2020)
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