STEP 2 Virtually Effective Pre-Production
Objective
- 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
Comedy101 Introduction to Virtual Event Production (STEP 2)
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
- Art
- Poetry
- Cartoons
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
- Graphics/marketing
- 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
- Cost-per-Attendee
- Revenue-per-Attendee
- Gross profit margin
- Profit as a % of revenue
- Customer Acquisition Costs
Activity: Make a list of things to do.
A Case of the Wasgunnas
One hour after completing Step 1 of the 5-Steps of Virtual Event Production and Annie is stuck in the middle of everything! She was going to share her Facebook event but didn’t have the date for her Virtual Pub Theatre Battles.
She improvised a 1-pint play and was going to make notes then she found some wardrobe, started playing with lights and feeling out of control. She was going to do this and was going to so that and now all she’s got is a case of the Wasgunnas!
What do you think Annie should do?
Activity: Write clear instructions.
Get things done with clear instructions
In this activity, you’ll learn a simple process for writing clear instructions.
Clear instructions define:
- Action
- Quantification and/or qualification
- Due date
- Responsibility
For example, here are clear instructions for setting up the Zoom meeting.
- By the end of this Tuesday, Chuck will complete the set-up of (1) Zoom meeting for “Title of Event” on Friday, October 16th, 2020 at 6pm.
Notice how the instructions include a due date, responsible party, action and key details.
Scenario: Annie’s setting up Eventbrite Tickets but doesn’t know the best day and time for the show. She needs time to think.
Annie wants to produce a show called “Virtual Pub Theatre Battles“. She’s completed a General Information Sheet that includes the title, Zoom meeting link, invitation and telephone access information. Annie already has friends that want to buy tickets. However, Annie can’t put her tickets on sale because she doesn’t know the date and time of her event.
How does Annie get her virtual event organized?
Complete your Virtual Event Media Kit.
Combine your Event logo, graphics, social media links, event information and short description into a 1-Page promotional tool.
For tips on writing event descriptions that match the location and the audience check out Eventbrite “Top Tips to Write Better Event Descriptions”.
In Step 1, you completed:
- General Information Sheet
Now, in Step 2 | Pre-Production, what are the remaining items you need to prepare to complete your Virtual Event Media Kit?
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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STEP 3 Producing a Successful Virtual Event
