A Guide to The Big {Virtual} Day

  • Updated

If your event is in a couple of months and you want to start getting organised, this 6-week plan to getting your event set-up could be exactly what you need!

Week 1

  • If this is your first virtual/hybrid event with Boomset, (Congrats on making this step!) your assigned Customer Success Manager will want to schedule a kick-off call.
  • Be ready to schedule training sessions/catch-up calls throughout the process. These meetings are planned to go over the progress you've made and any strategic questions that might have come up while planning.   
  • In week 1, you will want to create your Boomset account, add other team members that might be working alongside you on the platform, and create the shell of the event. 
    • Access to the virtual event is tied to a registration's email address. We recommend adding yourself to the event for testing purposes. 
  • Using Boomset for registration? 
    • "Yep, what's next?" - Naturally, you'll want to work on setting up registration first. We have a guide for that!
    • "Nope, I have my guest list..., I already have a provider..." - Awesome, we'll go over how to import your guest list whether from excel or integration. If possible, Week 1 is the best time to do this.

Week 2

  • In week 2, complete the event's virtual shell.
    • Manage > Virtual (Note: Info Pages and Discussion Boards can wait until roughly week 4) 
      • Side Menu

      • Settings

      • Admins - Add staff who will help you keep things running on event day(s)! 

    • Design and customize your event's home page
      • Design > Virtual
      • Your creative team may need to get involved here to equip you with the creatives necessary. Creative specs can be found here. We know you'll want to preview what you've done so far. Alongside www.boomset.com, click on "Go to Login" or "Go to Virtual" that way you can switch back and forth seeing your progress. 
        Screen Shot 2021-06-11 at 11.44.36 AM
      • Make your test registration a speaker to a test session and try to broadcast; it will be great to start familiarizing yourself with the platform and that same session can be used in week 5 when you are having your dry runs/rehearsals. 
      • Start to prepare your audience with communication about the event and what they can expect to see and engage with at your event. This will go a long way in supporting them as the event host. 
  • Think you might need extra help during your virtual event?
    • "Nah, we got this!" πŸ’ͺ - Proud of you! Keep your production folks updated on the progress you make from week to week. They'll appreciate it!
    • "Maybe, not sure yet honestly." ❓- It's worth the discussion, ask your Customer Success Manager about VSR support. 
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Week 3

  • In week 3, add your speakers directly from the guest list or manually.  
  • Add or upload your sessions to the event. 
    • Per session, you can decide: Session Details, Landscape Background, Speakers, Track, Tags, Description, Access Control, Virtual Settings (there are many wonderful virtual settings to decide on and ultimately these features are personal/event preference)
  • Add exhibitors to the event.  This will trigger an email to them to get set up. This will give exhibitors at least 2 weeks to design their booth. This document can be shared so that exhibitors know what steps they take to prepare themselves. 

Week 4

  • In week 4, you should already know what kind of reporting you'll want to gather. Create reports in the Analyze section of your event that you'll want to export or schedule during and/or after the event. 
  • Create an email in the design section with login instructions and determine when you'll be sending them out. 
  • Reach out to your speakers and staff assisting on the day of to set up dry runs/ dress rehearsals for week 5. 
    • Ensure they will be prepared to bring any materials (slides, videos, etc.) that they would like to share during the event. 

Week 5

  • In week 5, perform dry runs/ dress rehearsals with your speakers to ensure they are able to successfully log into the virtual event and know how to operate within sessions. This is a very important step to ensure success. 
    • Backstage, Start broadcast, Placement in the screen, Camera on/off, Audio on/off, Share screen, Close share screen, Polling, Attendee Participation, Breakouts, and Exit broadcast. 
    • Best practices in communication include logistical things that are often not technology-related. Speakers will often ask....Who is going to  moderate the chat/Q&A?, Who is  making the intro, outro?, How long does this have to be again?... Be ready to answer these types of questions. 

Week 6

  • In week 6, tie up any loose ends with speakers, exhibitors, and attendees. 
  • Schedule a walkthrough with your Customer Success Manager so they can suggest some best practices in reference to communication and how you can support your audience during the event.  
  • Showtime! πŸŽ‰

Feel free to reach out to us at support@boomset.com in case you have questions or need assistance.

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