Is It Time To Hire Out Your Virtual Event Management?

Virtual events and webinars aren’t going anywhere—they’ve become a key part of the events landscape. Are you finding that managing them has started to dominate your workday? Then it might be time to consider partnering with a professional virtual event management team. So, where’s the tipping point? Let's find out!

It all comes down to strategy, resources, and efficiency. If event logistics, programming, and technical support are pulling focus away from creating standout content and promoting your events, outsourcing could be a game-changer. Let's narrow down the questions and considerations to keep in mind when making such an important decision. 

Here are the key questions to ask:

• Are you buried in event tasks? - Are logistics, registration, tech, and troubleshooting eating up your time?
• Is your focus slipping? - Is event management pulling you away from planning great content and driving attendance?
• Are you scaling up? - Are your events growing in complexity, scope, or frequency to the point where you need expert help?
• Are your resources stretched thin? - Does your in-house team have the bandwidth and expertise to handle all the moving parts?

What's Involved in Producing a Virtual Event?

More than you may realize! A well-produced virtual event requires a lot of moving pieces working together seamlessly. Here's a short breakdown of typical tasks involved with virtual event production:

✔ Scheduling - Aligning calendars, timelines, and key deadlines.
✔ Registration Pages - Designing pages and deciding on key registration questions to gather attendee data and insights.
✔ Email Communications - From confirmation emails to reminders and post-event surveys, it's a full communication cycle.
✔ Reporting - Pre-event and post-event data reports, tailored for your specific goals.
✔ Attendee Engagement - Crafting strategies that keep your audience connected and active throughout the event.
✔ Accessibility Considerations - Closed captioning, screen reader optimization, and multiple language support.
✔ Technical Prep - Rehearsals, speaker training, and run-throughs to ensure a smooth event delivery.
✔ Day-of Support - Pre-event conferencing with speakers, live event tech support, and expert moderation.
✔ Staffing - Trained professionals to handle production, moderation, and behind-the-scenes technical needs.
✔ Post-Event Wrap-Up - Managing surveys, archiving the event, and securely storing the event recordings in the cloud.

Remember: This list doesn't include big-ticket items like creating compelling content, sourcing expert speakers, or a winning marketing and promotion strategy, which are the core elements of your virtual event in the first place! 

Overwhelmed yet? You're not alone! Deciding when and what to outsource can be a game changer for your team's efficiency and sanity. 

Take a moment to reflect:

• Which of these tasks feel like heavy lift for your team?
• Could outside expertise free you up to focus on what really matters? (Hint: what *really matters* is delivering a standout virtual event experience!)

For more in-depth content on this subject, check out our
Virtual Event Planning and Strategy Learning Hub

Do You Have Enough Hands on Deck For Your Virtual Event Team?

They say it takes a village. Is your village looking more like a ghost town? If your village is looking a little understaffed, things can go sideways in a hurry. Here's a rundown of the key roles you'll need for a smooth, successful event:

• Organizer — The host, coordinator, curator, and team leader. This person keeps everything on track from planning to post-event wrap-up.
• Producer — The behind-the-scenes wizard running the show live—managing streams, queuing content, and leading the back-channel chats.
• Moderator — Your multitasking facilitator, responsible for lobby monitoring, managing Q&A, and keeping everyone on schedule.
• Presenter — The star of your show, delivering your content and captivating your audience

If you're simply hosting a single webinar you might get away with combining some roles, like having your organizer double as the producer. But for larger-scale events, like virtual summits, or hybrid events, or conferences with multiple sessions happening simultaneously, you’ll need a full team (and then some) to keep things running without a hitch.

Don't forget to consider:

• Do you events have a "peak" season that require you to add temporary staffing or additional training?
• How will you handle unexpected absences in your team?

Pro Tip: While multitasking is an art, it's tough to pull off during high-stakes events. Juggling too many roles can put unnecessary stress on your team and impact the attendee experience. That's definitely something you don't want.

Here's the big question: 

If you're feeling stretched too thin, it's likely time to bring in the pros. 

Does Your Event Software Meet Your Needs?

Ok! You've defined your target audience, your data-collection goals are clear, and your staffing plan is taking shape. The next question: is your current event tech stack up to the task? 

A seamless virtual event hinges on the right tools, and not all platforms are created equal. Here's a checklist to assess whether your event software is truly meeting your needs:

• Registration - Can you collect the attendee and event data you need to evaluate your event's reach, effectiveness, and ROI while generating actionable leads?
• Analytics -Does your software platform help you gather audience intelligence for the entire lifecycle of your event - before, during, and after
• Reporting - Are you able to easily present and interpret the data collected to optimize your future events?
• Security and Privacy - Is the current platform robust enough to safeguard data, especially when hosting external attendees?
• Features - Are the tools easy to navigate for you and your attendees? Does it include engagement tools, such as Q&A?
• Scalability - Will your software grow with you as your events get bigger and more complex? 

Attendee Experience: Are You Exceeding Expectations?

Whether you’re hosting a massive, multi-session conference or running an ongoing program of events, your attendees expect a top-notch experience. But with great ambition comes complexity: multiple session links, payment processing, extra security layers, simultaneous sessions to manage, and mountains of data to track.

Have you also considered accessibility? Features like closed captioning, multiple language support, content optimized for screen readers, and post-event transcripts aren’t just thoughtful—they’re essential for creating an inclusive experience.

Ask yourself:

• Can your current team manage attendee expectations with the resources available?
• Are you equipped to handle all the moving parts while also delivering an incredible event?

What to Look For in a Virtual Event Management Partner

When it's time to outsource, choosing the right virtual event management company is critical! Look for these key traits in a potential partner: 

• Flexibility - Whether it's a single event or an on-going events program, do they adapt to your needs? 
• Experienced Event Staffing - Are they able to ramp up and be ready to jump in quickly?
• Knowledgeable - Do they have proven expertise in production, moderation, accessibility, and technical support?
• Accountability - If things don't go as planned, do they step up, make it right, and build trust?
• Experience - Are they seasoned experts in virtual event management, with a successful track record to prove it?
• Professionalism - Do they communicate clearly, respond promptly, receive feedback openly, and treat your team with respect? 

When you have a partner who checks all the boxes, outsourcing your virtual events management can mean less stress, better attendee experiences, and events that truly shine. 

The Full-Service Solution You've Been Looking For

For decades, EventBuilder has been quietly leading in the virtual events management and services realm, helping businesses like Microsoft, Materion, Dynamic Events, and SolarTech create and deliver exceptional events with ease. Our seasoned team provides everything you need to create, deliver, and scale your virtual events - from event logistics to technical support and beyond - all with a personal touch and people-first approach. 

Ready to elevate your virtual events? Let EventBuilder lighten the load and give you the freedom to focus on what you do best: deliver amazing content! Contact us today and let's create something unforgettable.