Catch the Recording! Choosing the Right Microsoft Teams Meeting Type For Your Event

Grow and Scale Your Virtual Event Programs With Us!

Leave Virtual Event Program Management to the Experts at EventBuilder

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Looking for Virtual Event Planning Companies?

EventBuilder offers a team of experts to support your virtual event programs. 

Professional Services include:

  • Virtual Event Program Management
  • Event Planning Services
  • Event Strategy
  • Event Management
  • Event Analysis and Reporting
  • Virtual Conferences and
    Hybrid Summit Event Management
  • Presenter and Event Software Training

Virtual Event Program Management - our most popular program

Clients choose EventBuilder’s Virtual Event Program Management services when they need the peace of mind that comes from having virtual event experts on their side. With decades of experience serving millions of attendees, EventBuilder’s professional events team takes on the details and logistics, allowing you to focus on the most important piece of your event: content.

With the ability to coordinate event schedules, keep the project on track, and seamlessly pivot to another solution should a speaker cancel or an in person event suddenly needs to go hybrid; your dedicated EventBuilder program manager integrates with your team for flawless event delivery.

Scaling your Events Strategically =
Complex and Time Consuming

Event planners are busier than ever. Since virtual events have seen explosive growth these past few years, scaling events has become a key component of a company’s overall strategy. While savvy event planners adopted the use of event templates to help ease their load, the increase in volume also meant the complexity of event program management increased as well.

While lead generation events such as thought leadership webinars and weekly product demos bring a strong return on investment (ROI), driving leads is not the only motivation for adopting larger scale event programming. Virtual events such as daily Ask Me Anything live webinars, software training, product roadmaps, company investor meetings, and user conferences can be leveraged to grow brand awareness, increase customer satisfaction, and support company communications.

While an event planning checklist helps event planners stay organized, the sheer volume of tasks to manage a growing list of events can become overwhelming. From content development, promotion, registration management, and security to technical considerations, the potential for critical details to slip increases. Event catastrophes can damage your event ROI, company reputation, and even compromise intellectual property if embargoed content is leaked.

Accessibility and inclusivity are additional and necessary components of successful virtual events. Ensuring attendees can access your events and customize their experience as it best suits them is not a “nice to have,” it’s a must-have for successful event programs. Virtual and hybrid events can maximize the potential for audience reach and participation by having supports in place like closed captioning, customizable screen controls, live sign language interpreters, or virtual event technology that meets WCAG web accessibility standards.

Event Planners Feeling Frazzled

Stressful under normal circumstances, event planning and execution gets more complicated as an event strategy expands.

Common areas where events managers look for help with event planning services:

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Talent Wrangling

Reconciling internal and external schedules can be a nightmare for event planners, particularly when booking busy executives or in-demand presenters. Ensuring all speakers attend a dry run and are familiar with the technology takes patience, professionalism, and perseverance; it is an essential step no event planner can skip, regardless of how tempting it may be!

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Schedule Management

Virtual and hybrid events have firm deadlines and an abundance of moving pieces. Making certain cut-offs are met for speaker bios and headshots, content presentations, supporting resource development, videos, surveys and polls all require precise planning and coordination as the number of planned events multiply.

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Analytics

Leaders have seen a strong return on investment from virtual events, making them a focus for scaling. With clear, concise reporting and insights from the event data collected, event planners can easily provide executives the information required to make decisions regarding future event strategy and content development.

The Secret to Scaling Event Programs is Efficiency

As the volume of virtual events increases, so does the need to make them as efficient as possible.

Event Templates

Event templates take the cyclical work of selecting registration page layouts, adding company branding, and standardizing registrant emails for events off the event planner’s list, reducing setup time required for each and freeing them to focus on more critical tasks.

Plan Ahead

Map out the year’s events and prioritize them based on whether they are critical, important or nice to have. Focus on the critical events and allocate sufficient budget to them. On a quarterly basis, examine your important and nice to have events and allocate budget based on ROI.

Dedicated Program Manager

Key components to supporting a strategy for scaling events include a dedicated virtual event program manager and technical staff. The efficiency achieved by tapping the experience of a team already familiar with their roles, the technology, and the previously-gained experience from past events reduce the need for re-training.


Don’t miss critical steps, leave it to our seasoned virtual event experts to keep things moving. EventBuilder’s team of dedicated specialists can plan, manage and report on all your events. Are you ready? 

When in Doubt, Send it Out - When to Outsource Virtual Event Services

How to Make An Event Successful

There are four key elements to making any virtual event successful:

Event Strategy:

A vital step for any event, a comprehensive event strategy is crucial when scaling events and event programs. Successful events require specific and tangible goals, a budget, timeline, key objectives of the events, and a clear communication plan. Clearly defining benchmarks and reports help guide the audience engagement needed to accomplish the organizational goals for your virtual events.

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Event Planning:

When planning events, questions that need answers include schedules, staffing needs, event duration, event format and presentation styles, inclusivity and accessibility, topics, speakers, and technology. The answers to these questions become the task list for a comprehensive plan and ultimately, a successful virtual event.

a calendar with a day ticked off

Event Management:

Event managers are responsible for managing schedules and deadlines for content, dry runs, materials, and event communications well before the event date. They are the go-to person for managing the event day-of, including answering questions, providing technical support and occasionally tasked with emceeing events as the host. Dedicated staff are needed to manage the virtual event independent of the presenters.

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Event Analysis:

A thorough analysis of the data collected is an important piece of any future event’s success. Conducting timely reviews of attendee surveys provides insight into whether the event met the goals of the organization, and qualitative feedback can be used to help improve attendee experience going forward.

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Download a copy of the Virtual Events Checklist

We've been in the virtual events and webinar space for decades, and we're sharing our knowledge and experience with you! This is a must-have resource for your upcoming virtual events and webinar programming

Download your guide here