How to plan events even if your team is far away

Everyone needs some guideline for event planning, as find your events  can be a difficult task. Now you need to plan a virtual event in one day, but your team and your audience are way off. How do I quickly and easily switch to remote planning for large virtual events? And once prepared, what do you really do?

It may seem like an impossible task, but don’t worry. To help you get started, we’ve compiled this guide based on what you learned at Distributed, an online conference.

Be specific about your plan together
As an event planner, think about each step you need to take throughout your travel plan. Creating a stunning map will guide you through the planning process and help everyone understand how it works together.

Identify stakeholders
Explain the roles and responsibilities of key stakeholders so that everyone has a clear understanding of their role and ultimately the role of the team.

Write down your thoughts and ideas
Undoubtedly, everyone will have a good idea of ​​what this situation is. Organize a football conference to present these ideas to the public and use them to identify discussion ideas, event concepts and possible topics. This allows everyone to provide information and contribute to the overall conversation. We have used strategic advice many times in the event planning process because it helps us engage with stakeholders and manage their expectations.

A separate consultation was carried out in groups for each method. For example, we had discussions with our content team and our in-house agile trainer to identify the best topics for agile instructors and scrum masters. This approach is also useful for other aspects of the event. The team used creative ideas to publicize media, collaboration strategies, and more.

Establish the facts
The division of labor is a multi-tasking process and requires the help of many people outside of the main group. For example, a few months after the start of the process, we add an employee to the same production day. I also want to bring in a Miro group supervisor to manage group chats and more.

If you’re planning a big event and the planning process can take months, you can create a registration form for new attendees.

Key points. Put a box on the board showing the purpose, objectives, ideas, actions, key resources and information for the event. Or, if your team uses Confluence to track operations, you can put Confluence pages in your board.
Announce the presentation support of the project. In addition to the main team, there are support managers, providing information from the monthly overview. They also help keep new participants engaged as they embark on the project.
Track your success
Make your success visible to everyone. Calendars are used to provide descriptions of each project, and Kanban boards help plan sprints by focusing on them once a week. It also helps teams stay together with Zoom Meetings and Slack.

 Provide Stakeholder Feedback
Sections are provided on the board so stakeholders can feel they belong. Sign up for other sponsors to help and participate in the event. For example, work with your design team to customize your landing page as the team gets more speakers. Do not work in silos!

Works Asynchronously
When working on a campaign, schedule an online meeting at least once a week so you can come together on your main goals, ask questions, and engage. In the meantime, teams can meet asynchronously to leave comments or questions on the Miro board.