What Not To Forget When Planning An In-Person Event in 2022

In 2020, in-person events were put on hold, forcing the event industry to pivot into virtual. Finally, in 2022, we are starting to see in-person events coming back, even with a twist, hybrid events. Although there is some uncertainty in the event industry about in-person returning to stay, you can still prepare for the trend of in-person events in 2022. 

If you’re getting ready to host an in-person or hybrid event, here are 5 things to remember to make sure that your event runs smoothly and is successful!

Remember The Main Goals & Audience Of Your Event

With any type of event, you have to remember who your audience is and what you are hoping to get out of this event first. Getting specific will help you choose the types of content and speakers you will be sharing during your event.

Plan Ahead The Small Details

There are always details of an event that may be left at the bottom of the list, or worse forgotten. We’ve added below some of the most common details that are sometimes overlooked when planning your in-person event.

Make Sure You Have a Clear Cancellation Policy

Whatever your cancellation policy will be, (no refunds, full refund etc.) make sure to include it and have it fully visible on your registration page, as well as any places it may be needed, for example, registration emails. 

Schedule Extra Time For Q&AA

Although we may set a time for a Q&A, it might not be enough. Have extra time available if speakers or discussion runs longer than planned. 

Have Your Event Check-In Staff Trained

Long lines and constant hiccups at registration give attendees a first impression that’s not so hot. Pick out an event check-in tool that’s easy to use and schedule a time to get your registration staff familiar with it before event day.  

Be On The Same Page As Security And Staff

With virtual events surfacing in the last couple of years, security has become an afterthought. Make sure that they are in the loop about how the event will unravel. You’ll want to check in with your security and event staff so you are all on the same page on the day of your event. 

Establish team communication pathways: There’s no reason to deal with layout version confusion or neverending hunts for the right email thread these days. Use project collaboration tools, such as Slack or Trello, and give team members access to your event layout tool, so everyone has the latest version.

Do An Event Run Through

Before the day of your event, have a full run-through of your event with staff, speakers, the audiovisual team and anyone else involved in your event. Also, include a full tech check and check on any other elements that are included in your event. 

Be in touch with your vendors, sponsors and volunteers beforehand and make sure that you are all on the same page. 

Keep Promoting Post-Event

Promoting isn’t just important when leading up to your in-person or hybrid event, it is also extremely important for after your event! Getting ahead of your social media is the best way to not forget about it, and make sure that it is done without the last-minute stress! 

Following your virtual event, remember to:

• Post about your event on social media (use those professional event photos we talked about earlier!) 
• Thank your attendees for coming to your event via email, social media and on your event landing page or website.
• Look over how your event went compared to last year and how you can do better next year.
• Ask your attendees, speakers and sponsors for feedback with surveys and monitoring social media (using your hashtag) to see how people engaged online.
• Consider posting a post-event release of your event on social media, website and email list that covers the event highlights and discussions.
• Check in with your event team to get their thoughts and what can be improved next time. 
• Celebrate all of your hard work!

Start Planning Your Next Experience!

Talk to our team to learn more about these options, or visit our Virtual Venues page for more options. Start planning your virtual event! Contact us today or request a demo of our virtual platform.