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Managing Registrations During COVID-19 | Guide to Hosting Virtual Events

Guide to hosting your event virtually.

There are TONS of amazing ways to translate in person activities and events into a virtual experience.

It’s clear that the biggest questions about transitioning events to a virtual experience are:

We’ve put together some tips and tricks for transitioning your events, activities, and programs online AND how to manage stress when working from home.

Going Virtual: Hosting Your Events Online

Whether you plan to go ahead with your event but make it virtual, or postpone your programs until later in the year – having a solid plan in place to do so is critical.

In order to translate your in person even to a virtual event, communication is CRITICAL in your success.

Do you have a process in place to gather information on prospective attendees and a way to manage your outreach to both them and your current base?

 

How to host private and group lessons online

Many community education programs are working hard to provide their quality programming to their participants without actually SEEING them.

This might sound like a challenge, and it is – but it’s possible to continue to provide your programming and offerings while limiting in person contact.

Zoom and other online conference and webinar programs are a great resource to use in these situations. Set up a zoom conference easily, and email the link out to your participants.

It’s a good idea to have the activity at the same time you normally would to limit scheduling conflicts and maintain routine.

If special equipment is necessary, try to work around this and provide alternative programming that will allow your participants to participate from home comfortably without losing out on the opportunity to engage.

How to host classes and courses online

Many schools are using the same tools to continue to teach classes online, including:

How to transition a traditional conference into a virtual conference

Here are a few key ways to stay organized and make the best of your virtual conference set-up:

Decide on the Details

If your event has speakers, sessions, and other activities – this can all be done through online conferencing software like Zoom or Google. Simply create an account with a service of your choice, and then create unique links for each session.

Once you have the platform in place, confirm with speakers they are still available – hopefully on the same date and times you originally planned – but be flexible with scheduling over a 1-5 day period of time to give attendees options as well.

Here’s a great list of tips to add.

Communicate the Details

While you might be dealing with requests for cancellation and refunds, the goal is to provide the same level of value virtually as you would in person. Yes you are missing the face to face time, but Facebook groups and online forums allow attendees to interact virtually – both socially and to discuss your content.

The best way to stay on top of cancellations and show how you are providing value, is to communicate CLEARLY and CONSTANTLY!

Use your registration software to filter and target attendees with personalized messages to communicate the experience you want them to have. This includes sending links to the sessions to those pre-registered.

Create and Communicate Additional Resources

Another great way to add value is to put together comprehensive resources to share with participants so they feel like you are on top of ensuring they get the most out of your event or program.

These resources should act as a supplement to your offerings, and provide value as they navigate their unique challenges.

Protecting your registrants investment in your offerings

Spread Out Payments and Increase Your Financial Security

When it comes to continuing to collect payments for future programming or for online activities, automatic billing functionality can really help.

The ability to offer custom payment plans to participants is crucial now more than ever. Flexible payment schedules ensure that you get paid but with consideration and flexibility for those you serve.

What happens if participants cannot attend and how do I protect myself?

Peace of mind has always been important when it comes to cancellation policies, for both you and registrants.

Can your registration platform support you in case of registrant illness and other health emergencies?

Purchase Protection options can guarantee refunds to registrants who need to cancel due to illness, without affecting your bottom line and protecting your revenue stream.

If you don’t have Purchase Protection, it’s a good time to ask if your platform offers a service, and if not, find a solution that does.

More Resources on Virtual Events

30 Virtual Event Statistics You Need to Know in 2020

Resources to stay up to date on COVID-19:

‍World Health Organization (WHO)
‍Center for Disease Control (CDC)

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