4 Productivity Traps For Conference Organizers

If you’re an event organizer, you probably know very well what multitasking is. When there’re so much to do, it becomes harder to juggle with tasks and get the things done. Endrik Randoja, CEO of Worksup, points out different productivity traps and advises ways to prevent them to work more efficiently.

Excess meetings

As a lot of life has gone virtual, people became even more obsessed with meetings than before. In larger organizations, the day divides into meetings, and lots of work gets done during them. Therefore, clients propose many meetings planning even a small event. They know that they only have attention to the event during the meeting, and do not work for it in between. For conference organizers, this means an extra time allocated to the project. It’s better to set a sufficient meeting plan and motivate a client to do this part also in between the meetings from the beginning.  

Planning cycle

In the case of traditional events, the planning cycle sometimes spun over a year. Often that is a way too long time to work extensively on a project, and many things change content-wise in one year. With virtual events, the other extreme has occurred. Events are expected to be organized within a week. For an event organizer, it means dropping other projects and diving into the urgent ones. It is a big distraction to the usual and healthy workflow, and you’ll lag in quality. Work with clients who understand and appreciate the optimal planning cycle.

Lack of standardisation

With virtual events emerging, everyone involved is set back in terms of experience and proven work practices. Many things in the project need to be created or re-invented. Generating new practices and concepts from scratch is creative but time and effort consuming. Start immediately document new concepts, practices, and processes to scale these, and creatively use them for many events.

New technology partners

Finding a suitable technological solution for your event takes time to investigate it before making the deal. Better measure nine times before the cut. Don’t believe sales talk but demand real-life demos and access to previous events. Make sure you understand if the promised features are out of the box or will be created specially. It is a different project to create event software as a software development project compared to buying a solution that is already there. For the event organizer, it means days of extra effort and tons of grey hair.

From now, you can connect partners and create new professional relations during events with the expo. Learn more about the new Worksup feature in the new article.

 

 

The Subtle Art of Being a Remarkable Event Organizer

It turned out we don’t need 10 000 hrs of practice to master a skill. Still, learning how to be a remarkable event organizer takes a lot of effort. The good news is we can get better at something not only by practising it but also by learning from others. The article guides through the successful event organizers’ characteristics and rules to improve organizational skills. So how the performance of event professionals is different?

They eat the frog first 

Creating a general plan without defining priorities and time-consuming tasks, you step into a #somethingwentwrong risk. Often, event organizers instantly follow a to-do list and start execution from the beginning. A checklist is an advantage, but we can do way better. Successful event organizers divide the list into the three complexity blocks to sort tasks by levels. Put them to elementary, medium, or advanced blocks depending on the complexity and priority. Reading each assignment, ask yourself: “What chances that something will go wrong here? How much time would I need to find a solution?”. If answers to both questions equal “lots of” this is where you need to start. Choose the blocks name whatever you want. The most important is to define prioritized and time-consuming elements and begin with its execution. 

They keep everyone on the same page 

When you organize an event, you may mistakenly think that a lot of things clear for you are clear for everyone. Sure, it could be understandable how the software works or what are the team responsibilities. The funniest stuff begins when it’s not. Generally, a lot of event organizers are informing the closest team members of what’s happening. But great event organizers make sure that every contractor also knows a goal of the event, technical details, and what the expected result. They make regular checks to see if everyone’s on the same page. And make sure that stakeholders not only get tasks but a chance to ask general organizational questions.

They can quickly adapt 

The pandemic situation has shown that things can dramatically change within a short time. Professional event organizers always have a plan B. They know that scenario when everything goes smoothly sadly doesn’t happen too often. Therefore, they inspect the possible risks in advance. When an event organizer  – the chair event person – is in panic, so that imagine what do participants or other stakeholders can think about the whole organization. When something unexpected happens that ruins or changes plans, firstly, real professionals get patient and start to create a new road to go: no judgments, no complaints, only a fresh eye to find the most efficient solution. 

They are good networkers

To be a great event organizer, you don’t need to be a born extrovert. Doing events is always about teamwork, no matter how many years of experience you have. When something goes not according to the plan, having a wide network of people will be especially helpful. Remarkable event organizers are genuinely interested in others: what they do for life, what are their struggles or hobbies. So that when the right moment comes, they spend less time searching for a partner to collaborate with and solve issues quicker. It’s important that when you get to know new people you do it sincerely and not for taking advantage in the future. Also, be ready to help others too. A win-win strategy is a key for any business relations.

They are not afraid to ask help

It is all about fears. With two years of experience, we afraid to ask help as everyone will think about you as a fool (spoiler alert: they will not). Working 15 years, we afraid to ask help as everyone will think you are not a professional. In reality, of course, it looks different. Luckily, task delegation and admitting that you are not a rockstar at everything are in vogue again. Great event managers are eager to let other people do something they’re not that good at. Asking for help or a piece of advice is a great option too. It seems very easy, but because of the inability to ask help on time, a lot of projects crash. 

Learning and following the mentioned characteristics will help you to feel more confident before and during events. Be ready for changes, adapt quickly, and surround yourself with professionals to create a unique experience for everyone. 

Open our new article about event organizers’ mistakes during a virtual event to avoid them in the future. 

4 Ways Virtual Events Surpass Traditional

Not a secret, that most event organizers are more used to work with traditional rather than virtual events. When it comes to online organization, it’s often unclear what value and advantages there are compared to the traditional approach. The article reveals a hidden gem of virtual events that will help you to create a brighter experience for participants.  

  1. It’s time for global stars 

    Organizing a virtual event, use its advantages to the fullest: instead of calling good old local speakers, start thinking wider and remind what professionals globally you’ve always dreamed to cooperate with. Use the power of networking, and introductions to invite them to your event. To increase the chances of getting great speakers onboard, briefly explain your ultimate event goal. In order to create an emotional connection with the whole organizational process prove that you’re working on something special, not just “the next trivial event”. Virtual events also present an opportunity to onboard superstars with much less fee compared to traditional events.

  1. More efficient networking 

    We can’t live without communication and traditional events have always been a playground to find new fellows. Luckily, nowadays technologies allow not only to listen to a speaker but also to connect with other attendees. For example, Worksup’s networking feature allows participants to write messages to each other, set up appointments, or make video calls during a virtual event.

    For many, it is an even more comfortable way of contacting new people compared to face-to-face encounters at traditional events. After choosing a platform, investigate how all stakeholders can communicate through the technology you chose. Next, provide guidance on how to use it or make sure the moderator will clear it up.

  1. Different but special atmosphere 

    A lot of people are missing a traditional conference vibe and atmosphere. The truth is, virtual events shouldn’t compete, as long as they can create a different, even more unique experience. Just add some fantasy, generate different activities, and try to see your event with the eyes of an attendee: do you like what you see? Would you recommend this event to your friend next time?

    At Worksup, we help event organizers to make atmospheric conferences with tools like online tasks or virtual expo. So that every participant can find something “wow” that they would want to share on Facebook right this day.    

  1. Extended audience circle 

     With virtual events, it seems to be way easier to attract a bigger audience as now you can advertise an event even outside of your region. It’s mostly true, but keep in mind, the possibility to engage more people provides as many opportunities as challenges.

    Going global, be ready for a bigger competition, using different marketing approaches, and putting even more effort to stay visible. Advertising events in the international arena is not the quickest task to do, but following a well-prepared marketing strategy will help to make your message seen.  

    There are hundreds of ways to stand out doing virtual events. Every company could find its own approach to open the potential. If you’re not sure how to do deal with it, book a free consultation with a Worksup expert below:    

3 Mistakes During a Virtual Event Planning

Despite the organization of virtual conferences has become more popular, a lot of virtual event planners are still making mistakes that lead to poor participants’ experience. The positive side is, the more we fail the more we learn and evolve. Eleanor Roosevelt once said “Learn from the mistakes of others. You can’t live long enough to make them all yourself”. At Worksup, we also believe that one can become a more efficient organizer learning from others’ failures rather than your own. This article outlines 3 virtual event mistakes to avoid during the planning and recommends what to do instead.  

#1 Ain’t no sunshine… when there are no tests made

Imagine, you found a cutting-edge event platform for your virtual event. You invited the most desirable speakers, sponsors agreed to support you and all registered participants are now waiting for the start. Doesn’t it sound like an event of the dream, huh? But wait, let’s see what happens next. In the beginning, you say a brief introduction, welcome every participant and then you give a word to the first most wanted speaker, let’s say, Peter, who’s based in a different city. The time comes, everyone sees Peter but an echo after each word prevents understanding a single sentence. The sound is terrible and not Peter nor the event organizer can do something about that. As a result, two speeches failed during the event due to the poor sound quality. The audience was outraged. And this could be prevented. 

Even if the virtual event tool seems to be very promising, test its every component – polls, Q&A, networking, and other sections you’re going to use on a live event. Try to call every speaker through the platform to check the quality of their sound and video. Make sure, you’re checking the same devices which speakers will be using during a real event. Testing an attendee perspective is the best solution to eliminate any unexpected issues. Usually, these 30 minutes of your time make a very big difference. On Worksup, you can test any event for free.

#2 Wrong Software Choice 

A lot of event planners are choosing video conference tools like Zoom as a software for hosting online events. Seeking a quick live streaming solution, they often get disappointed when it turns out, it’s hard to keep the audience engaged and interact with them through it. Usually, such video platforms are most suitable for 1:1 meetings or webinars where the key purpose is watching and listening to a speaker. When it comes to the organization of small or medium-sized events online, buying a ticket, participants are expecting to get more “perks” except seeing a speaker’s presentation. 

In contrast to this, there are events platforms developed especially for hybrid and virtual events hosting. Depending on how many people you plan to gather online and what is the purpose of the event, you can choose different activities for your audience starting from Q&A and polls to individual tasks that will keep everyone engaged. Usually, they also allow doing 1:1 video calls for participants networking to promote professional relations during events. Another advantage for businesses is the possibility to brand an event in a corporate style – use your colors, logo, and fonts. For example, to feel the real conference atmosphere, Worksup provides an opportunity to create an online expo where users can do talking with a company consultant, or take a brochure like they usually do on a real event. 

#3 Not Proving Guidelines 

After testing most of the virtual platform features by yourself, you may mistakenly think that a lot of the elements will be obvious for everybody. It’s true to say that there are many easy to use platforms with a nice user interface. Though even in this case, event participants, who may have never used it before, could be confused about how to navigate around the platform.  As a result, even if you’ve chosen a prominent software with dozens of features, there’s a very high possibility that most of the attendees won’t know what to do with half of them. 

Sign with different directions

Every stakeholder of the event has to be well informed about the features of the software and what you as an organizer plan to do with it. In addition to attendees, these include speakers and moderators, your tech team, even your own events team. The big problem also lies in arrogance from any of these towards following the instructions and testing. You often hear, “I have done these hundreds of times”. But each new event is different, with different teams and technology. You as an organizer can make it or break it by how well you can coach your stakeholders and carry out tests.

What can you do in this case? At the beginning of the event, when you or an event moderator welcomed the participants, it’s a golden minute to make a quick overview of the platform: briefly describe how everything works, what features it has and how to access them. The best option is to do this also before the event with a letter. Establishing professional relations during online events shouldn’t be complicated and clear guidance is the best solution for that.

Following these easy to use recommendations, will let every stakeholder get brighter experience preventing virtual event mistakes