What Happens If You Have To Cancel Your Live Event?

You are thinking of all the refunds, all of the deposits…and all the disappointed attendees.

But have you considered alternatives or modifications to your event? Can you regroup your attendees virtually?

A virtual event by definition could be the answer to your event cancellation problem. Rather than meeting in a physical location, you meet in a virtual environment on the web.

You can host events like webinars or webcasts, and allow people to come and go like a real-live event.  Some of the best virtual events look a lot alike real-live events in a lot of ways.

Your event can host great speakers and even secure an event host to make the most of your experts, introductions, and keeping you on time and moving along just like a real-life event.

You can even provide networking opportunities for your virtual attendees, just like in an in-person event. You can personalize the attendee experience both virtually and “through the mail” opportunities.

► Platforms

When selecting a platform to hold your virtual event or summit, make sure that you can record the event, this will allow you to use the recordings to market future events. You can also use the recordings to sell access or specific pieces of training later on.

Consider the tech, just like running a live event tech can sometimes make or break an event. From the hosting, and backend IT development, to tracking attendees, remember everything counts.

There are many options for online platforms to host events. Here is one that I have an affiliate link for because I use them myself.

ZOOM:
Zoom has brought teams together to get more done in a frictionless video environment. Their easy, reliable, and innovative video-first unified communications platform provides video meetings, voice, webinars, and chat across desktops, phones, mobile devices, and conference room systems. They have been a goto meeting place for my personal meetings, courses, and webinars for years. I highly recommend them.

HEYSUMMIT:
HEYSUMMIT takes all the heavy lifting out of summit organization. Get your message in front of a global audience by leveraging the marketing power of an online summit. This is great and affordable to get started with your online summit needs.   HEYSUMMIT

 StreamYard:
StreamYard is a live video production tool in your browser. There are no downloads and you don’t need anything other than a computer with a mic and camera to get going. Free to start. 

► Sponsors

Event sponsors are a great way to help with expenses just like in real-life spaces. There are virtual sponsors including IT, software, and online sponsors that you may have never considered as a part of your options at a hotel or expo center.

Look for partnerships and coop opportunities to partner with to share the workload, planning, marketing, and even hosting your virtual event. 

 

► Marketing

As in all marketing, consistency is key. But especially in virtual event marketing social proof and interaction is a crucial component to building consistency within the event. Branding development and clear messages help to attract your ideal attendees.

Social proof marketing goes a long way in convincing people to attend your event. From the first time you run your virtual event, a lot of focus should be on testimonials: written, social posting, and video testimonials are always great ways to encourage new people to attend your events. Don’t forget to document. 

► Connections

In the virtual arena, it is more important than ever to be sure that you build connections in real life too. Even if it is impossible to hug in real-life due to location dependence, or even in this day and age, resistance to travel. We can connect with our attendees through physical workbooks, VIP gifts, t-shirts and more. 

Welcome Box Openings are a great way to share across social media and allowing attendees to connect together during your event. Wearing t-shirts that express the message of your event and hopeful outcome of working with you, is an amazing way to connect with attendees.

  • Create Welcome Boxes and include items that will make your attendees feel valued and a part of your story.
  • Wearables helps to tie your attendees together online. Great items are custom socks, t-shirts, super hero capes, and even custom sneakers.
  • 8 x 10printables are awesome to share in an online video space.
  • Social media artwork, and memes make sharing the event easy.

► Next Steps

If you are a coach, author, trainer, or event promoter take a look at the online space as more than just a way to drive traffic to your real-live event. Hosting an event online, may help to establish a connection that might otherwise be impossible to create.

► Getting Started

Before you go cra-cra, over cancelling your event, first determine if you can salvage the event. Maybe even make an online event an amazing experience for your clients. I’m happy to grab some coffee and discuss ideas for making your event meaningful and memorable both online and in real life…  I wanna book a coffee chat! https://www.bluewaterdesigns.biz/coffee