Should I hire an Online Event Planner?
As an entrepreneur, the idea of hosting an online event like a summit or bundle can be both exciting and daunting. On one hand, you know the potential benefits - building your email list, generating leads, showcasing your expertise, and creating a new revenue stream. But on the other hand, the sheer amount of work involved in planning and executing a successful virtual event can feel completely overwhelming.
If this sounds all too familiar, it might be time to consider hiring an online event planner to help you strategically map out your event, create an actionable (and actually doable) plan, and optimize for the outcomes you're hoping to achieve.
In this in-depth blog post, we'll dive into exactly what it looks like to work with an online event planner, the key benefits, and what you should consider as you think about bringing in some extra support.
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Can You Really Do It Yourself?
Before we get into the details of hiring an online event planner, let's address the elephant in the room - can you really pull off a virtual event on your own?
The short answer is yes, absolutely.
Many entrepreneurs have successfully planned and executed online events without any outside help. However, that doesn't mean it's the easiest or most efficient path forward.
Planning an online event involves a long list of moving parts - from mapping out the content and speaker lineup to setting up registration pages and email sequences, to promoting the event and driving registrations. If any of those pieces are overlooked or not executed properly, it can seriously undermine the success of your event.
And let's be honest, when you're already juggling the day-to-day responsibilities of running your business, finding the time and mental bandwidth to tackle all of those tasks can feel next to impossible.
That's where an online event planner can be an absolute game-changer!
By bringing in an experienced professional to handle the heavy lifting, you can free up your own time and energy to focus on the high-level strategy and content creation. Plus, an event planner will have the expertise to help you avoid common pitfalls and ensure your event is set up for maximum impact.
What Does an Online Event Planner Actually Do?
So what exactly does an online event planner do, and how can they support you in bringing your virtual event to life? Here's a quick overview of the key services they typically provide:
Strategic Planning: An event planner will work with you to map out the overall vision, goals, and scope of your event. They'll help you define the target audience, identify the right format (e.g. summit, challenge, webinar series), and ensure the event aligns with your broader business strategy.
Project Management: From creating a detailed timeline and task list, to coordinating with speakers and vendors, to managing registrations and tech setup - an event planner will handle all the nitty-gritty logistics so you don't have to.
Content Curation: Depending on the type of event, an event planner can assist with curating the speaker lineup, developing the session topics and formats, and ensuring a cohesive, high-quality content experience for attendees.
Promotion and Marketing: A skilled event planner will develop a comprehensive promotional strategy to drive registrations, including email campaigns, social media content, affiliate partnerships, and more.
Post-Event Follow-Up: The work doesn't stop once the event is over. An event planner can help you analyze the results, gather feedback, and implement a plan to nurture leads and maximize the long-term impact.
Essentially, an online event planner acts as an extension of your team, bringing their expertise and bandwidth to the table so you can focus on the high-level strategy and content creation. They'll work closely with you to ensure your event is strategically simple, logistically sound, and ultimately, a huge success.
The Benefits of Hiring an Online Event Planner
Now that you have a better understanding of what an online event planner can do, let's dive into the key benefits of bringing one onto your team:
1. Avoid Overwhelm and Burnout
As we mentioned earlier, planning a virtual event involves a laundry list of tasks - from technical setup to speaker management to promotional campaigns. Trying to tackle all of that on your own, on top of your regular business responsibilities, can quickly lead to burnout.
By hiring an event planner, you can offload a significant portion of the workload and ensure the process stays manageable and enjoyable. Instead of feeling stressed and frazzled, you can approach your event with a clear head and the confidence that everything is being handled.
2. Leverage Expert Expertise
An experienced online event planner will have a deep well of knowledge and best practices to draw from. They'll know the ins and outs of the latest event tech, proven promotional strategies, and effective content curation techniques. Tapping into that expertise can be invaluable, especially if you're planning your first virtual event.
Rather than having to figure everything out from scratch, you can rely on your event planner's guidance to make informed decisions and avoid common pitfalls. This can save you a ton of time, energy, and potential headaches down the road.
3. Ensure Strategic Alignment
One of the key benefits of working with an online event planner is their ability to ensure your event is strategically aligned with your broader business goals and vision. They'll take the time to deeply understand your target audience, offerings, and marketing objectives, and then use that knowledge to design an event that supports your overall growth.
This could mean anything from recommending the right event format to identifying the most impactful speakers and session topics to crafting a promotional strategy that seamlessly integrates with your existing marketing efforts. The end result is an event that not only runs smoothly, but also delivers tangible, long-term value for your business.
4. Maximize Event Impact
Speaking of long-term value, a skilled online event planner will be laser-focused on helping you maximize the impact and profitability of your virtual event. From developing a strategic plan to monetize the event, to implementing systems for lead nurturing and upsells, to analyzing the post-event data - they'll ensure you're getting the most bang for your buck.
Rather than just crossing your fingers and hoping for the best, you can work hand-in-hand with your event planner to set clear, measurable goals and then put the right processes in place to achieve them. This could mean anything from growing your email list to generating qualified leads to driving sales of your core offers.
What to Consider When Hiring an Online Event Planner
Okay, so we've covered the key benefits of working with an online event planner - but what should you actually look for when hiring one? Here are a few important factors to keep in mind:
1. Relevant Experience
When evaluating potential event planners, make sure to look for someone with specific experience in virtual events. While general event planning skills are valuable, the unique challenges and best practices of online events require a specialized skillset.
Ideally, you want to find an event planner who has successfully planned and executed multiple virtual summits, webinar series, challenges, or other online gatherings. Ask about their past client work, the types of events they've managed, and the results they've achieved.
2. Alignment with Your Brand and Audience
In addition to technical expertise, it's important that your event planner truly understands and aligns with your brand, your audience, and your overall business vision. After all, they'll be the one responsible for crafting the event experience and messaging.
Take the time to vet their communication style, values, and approach to ensure it's a good fit. You want to feel confident that they "get" your business and can authentically represent your brand to your target market.
3. Transparent Pricing and Scope of Services
When it comes to pricing, online event planners can offer a range of service levels and pricing models. Some may charge a flat fee for a full-service package, while others may bill hourly or offer a la carte services.
Be sure to get crystal clear on exactly what's included in their offering, how much it will cost, and what your responsibilities will be. This will help you make an informed decision and avoid any unexpected costs or misaligned expectations down the line.
4. Ongoing Support and Collaboration
Finally, look for an event planner who is committed to an ongoing, collaborative partnership throughout the entire process. You don't want someone who will just hand you a to-do list and disappear - you want a true strategic partner who will be there to guide you, troubleshoot issues, and ensure the event is a resounding success.
Ideally, your event planner should offer regular check-ins, opportunities for feedback and refinement, and a clear plan for post-event follow-up and analysis. This level of support can make all the difference in your ability to pull off a stress-free, profitable virtual event.
Ready to Hire an Online Event Planner?
If you're feeling overwhelmed by the prospect of planning your next virtual event, it might be time to consider bringing in an online event planner to support you. By leveraging their expertise, strategic guidance, and project management skills, you can free up your own time and energy to focus on the high-impact areas of your business.
And if you're interested in working with me specifically, I'd love to chat! As a life-first business strategist, I've recently launched a brand new Event Planner Intensive to help entrepreneurs like you plan and execute impactful, low-lift virtual events.
Through our work together, I'll guide you through my "strategically simple" event planning process - from panic-free planning to mindful people management to a foolproof promotion strategy. And if you book before March 19th, 2025 you can save 75% off the full price of the intensive.
