How to Be Virtual Event Planner - Job Description, Skills, and Interview Questions

Jan 14, 2021 / 5 Minutes Read / By Albert

How to Become

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With the advent of technology, virtual event planning has become increasingly popular over traditional in-person event planning. Virtual events are organized online, often through video conferencing or webinars, and have a number of advantages over traditional events. The most obvious benefit of virtual event planning is the cost savings, since there is no need to rent out a physical space, purchase decorations, or travel for the event.

virtual events are easier to organize and can be completed faster, allowing for a more efficient planning process. Furthermore, virtual events can reach a wider audience than traditional in-person events, allowing more people to participate regardless of their geographic location. As a result, virtual event planning has become an attractive option for many organizations and individuals looking to host an event without the expense and hassle of in-person planning.

Steps How to Become

Research the field. Start by researching the field to gain an understanding of what a virtual event planner does. Learn about the different types of events that can be planned virtually, as well as the skills necessary to excel in the field.
Develop your skill set. As a virtual event planner, you will need to have excellent people and organizational skills. You should also be familiar with technology and be able to use various software programs.
Get certified. Consider earning a certification in virtual event planning. This will show potential employers that you have the knowledge and skills necessary to be successful in this field.
Network. Networking is essential for any job, but especially in the virtual event planning field. Reach out to event planners, vendors, and other professionals that you can learn from and collaborate with.
Promote yourself. Create a website, blog, or social media accounts to showcase your skills and experiences as a virtual event planner. Use these platforms to promote yourself and your services.
Market yourself. Reach out to potential clients and promote the services you offer. Develop relationships with other vendors and venues to increase your visibility in the market.
Start planning. Once you have established yourself and have a few clients, start planning virtual events. This will give you the opportunity to refine and perfect your skills as an event planner.

Planning a virtual event can be a daunting task. It requires an understanding of the various elements that go into creating a successful event, including budgeting, technical requirements, marketing and promotion, and more. Without an ideal and qualified event planner, it can be difficult to ensure that all components of the event come together in a cohesive way.

A qualified virtual event planner will have a deep understanding of the technology needed to make the event run smoothly, as well as the experience and expertise to create an engaging atmosphere for guests. they will be able to provide advice on budgeting and marketing strategies to maximize the reach and impact of the event. By hiring a qualified virtual event planner, businesses can ensure that their event is well-organized and successful.

You may want to check Virtual Architect, Virtual Videographer, and Virtual Business Analyst for alternative.

Job Description

Event Coordinator: Responsible for overall coordination and execution of virtual events, including planning, budgeting, scheduling, and managing vendors.
Creative Designer: Responsible for creating engaging visuals and digital experiences for virtual events, including creating custom graphics, designing promotional materials, and developing interactive experiences.
Technical Support: Responsible for providing technical support to event participants and vendors, troubleshooting technical issues, and monitoring virtual event activity.
Social Media Manager: Responsible for creating and managing a social media presence for the virtual event, including developing content and engaging with participants.
Audience Engagement Specialist: Responsible for engaging with event participants, providing customer service, and responding to questions and concerns.
Content Creator: Responsible for developing content for the virtual event, including creating presentations, videos, and other media.
Virtual Event Host: Responsible for hosting the virtual event, including introducing speakers, moderating Q&A sessions, and managing the chat room.

Skills and Competencies to Have

Strategic planning
Budgeting
Event design and layout
Vendor negotiation
Creative problem solving
Negotiation
Communication
Organizational skills
Attention to detail
Multitasking
Event management software proficiency
Time management
Networking
Public speaking
Marketing and promotion

Organizing a virtual event requires a great deal of planning and coordination. The most important skill to have in order to be an effective virtual event planner is excellent communication. Being able to effectively communicate with vendors, speakers, sponsors, and attendees is key to making sure everything runs smoothly.

A virtual event planner must also be organized and have the ability to manage multiple tasks, prioritize responsibilities, and work on tight deadlines. they must be adept at problem solving, as issues are bound to arise and need to be resolved quickly. In order to ensure success, a virtual event planner must have strong interpersonal skills, be tech savvy, and be creative in order to craft an engaging experience for all attendees.

By having these skills, a virtual event planner can ensure that their event runs smoothly and successfully.

Virtual Technical Writer, Virtual Content Strategist, and Virtual Project Manager are related jobs you may like.

Frequent Interview Questions

What experience do you have in virtual event planning?
How do you stay organized when planning a virtual event?
What strategies do you use to ensure the success of a virtual event?
How do you identify the needs of virtual event attendees?
What challenges have you faced when planning virtual events?
How do you ensure the security and integrity of virtual events?
How do you leverage technology to create engaging virtual events?
How do you use social media to promote virtual events?
What techniques do you use to manage the budget of a virtual event?
How do you measure the success of a virtual event?

Common Tools in Industry

Zoom. Video conferencing software used to host virtual events. (Eg: Zoom Pro account for a webinar with up to 100 attendees).
Eventbrite. Online event management platform for virtual event creation, ticketing, and promotion. (Eg: Eventbrite registration page for a virtual conference).
MailChimp. Email marketing software used to send automated emails to event attendees. (Eg: MailChimp campaign to send welcome emails to registered attendees).
Slack. Collaboration and communication tool used to facilitate discussions during virtual events. (Eg: Slack workspace for a virtual meetup).
Social Media Platforms. Used to promote virtual events and engage with audiences. (Eg: Facebook Ads for a virtual concert).
Google Analytics. Software used to track virtual event performance and website metrics. (Eg: Google Analytics dashboard to measure webinar attendance).
SurveyMonkey. Software used to create surveys to measure event satisfaction. (Eg: SurveyMonkey questionnaire for a virtual training session).

Professional Organizations to Know

International Special Events Society (ISES)
Meeting Professionals International (MPI)
Professional Convention Management Association (PCMA)
Association of Destination Management Executives (ADME)
Event Planners Association (EPA)
International Live Events Association (ILEA)
National Association for Catering and Events (NACE)
American Society for Event Planners (ASEP)
International Association of Exhibitions and Events (IAEE)
National Association of Women Business Owners (NAWBO)

We also have Virtual Financial Analyst, Virtual Programmer, and Virtual Assistant jobs reports.

Common Important Terms

Event Management. Refers to the process of planning, organizing, and executing events of various sizes.
Event Logistics. Refers to the process of coordinating the various elements required to successfully plan an event.
Venue. Refers to the place where an event will take place.
Budgeting. Refers to the process of setting a financial limit for an event and managing funds accordingly.
Audience. Refers to the people who attend an event.
Promotion. Refers to the process of advertising an event to potential attendees.
Invitations. Refers to the process of inviting people to attend an event.
Catering. Refers to the process of providing food and beverages for an event.
Technology. Refers to the use of digital tools and services for the organization and execution of an event.
Post-Event Evaluation. Refers to the process of evaluating an event after it has taken place.

Frequently Asked Questions

What is a Virtual Event Planner?

A Virtual Event Planner is a software platform that helps you plan and organize virtual events like conferences, webinars, and workshops. It offers features such as ticketing, registration, event management, and analytics.

What types of events can I plan with a Virtual Event Planner?

With a Virtual Event Planner you can plan and host virtual events such as conferences, webinars, workshops, seminars, and more.

How many participants can I have at my virtual event?

Depending on the features of your Virtual Event Planner, you can typically host up to 1,000 participants at your virtual event.

What features does a Virtual Event Planner offer?

Virtual Event Planners typically offer features such as ticketing, registration, event management, analytics, streaming, moderation tools, and more.

How much does a Virtual Event Planner cost?

Prices for Virtual Event Planners vary depending on the features and services offered. Generally, prices range from free to several hundred dollars per month.