Our 8-Step Plan for B2B Virtual Events

In the B2B world, corporate trade shows and industry events are a huge source of potential partnerships, sales leads, and ultimately, revenue. When work went digital during the COVID-19 pandemic, it opened the business world’s eyes to the benefits of hosting virtual events.

Many BridgeTower Media brands, clients and partners — some of whom had never considered taking their big, annual events into the virtual realm — have turned to us for livestreaming and webinar support in 2020. The increased demand for these types of online gatherings has helped us refine and define the process we follow to plan and execute B2B virtual events.

Planning B2B Virtual Events: Our 8-Step Plan in 4 to 8 Weeks

While every event is unique and requires a tailored approach, here are the eight basic steps we follow when developing and premiering virtual events. Our team typically executes these events on a timeline of 4 to 8 weeks, depending on your needs.

1. Kickoff Call

When you contact us to produce a virtual event, our first step is to plan a kickoff call with all team members involved to discuss the specifics of the event, including any special requests and requirements. During this call, we discuss the budget and put together an estimate.

2. Platform Analysis

Step two is determining the best platform option to execute our client’s virtual event. We love using GoToWebinar, but we’re also very familiar with Zoom, Hopin, VFairs, Remo, WebinarJam, YouTube and Facebook Live, Twitch, and more.

3. Project Calendar

Once we’ve discussed the event specifications and selected the right platform, it’s time to start planning. Our team creates an organized content folder and lays out timeline deadlines for all parties involved to keep everyone on track.

4. Scheduling Sessions

If the event includes pre-recorded video elements, we’ll coordinate with you and your event team to schedule safe, socially-distant recording sessions with BridgeTower Media’s video professionals.

5. Pre-Recording Sessions

Our video team executes all scheduled pre-recorded sessions for the event. This typically takes less than two weeks. 

6. Production Period 

Editing begins and our team pieces your event together. In addition to any pre-recorded content, we can include photos, slides, audio voice-overs, custom graphics, and more into your show.

7. Review and Revisions

We create a full draft of your show and share it with you for review before the premiere. Our virtual event production packages include up to three rounds of revisions.

8. Event Premiere 

We schedule your virtual event to premiere on the selected platform. We’ll be standing by to provide technical assistance and ensure your show runs smoothly and seamlessly for your presenters and guests. 

Ready to plan your own B2B virtual event? Learn more about our private label events here, or contact us for a quote.