5 Benefits of Virtual Event Management for Modern Businesses

These days, hosting events is about so much more than booking a conference room or boardroom. With virtual and hybrid events on the rise, businesses have an amazing opportunity to connect, engage, and grow in ways that weren’t possible before. Whether you’re putting together a team-building retreat, launching a new product, or organising an industry conference, virtual event management can take your plans to the next level.

At Oceania, we have years of experience with all kinds of event management, which means we have plenty of insights into how beneficial having a team on-site can be. If you have a virtual conference or event on your horizon, you’re in the right place!

Let’s explore five big benefits of opting for a virtual event management team and why it’s such a smart move for businesses looking to execute this new style of gathering without a hitch.

1: A Massive Time-Saver

First things first, you will save untold hours on background event preparations if you choose to hire a virtual conference management team. Tackling this kind of thing solo takes hours and hours of work, and if you haven’t hosted virtual events before, it might take even longer.

An experienced team that has executed similar events before will have found many efficiencies you can benefit from, freeing up a lot of time for you to focus on your duties as the event approaches.

2: Risk Management

Perhaps the biggest role of a virtual event management team is to deal with risks as they may crop up throughout the event. Virtual events may be distanced, but the introduction of live streaming technology and the online interface introduces a whole new set of challenges for both you and your attendees.

Aside from technical failures that could derail your event, there are cybersecurity and interpersonal privacy risks that must be carefully spotted and addressed while hosting. An experienced virtual conference management team will tackle these needs for you, both as the event is happening and in the days leading up to it. After all, setup is a vital piece of the puzzle!

3: Peace of Mind

Conferences, keynotes, corporate gatherings; no matter what, almost all events have one thing in common: they’re stressful for the organiser. Putting an event together from the ground up is no mean feat, especially if it’s your first time at the rodeo. But if you’re playing an active role in hosting the event on the day, it’s important that your mind is relaxed and free of distractions.

That’s where an experienced management team comes in. With an expert crew inducted into the planning, execution, and close-down stages of your event, you can enjoy the ultimate peace of mind. Much like having a wedding planner oversee the finer details of your big day, your virtual team can operate in the background so you can focus on ensuring your part of the equation goes off without a hitch.

4: Improved Experience for Your Attendees

At the end of the day, a successful virtual event is one that sends your attendees home having had a great time. If you’re hosting a conference, then your purpose is likely to expose your attendees to a lot of new ideas in their respective fields and give them a chance to network with one another. If you’re hosting a company celebration, then your goal is probably to highlight the key players in your organisation, let everyone feel appreciated, and give everyone a chance to blow off some steam.

Having a professional management team on-side means you can focus on doing your part of the work perfectly. They’ll be on hand to take care of all the technical aspects of the event, as well as to deal with any unforeseen problems as they arise. This means your attendees can get the absolute most out of your event.

5: Contingencies, Contingencies, Contingencies

Finally, event planners around the world know that it’s always best to have a backup plan (and then have yet another one waiting, just in case). Since events are hosted live, the chances of some small aspect coming off the rails are distinctly possible.

The role of a virtual event management team is to spot these potential risks and develop contingency plans that can be implemented on the day. Their motto? “Better to be safe than sorry”.

While it’s true that virtual event management is still an emerging field, it’s also a vital one. With more and more events happening as hybridised or entirely online experiences, attendees and organisers alike need the expertise of virtual event managers to pave the way toward success.

So, if you’re currently planning your virtual conference and are already starting to feel the stress, consider hiring a virtual conference management team to help you execute everything flawlessly.

Elevate your next virtual event with the team at Oceania Productions.

There’s something about having an experienced team on your side that makes an incredible difference on the big day. If you have a virtual event on the horizon and you need help executing, the team at Oceania Productions is here to help.

Reach out to our virtual team today to learn more about how we can help you realise your vision.