How to Manage Your Show’s Task List When Moving to Virtual
September 17, 2020
Ways to stay focused when it’s crunch time
It is never easy to manage a team, especially when you keep being thrown curveballs. You may not even know where to begin when you decide to move from an in-person to a virtual event. Your key to success is staying organized and utilizing each member of your team to complete all the necessary tasks to transition your show. Here are a few tips for managing your show’s task list:
Create a Project List for Your Team
Just like creating exhibitor checklists for your show, you should also have one consolidated list where your team can see assignments and make comments based on the status. Be sure to assign due dates and priorities to all the tasks so everything can be completed in a timely manner. This will keep your team in the loop as you plan!
Be sure to increase communication between all parties involved with your show. Exhibitors, attendees, vendors and partners are all important assets to your event and will benefit from increased communication. Use a send email tool or eNewsletter to keep both exhibitors and attendees informed about show changes while making it easy for you and your team to manage expectations. You should also increase communication with all vendors and partners to make sure everyone stays on the same page about changes that are expected. You can never over communicate!
Consider Outsourcing Sponsorship Sales
Exhibitor Engagement teams specialize in sponsorship sales and can be a tremendous asset to your team and your event. By partnering with an outside sales team, you can spend less time worrying about learning about new sponsorships to sell and focus on the other aspects of your event that deserve your attention. They will not only work as an extension of your team but can also significantly increase your show’s revenue.
Schedule Social Media Posts in Advance
Use a content calendar for your whole team to use to schedule social media post leading up to, during and after your event. You can stay engaged with your followers and gain more traction on social without stressing about what you are going to post and when you will post it. Here are some examples to get you started:
Be Prepared with Resources for Your Exhibitors and Attendees
Expect that your customers will have questions about using a new virtual platform so be prepared with resources they can refer to and answer any commonly asked questions. Whether it’s about setting up a show planner, scheduling a live demonstration, or chatting with prospects, you can have how to’s ready to go so you won’t need to worry about having multiple team members available to answer questions.
As you get closer to your event, you will be able to watch your task list shrink as your show grows. Once you set up a system to manage all your projects, you can rely on your team to check off tasks to ensure that everything gets completed in a timely manner.