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How to Decide on Possible Locations  and Time Zones for your Virtual Event

When you are organizing a virtual event, you need to discuss possible locations, time zones, and presentations. This article discusses various ways you can do so.

Discussing Possible Locations

Virtual events can save you money however, it is essential to note that the needs of each event will be different.  Some events will need a greenscreen, some will need a podium and some a workshop set-up. You will need space for these accommodations. As much as you won't need a luxurious and spacious venue, you still require a venue with essential components like audiovisual equipment, high speed and reliable WIFI and a podium.

For your virtual event to meet the expected standards, discuss possible locations with your event planning committee. Find a location that fits the budget and can deliver a unique virtual event.

Places for Speakers

One thing you need to put in mind is the availability of space for speakers. This is especially important if you are inviting guest speakers from a different location. You need to organize a space for them. Besides, know what they need for their presentation. Please provide them with the equipment they need and service their proceedings. If the event goes beyond a day, you should organize accommodation for the speaker. As much as most speakers don't demand a lot when it comes to space, it is essential to be ready to make any changes.

Discussing Time Zones

When it comes to virtual events, geographical concerns are never an issue. The time, however, plays a vital role in determining the event. Experts advise that the best time to host your virtual event is during the weekend. Most preferably, it should be in the evenings. Determining the perfect time to host your virtual event is not that simple. It would help if you found out whether there is another important event happening at the same time.

This is why you should always ask your audience to suggest the time and date of the event. One crucial aspect you should consider is the time zone. This is more important if you have several overseas attendees. It would be best if you found out what time will work best for them. If the event is being held inconveniently for them, you should always share videos of the event later. It is easier to live stream an event with the available technology.

 

If you are new at this, Contact us. Let's get your successful virtual event happen with EventDone!

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