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Tips for planning successful virtual meeting

Magdalena Bonnelly • March 5, 2021

I have been frustrated with the same, repeated topics in today’s meetings and events industry landscape: “best engagement strategies”, “the future is hybrid”, “hybrid is here to stay”, “what virtual platform should I use?” and my all-time favorite (insert a bit of sarcasm) “what the future holds for events and meetings industry”.. That one always gives me a chuckle as it implies that there is a crystal ball that someone has an access to, and they can predict the future.. Versus all of us here, running around without any idea on what the future holds, like mad scientists with steam coming out of our ears. Please do not misunderstand me - those questions are OK to ask but are they relevant today, since those are repeated over and over again along with answers? And is your meeting's objective same as the other company's? To me, it seems that there needs to be deeper understanding what we are working with here.. understanding of weight and depth of HUMANS!


All of this has led me to write my FIRST EVER blog or article written ALL ON MY OWN. Excuse typos or any grammar mistakes.


And here it is - whatever you want to call it. But I finally want to speak out because I feel most of us, (not all of us.. but MOST), in the industry, are missing the point.


Since the event and meetings industry is exponentially moving, or has moved already, into digital space, it would be the next rational step, in my opinion, to study human behavior … ONLINE.. WHAT A MADNESS??!! Yes, I said it. Companies like Netflix have studied human online behavior for years and have been quite successful with predicting it, don’t you think? If you are interested in building successful online community and engagement, study those, who has been pioneering in that space. Think Peloton. Study Peloton. Research their research. Same with Netflix.


When it comes to engagement – what works for me, may not work for you, so get ready for “hit and miss”. You can’t gamify everything because not everyone is Type A personality with competitiveness in their blood. However, you can look at collective data and how people behave in online setting. This can unlock your success when it comes to attracting attendees to your virtual conference. What platform you use, what sponsors you have – all of that is irrelevant without people logging into your conference... AND STAYING!


If you need effective strategy for your virtual or in-person conference, contact us today! 


It is common sense that anyone who will speak during the virtual conference should be looked at and vetted, with as much seriousness, as Netflix does with quality of movies or limited series they decide to have in their offering. TV or computer screens have never had issue with keeping people’s attention and our eyes glued to them – so why do virtual conferences have this issue? My answer to it is simple – not a lot of event and meeting planners focus on people/consumer behavior online studies while planning and building their virtual conference. Because I believe that virtual conferences are not planned anymore – they are being build.. from scratch. And in my humble opinion, that is one thing that is hugely missed and lacks understanding in our industry - not because of lack of resources but lack of $ allocated to this particular part of event marketing.

(updated June 19, 2023)

Corporate Event Planning

view of clouds from airplane window, incentive trip flights, incentive trip travel

Should an Incentive Trip Include a Few Hours of Meetings?

By Magdalena Bonnelly • October 30, 2024
Discover the pros and cons of including meetings in an incentive travel itinerary. Should reward travel for employees remain purely about relaxation, or can a few strategic hours of meetings add value? This guide explores both sides to help companies make the best choice for their next corporate incentive trip. Perfect for anyone interested in incentive trip planning, maximizing ROI, and creating rewarding experiences that motivate and inspire teams. Read on to find out what’s best for your team!
plan profitable conferences, successful conference, strategic meetings management

Go beyond "break-even"! How to plan profitable conferences.

By Magdalena Bonnelly • July 30, 2024
Conferences are a fantastic way to bring people together, share knowledge, and build a community. However, if you've ever been involved in organizing a conference, you'll know that they can be expensive to run. Most conferences struggle to break even, let alone turn a profit. But what if I told you that it's possible to plan a conference that not only breaks even but actually turns a profit? In this blog post, we'll explore one key strategy for planning profitable conferences and moving beyond breaking even. Today, we're delving into the world of profitable conferences and how to make them not just successful, but truly memorable and lucrative. And to add a touch of intrigue to our event planning arsenal, we introduce the cutting-edge service of Event Forensics. Planning a conference that not only meets but exceeds your financial goals is a daunting task. With so many moving parts, it's easy to get lost in the sea of different charges, quotes, and contracts. But fear not, dear event planners, for we're here to guide you through the maze and help you emerge victorious. So, what is the secret sauce to planning a profitable conference? Should you CUT cost on decor or activations? Maybe on food and beverage at the hotel? Or maybe you should forgo a 4 piece band during awards dinner and just use the good ole' Spotify list on your iPad? What if I told you that you do not have to cut costs on anything? What if I told you that the only thing you need to do, is put your analytical hat on? Or even better, hire us to do it for you! Let's shine the spotlight on Event Forensics. This innovative service is like having a detective at your side, uncovering valuable insights and data that can significantly boost the profitability of your conference. By analyzing financial info from past conferences, Event Forensics unveils a hidden road to profitability! Imagine being able to identify what drains your budget year after year, because ... inflation.. cost of doing business... leap year... election year.. you get what we are saying! With Event Forensics, every invoice and contract from past conferences is analyzed to identify three things: Your conference's economic impact on the destination Your buying power Opportunities for savings Imagine a store that doesn't do inventory every few months. It loses leverage with its vendors and negotiating better deals looks like "throwing spaghetti at the wall and seeing what sticks". There is no meaningful strategic conversation possible. And while our competitors will tell you about relying on their negotiating and buying power, we want you to build and rely on your own. Here is what one of the clients said about the Event Forensics service: "It's a guiding tool to help you see whether you are staying within the budget, but it also helps you see whether you have room to play with. And what you helped me do was to get everything together, compare it year to year, to the sponsorship allocation..." Are you curious about the Event Forensics service? Contact us today to get more info!
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