How to Write a Virtual Event Proposal [5-Step Guide]

Who wants to travel for an in-person event when you can receive similar value from attending a virtual event? 

Travel and other costs associated with in-person events are propelling the popularity of virtual events after the initial spike during the pandemic. Virtual events also receive high attendance because of their convenience, and with platforms like Connect Space, attendees can network online through our matchmaking features. 

If you want your company, a client, or a sponsor to fund the virtual experience, then you will need to craft a compelling virtual event proposal. 

The event proposal will convince stakeholders that your event is the right fit for the company’s business needs. You should also be upfront about the mutual benefits for the host and the attendees. 

Provide a clear and concise overview of the event, including its goals/objectives, target audience, and projected outcomes.

Free Demo of Connect Space Platform for Event Networking and Matchmaking 

5 Key Components of a Virtual Event Proposal

According to Verified Market Research, the global events industry is projected to generate an enormous $2.194 trillion by 2028, a significant increase from the $887 billion it earned in 2020. Despite the resurgence of in-person events, a notable 93% of event marketers plan to continue investing in virtual events, reflecting the sustained value and interest in this format. So, there has never been a better time to host a virtual event.

To write a persuasive virtual event proposal, there are several components that must be included:

1. Event Overview

The event overview should provide a comprehensive description of the event. The overview is key because it’s often the only content that attendees will read before registering. The event overview will be distributed widely online so it should clearly outline the purpose of the event, who it is designed for, and what potential attendees can expect to gain from attending.

2. Budget 

The budget section should outline the expected costs of the event, including expenses such as platform fees for hosting the virtual event, speaker fees, marketing and promotional costs, and any other expenses. It is essential to conduct research and gather cost estimates for each item in the budget to ensure there is a clear return on investment for the stakeholders funding the event.

Allocating funds for high-quality speakers and effective marketing strategies is crucial, as these elements significantly impact the success of the event. Additionally, considering potential unexpected expenses and including a contingency fund in the budget can help in managing any unforeseen costs.

It's important to note that while virtual events are generally more cost-effective than in-person events, quality should not be compromised. The largest expenses typically include the virtual event platform and speaker fees. Using platforms like Connect Space, known for their B2B networking technology, can offer cost-effective solutions while enhancing the event's overall value.

3. Marketing Plan

This should outline how you plan to promote the event to your target audience, including social media, email marketing, and other strategies. The marketing plan should outline the strategies and tactics used to promote the event to the target audience. This include social media campaigns, email marketing, content marketing, and influencer partnerships.

It is crucial to use a mix of channels and mediums to reach a broader audience and create excitement leading up to the virtual event. Leverage promotional materials such as videos, images, and user-generated content to showcase the event's value and generate excitement. 

4. Event Schedule

The event schedule should provide a detailed timeline of the event, including the date, time, and sequence of each activity. Here, you can introduce essential tips for a successful virtual meeting, such as timely breaks, and engaging multimedia presentations to keep the audience involved and attentive.

This may include keynote speeches, panel discussions, workshops, and cocktail hours for networking. Recent data suggests that demos (26%), expert Q&As (19%), and keynotes (17%) are the most impactful session types on attendees' buying decisions, indicating that these should be featured prominently in the event to maximize engagement and influence. You should also allocate appropriate time slots for each activity, considering factors such as speaker availability, attendee engagement, and breaks. 

An organized event schedule ensures a smooth flow for everyone.

5. Set Key Performance Indicators (KPIs)

The KPIs for evaluating success will outline how the event’s success will be measured, including attendee feedback and other relevant metrics.

Feedback can involve conducting post-event surveys to gather insights on attendee satisfaction, the value of the virtual event’s content, and areas for improvement. 

Free Demo of Connect Space Platform for Event Networking and Matchmaking 

How to Write a Virtual Event Proposal 

Hosting a virtual business networking event provides an exceptional return on investment for the time and budget allocated to organizing it. 

Here’s how to write a virtual event proposal to improve your chances of receiving approval: 

1. Understanding the Audience and the Goal

It’s crucial to have a deep understanding of your target audience (ex: executives, clients) and the objectives/goals for the event you hope to achieve. For example, are attendees at your event meant to listen and learn, or are they attending to meet others in their field? By researching the needs of your audience, you can craft your event proposal to reflect the demand and what’s necessary to meet their needs.  

Tips for Establishing Goals for a Virtual Event

Whether you aim to educate, entertain, or facilitate networking among attendees (and for your business), establishing realistic goals early on will guide the event planning process and increase the likelihood of receiving approval for the virtual event. It is also important to consider factors such as the desired outcome (ex: leads, new industry connections) and determine how well the event’s messaging would resonate with attendees from the target industry. 

2. Write a Catchy Event Title

Writing an enticing event title is essential; the title and theme should be intriguing, captivating, and reflect the mission of your event. In fact, a captivating event name can make all the difference in the event’s ability to drive registration, boost attendance, and generate “buzz” on social media. 

To create an irresistible virtual event title, consider using strong adjectives and action verbs to evoke curiosity and excitement. Some effective adjectives for event titles include: absolute, sure, fun, free, essential, effortless, best, and incredible.

TED Talks is an example of a company that consistently creates captivating event titles that motivate attendees to save the date.

You can also make your event title memorable by using alliteration or rhyme. Alliteration is the repetition of the same consonant sound at the beginning of words, while rhyme is the repetition of similar sounds in two or more words. 

For example, some alliterative event titles could be: 

• Majestic Moments
• Graceful Gatherings

 While rhyming titles might include: 

• Sprint Mint
• Slam Dunk Funk

The importance of a catchy event title cannot be overstated since it serves as your event's first impression (and the person approving the event proposal) and gives potential attendees an idea of the event’s vibe and what they can expect to gain. 

For the virtual event’s theme, select a concept that aligns with the objectives of your business and resonates with your target audience. It could be a trending topic, a thought-provoking idea, or a unique angle that sets your event apart. By crafting a catchy event title and theme, you pique the interest of potential attendees and create anticipation.

3. Outlining the Event 

Outlining the event format and components is crucial to ensuring a seamless and engaging virtual event experience. Start by determining the overall structure of your event, whether it will be a single-day event or go on for multiple days. Consider the timing and scheduling, ensuring a balance between speaker sessions and breaks to keep attendees engaged, avoid information overload, and provide opportunities to network.

Identify the different components and activities that will take place during the event. This can include keynote speakers, panel discussions, workshops, networking sessions, and interactive activities. Each component should be carefully planned with assigned time slots and it’s importance summed up in the title. 

Additionally, consider the technology and platforms that will be used to facilitate the virtual event. For example, are you leveraging an app with push notifications enabled for important updates and changes before, during, and after the event? A personalized event app can make all the difference in providing an attendee-friendly experience. From live broadcasting platforms to virtual networking tools, technology enhances the overall event experience and promotes deeper connections between attendees.

Ways to engage attendees in virtual events 

Interactive Q&A: Go beyond pre-submitted questions. Use live polls, word clouds, and real-time audience reactions to make Q&A sessions dynamic and inclusive.

Virtual networking: Utilizing virtual networking solutions can significantly enhance attendee interaction and engagement in virtual events. Foster connections beyond video chats. Create virtual "tables" for small group discussions, gamified icebreakers, and post-event social lounges.

Gamification: Incentivize participation with points, badges, and leaderboards for quizzes, polls, and interactive activities.

On-demand content: Extend the event's reach by providing recordings, speaker slides, and bonus materials accessible long after the live session.

4. Detailing the Virtual Event

Every detail of the virtual event must be meticulously planned and executed. From choosing the right virtual event platform to ensuring seamless connectivity, these factors are crucial for meeting the proposed goals.

Technology and Security

Considering technology is the most important part of a virtual event, the livestream and real-time engagement features must work perfectly. That’s why it’s essential to test and troubleshoot the technology used beforehand to avoid any technical difficulties during the event.

Cybersecurity

Ensure there are protocols to safeguard participant data and prevent unauthorized access. Connect Space’s event management app provides a secure and reliable experience for event attendees and hosts. It is also equipped with various features and functionalities to ensure that event attendees keep their personal and financial information secure.

5. Presenting an Event Marketing Strategy

To ensure the success of your proposed virtual event, it is crucial to present a compelling marketing and promotion strategy that will attract attendees and generate excitement. The key to an effective virtual event marketing strategy lies in reaching your target audience’s interests and where they spend most of their time online. 

Social Media

Create social media posts with captivating visuals and simple captions that highlight the unique aspects of your event. Encourage attendees to share event posts with their network, using hashtags and mentions to increase visibility. You can even provide incentives for those who share the event on social media. 

Partner with Industry Leaders

Propose partnering with influencers and other industry leaders who can help promote your event to their followers. Their endorsements and testimonials can greatly enhance your credibility and attract a larger audience by tapping into their loyal following.

Email Marketing

Utilize email marketing to communicate with potential attendees directly in the lead-up to the event and after. Craft personalized and informative emails that highlight the benefits of attending your virtual event and include a clear call-to-action for registration. 

Internal Network

Leverage your existing network, which should include industry leaders, associations, or professional communities, to spread the word about your event. Engage with these communities through forums, webinars, or guest blog posts to establish your event's credibility and build trust.

Common mistakes in Virtual Event Proposals

Here are the common mistakes in drafting a virtual corporate event proposal:‍

Underestimating attendee engagement: Underestimating attendee engagement in virtual event proposals can lead to disinterest and low participation, as virtual settings lack the inherent interactivity of in-person events. Engagement is crucial for retaining attention, encouraging active participation, and ensuring the event's success, especially amidst the distractions of remote environments and "Zoom fatigue."

Overlooking technical aspects: Poor audio, lagging video, and platform glitches can ruin the experience. Proposals should detail platform selection, internet bandwidth requirements, and backup plans for technical issues. 

Failing to define objectives and audience: Vague goals and a broad audience lead to unfocused content and marketing. Proposals should clearly state the event's purpose (e.g., brand awareness, lead generation) and target demographics (e.g., industry professionals, C-suite executives).

Future Trends

Future trends in virtual event planning for B2B include a greater emphasis on hybrid events, personalized attendee experiences, and the use of advanced technologies like AR and VR. Hybrid events, combining in-person and virtual elements, are becoming increasingly popular, offering the best of both worlds. Personalization, where attendees receive content and networking opportunities tailored to their interests, is expected to play a significant role in enhancing the attendee experience. Advanced technologies like augmented reality (AR) and virtual reality (VR) are set to revolutionize the way attendees interact with the content, making virtual events more immersive and engaging.

The Bottom Line

Knowing how to write a persuasive virtual event proposal is the most important part. If those you intend to fund the event don’t approve it, then the event never happens. Make sure the overview is clear and concise, the budget makes sense, and there is a manageable schedule of the event’s activities from beginning to end. 

By hosting the event using Connect Space’s events platform for networking and matchmaking, you will significantly improve your chances of getting your event proposal approved. Make the event unforgettable by continuously creating personalized experiences for attendees and receiving access to all the Connect Space features you need to 10x the value of the event long after it concludes. 

Free Demo of Connect Space Platform for Event Networking and Matchmaking 

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FAQs:

1. Why is it important to write a virtual event proposal?
A well-written virtual event proposal convinces stakeholders of the event’s value, showcasing how it meets business goals and provides benefits for both the host and attendees.

2. What are the key components of a virtual event proposal?
Key components include an event overview, budget, marketing plan, event schedule, and key performance indicators (KPIs) for measuring success.

3. How should I present the budget in a virtual event proposal?
The budget should outline all expected costs, including platform fees, speaker fees, marketing costs, and a contingency fund for unexpected expenses.

4. What role does the marketing plan play in a virtual event proposal?
The marketing plan details how you will promote the event to the target audience using social media, email campaigns, influencer partnerships, and other channels to maximize attendance.

5. How can KPIs help measure the success of a virtual event?
KPIs, such as attendee engagement, feedback, and participation metrics, provide insights into the event’s effectiveness and areas for improvement, helping to evaluate its success.