Want To Host A Virtual Event?

I'm certain you have seen the buzz about virtual events all over the internet these days...


And maybe you've even attended a few.


If you're wondering how to host your own bankable event, I’d love to share with you how we have planned and hosted amazing virtual events even during this awful pandemic.


Putting together face-to-face events has always been one of the things I loved doing in my business…


And then just like that...


Here came Auntie Corona and made us switch the game all the way up!


I would always look forward to my in person event with the fabulous women in my community...


Like the Game Changer Workshops I would have here in the US , where I taught the business launch and goal setting strategies with my team of experts….

And Activation Days, where I take several income generating strategies and mentor women from all over the world during two power packed intensives ...




Events that we turn into experiences are a huge part of my team values too and a signature staple that we've been able to master really well…


In fact, every year I treat my core team with a fabulous airbnb to show my appreciation… 



So my point is…

Creating world-class experiences is a major part of my personal and business framework.

Then BOOM... literally overnight, the world came to a stop.

My team and I began to strategize but we could not pause all over our plans because the world had all of a sudden become silent.


Here's the thing...


Because of the pandemic it became more and more clear to me that now more than ever women needed a stronger sense of community and something hopeful to look forward to.


So we put our thinking caps on and went into planning mode on how we could still slam dunk our events without them being face-to-face.


This lead to us to exploring a whole new world of hosting events virtually, even though we were nearly forced to do so.


We found a bunch of tools and different ways to host virtual experiences that were pretty darn cool.


And this new interesting direction lead to our very first ever virtual retreat.


And Sis let me tell you...


The response was fantastic.


The testimonials, messages, and Facebook posts from women all over the world, thanking us for creating an unforgettable virtual experience…


Ladies who wouldn't have been able to attend our face-to-face events expressing how blessed they were because of the event...


Because of this pivot, women could come hang out during our weekend experience with the exact same benefits, from the comfort of home in their pajamas if they wanted.



Can you imagine?


Now don't get me wrong...


I will eventually go back to doing some face-to-face events once things get back to normal…


Because I love the intimate experiences with women ready to get to work that can only happen when women are gathered in one place…


But a hot new stage has just been set, allowing us the opportunity to design programs that women from all over the world can have access to..




The Way We Host Virtual Events


Let's go through what putting together a virtual event looks...


Here's your backstage pass because I have to show that you too can get your piece of the pie and serve your market in this beautiful way...


Creating more influence and impact with your Bankable Gift in this new virtual era. 


First off... I want to explain how we chose the topic for our first virtual retreat.


My team and I sat down to identify the most pressing problems in our market...


We niched down and realized that it's often difficult to start a streamlined online business and get new clients...


Hands down...


We know that creating an irresistible offer is the fastest way to do that. 


So coupled with knowing how to confidently sell...


We started to see that because of the pandemic, women in our community had plenty time online and had downtime to think (and still are), they were craving quick and convenient knowledge that they could easily unpack.  


We brain dumped so many ideas and decided to zoom in on crafting an offer like a boss…


Without an irresistible high-ticket offer, it's hard to grow and online business.



FACT.


This lead to our first virtual event theme The Irresistible Offer that has since turned into an annual event. 


On the 1st day my Experts and I focus on the Offer Creation process so you can create irresistible offers on demand..


Why asking your market what they want to buy could be the biggest, most expensive mistake you ever make..


Identifying your dream client, looking through your niche lens, the pillars of an offer, and teaching points using my signature Offer Creation Strategies…


Everything it takes to finally get crystal clear on your offer! The power in naming your program… how to position and promote without breaking the bank.




Then on Day Two we focus on helping you sell your offer… 


How to craft a launch plan checklist so you can start selling… before you create any content. 


*This is my flip it upside down strategy to validate your offer without you having the struggle of wasting any time...


The gals in my community love this Offer Creation Virtual Retreat, because they can experience all this expert knowledge from the comfort of their couch (morning robes are optional :-)…


And because it's virtual you don't have the expense of hotels or travel...

 


So where do we host these retreats...


That's definitely the million dollar question.


We use an incredible platform called Hopin…


It's a one shop stop of excellence...


Super simple, super streamlined and extremely user-friendly… 


Attendees literally "hop in" and out of masterclass breakout rooms as they wish and return to the main stage when it's time for keynotes...


They can chat, comment, and ask questions in a chat box – and you can put in place a dedicated team to handle all of the Q&A support as you share your bankable gift with your community.


Hopin also has ‘Expo Booths’ which attendees can hop into after every session to ask offer-related questions and where you can close a sale. 


One of my favorite features of Hopin is the ability to network right inside the platform..


In fact we ran a ‘Virtual Tea Hour’ where ladies can connect to exchange notes or simply catch up in a dedicated breakout area. 


That’s what the Virtual Offer Creation Retreat looks like for us…


Now I want to walk you through how we put it all together. 


To make this sweet and simple, I’ve put a list together of the most important steps... 


Pre-Planning phase… 


Decide on the end result and goal of your retreat…

Is it for training, planning, selling, packaging, strategy, teaching or empowerment as it is with offer creation.

The goal of your retreat will be help get your dream clients out of the pinch that they are in...


And help them to solve their problems...


For our market that was not being able to make money or attract clients during this pandemic; where the quickest solution was having an irresistible offer

Determine the nuts and bolts of your event…

How long will it be?


Is it a half-day or a 3-day event? 

(If you don’t have much experience in hosting events, start with a simple half-day retreat to test the waters.)

What’s your budget?


How many people are you planning for? 


This is based on the size of your list… but consider Facebook ads to increase this number.


Will you have special guests or experts teaching specific areas or topics that may not be your Bankable Gift… or will you be doing it all yourself? 

What platform will you be hosting it in? 

We recommend Hopin… but Zoom, Whatsapp, Google Hangout or GoToMeeting is also an option.


How will people register?


Hopin lets attendees register through a link they will use for each day of the event…


At the end of the day...


The beauty of a virtual retreat is that you don’t have to pay for much overhead like venue costs or hospitality…


But you will need to allocate a budget for the hosting platform as well as any equipment and resources you’ve promised to attendees. 

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Tip: Check your internet upload speed to make sure it’s fast as lighting...

And if you’re thinking ‘This is great Tracy, but I would love more support. I’d love to help you!


You can join my own exclusive Activation Inner Circle for $7 USD and get access to myself, my team and all of our Activation strategies right now…


Plus, access the support you need to apply them to your own business.

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Let's keep going...


Be sure to select a date and time and send out r.s.v.p's as early as possible. 


Tip: Simply create a poll to see when people are actually available...


Then map out your event agenda… 


You want to add value without cramming every topic in so keep your teaching concise and try not to go over 45 minutes for keynotes.)  


Setting up all the digital assets for your event like as landing page and email nurtures will help you to clearly communicate all that your attendees will receive and will experience.


Before the retreat be sure to do a test run to minimize any technical glitches over day-of overwhelm.


We send our attendees a link to a digital workbook to print out before the event… which saves printing and postage costs :)


Once your schedule is set, let attendees know if they need to bring anything or what they need to prepare for.


Lay out the ground rules on how attendees will engage with each other during the event. 


Once your event ends...


Decide how you will thank attendees for joining – whether that’s sending a physical or gift box or simply following up with a post-event email nurture… 


Look out for areas where you may need to follow-up on activity outcomes...


Selling opportunities… 


Surveys...


Post-event results… 


And be sure to always thank all the amazing people and team members who helped you run your retreat...


That's it Sis!


You know have the nitty gritty on how to host a virtual event…


I hope you can learn from these tips and look forward to hearing about how these tips have helped you!


Virtual events have opened our market right up to new clients who typically wouldn't be able to travel to a live event....


They have not only been very profitable...


And a great way for the talented women in our community to grow, learn and connect in during this season of our lives.


Please do let me know how your first or next virtual retreat turns out… keep me posted inside The Activation Inner Circle Facebook Group which you can join here.  


(Inside the inner circle, you’ll be the first to know about my upcoming virtual events too, along with step by step training on how to host your first or next event...


That's the community where I lay it all out and hold your hand to help you with tips, strategies, and training to get you to the next level faster in your business.


xx


Tracy