An Event Coordinators Guide to Remote Events Planning

Remote events planning today is now easier than ever, thanks to the advances in technology. The cost and time savings make it an even more appealing alternative to traditional hands-on and on-site planning. While there are some adjustments you’ll have to make to effectively use a remote events planner, the basics remain the same. Simply concern yourself with the fundamental aspects in order to upgrade your capacity for managing your upcoming events.

This article discusses the benefits behind the remote approach of events planning. We will also run through the basic procedure to help you and your team learn about and stay aligned on the events goals and objectives.

Benefits of Remote Events Planning

Take note of the following benefits to see remote events planning as a means to change up and introduce more lucrative opportunities to your current business:

  1. Flexible communication: Remote events planning allows you to widen your communications not only with your current team and ticket holders, but also with more stakeholders, sponsors, and different venues. This enables you to reach and secure different viable leads for your event, which ensures its overall success and profitability. You can also better collaborate with different individuals and companies without having to meet them in person.

  1. Different tools and techniques available: Thanks to the rise of the Internet, you can now better communicate and accomplish different tasks for your event. Remote events planning has the following tools for you: online registration, cashless payments, virtual steaming, video calls and conferencing, and secure members-only platforms. You can benefit from the increased work flexibility, convenience, and cost-effectiveness of these solutions. You can even run multiple events simultaneously, because technology can do a majority of your events tasks. All you need to do is to facilitate and track your events planning progress.

The Basic Remote Events Planning Process

Use the following steps in the guidance of your first run through remote events planning:

  1. List down all your goals and related tasks: This is important for all events, since it helps you to better check on your progress and efficiency as a team. Use mind-mapping or other visual organizers to help you better ideate and collaborate on your event’s main purposes, the kinds of customers and benefactors, and other key aspects of your event.

  1. Divide your team and keep communication lines open: Your main task as the events coordinator is to divide your team and assign tasks. You can use remote delegation apps like Slack and Google Calendar to better track your progress and communicate openly with your team. Take note of your timeline in order to advance easily through each step until the successful completion of your event.

  1. Agree on the kinds of tools you will be using: There are different kinds of viable tools to remote events planning, but you need to agree as a team on what you will use. This unites your different efforts and enables your seamless collaboration throughout the events planning process. Don’t be afraid to try different tools, especially if it is for the betterment of your vision for the event.

  1. Keep track of progress by checking off completed tasks: The key to remote events planning is to ensure that all tasks are completed and none are either incomplete or poorly accomplished. You should quality check everything and give feedback to your team in order to ensure the highest quality for your event. Remember—you want to make both your ticket holders and sponsors happy.

  1. Do rehearsal runs: Not all events run smoothly without any practice. In fact, most of the time there are rehearsal runs which are meant for different events-proper groups and individuals to come together and present crowd-pleasing performances. See to it that your on-venue technical team, speakers, performers, emcees, and other related groups and individuals contribute to the ultimate success of your event.


Remote events planning is one of the most innovative ways to initiate modern-day events. Given the previously mentioned benefits and its flexible procedure, you can better maximize your time and resources to facilitate its success. Look into remote events planning today and positively impact the lives of your customers and events team.

Become a professional events coordinator and advertise your events at What-T-Do. We can provide you with remote services through an organizer’s portal, which enables you to launch successful events in Wisconsin. Partner with us today to find ideal customers for your next big thing!

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