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Should you grow a virtual production team? What to consider before you hire.

Understand the risks associated with hiring an in-house virtual events manager and the benefits that hiring an outside firm can offer to maximize the success of your online events, meetings, webinars and conferences. 

The shift toward virtual events has become more prevalent than ever as organizations seek to keep pace with a dynamic business environment with more distributed work forces and client bases. Determined to connect with their audience and foster engagement, savvy businesses see the demand for skilled virtual event management to oversee online meetings, webinars and virtual conferences. 

As your organization undertakes a digital transformation, the decision to offer a virtual events program is strategic and apparent, requiring meticulous planning and technical expertise for proper execution. It’s your reputation on the line. You may be asking yourself: Is it more beneficial to hire a full-time, in-house virtual event manager or to seek the expertise of a specialized firm to help us? 

At The WebiNerd, we believe hiring a specialized firm holds a myriad of advantages that extend well beyond the confines of a traditional staffing model. As we delve into the key considerations in this blog, it may become increasingly evident to you that entrusting your virtual event management needs to a dedicated consulting firm offers unparalleled expertise and cost-effective solutions, ensuring seamless and successful events adeptly tailored to your unique requirements.

In-House Hiring Risks

There are numerous challenges that may far outstrip the benefits of hiring an in-house virtual events manager. 

Prohibitive Overhead Costs:

The cost associated with employing an experienced, full-time virtual events manager is significant. Beyond salary (~$70k+/year), the additional costs such as benefits, office space, equipment, and ongoing training really add up quickly. This fixed financial commitment may strain budgets, especially for businesses with fluctuating event schedules.

Limited Expertise and Experience:

Virtual events involve technical, creative, and logistical components. With evolving industry trends and technologies, an individual may struggle to keep up and innovate. A single employee with a specified skill set or limited experience may lack the diverse expertise and adaptability required for the varied aspects of virtual event management. 

Resource Commitment:

Does your virtual events program have consistent event frequency or are there times when use drops off or intensifies? You may find yourself paying a fixed salary for a role that is not consistently active or is easily overwhelmed, leading to inefficient resource allocation and negative impact to your bottom line.

Risking Burnout:

Event management is demanding work with tight deadlines and dynamic intricacies that require a high attention to detail and level of care.  The potential for burnout for a lone, in-house manager is high. Burnout will decrease productivity, compromise quality, and increase turnover, negatively impacting the outcomes of your virtual events program and damaging your organization’s reputation.

A Single Point of Failure

Relying on a single, in-house manager creates a vulnerability in the event management process. If the individual faces circumstances such as illness, vacation, or resignation, your organization could struggle to find a timely and effective replacement, putting upcoming events at risk.

Limited Insights:

A dedicated virtual events firm is likely to have a team of professionals with diverse backgrounds and experiences. In contrast, an in-house manager may have limited exposure to industry best practices, cutting-edge technologies, and a broad network of industry contacts, hindering your organization’s ability to stand out and stay at the forefront of virtual event trends.

Hindering Scalability

As businesses grow or encounter fluctuations in event frequency, a single in-house manager may find it challenging to scale operations effectively. Adapting to sudden increases in workload or managing multiple events concurrently may stretch the capacity of a lone manager beyond their capabilities long before more headcount is deemed necessary.

Technology Obsolescence

The virtual events industry evolves rapidly, with new technologies and platforms emerging frequently. A full-time staff member may struggle to stay current on the latest trends and tools, potentially leading to the utilization of outdated or less effective technologies and strategies for event management.

The benefits of outsourcing your virtual production work.

Consider the following benefits of hiring a virtual events consulting firm like The WebiNerd to counter the challenges presented above.

Full Spectrum Expertise:

The collective expertise of a team ensures that your virtual events are handled by specialists in technology, logistics, creative design, and audience engagement.

Cost Effectiveness:

Firms allow businesses to pay for the specific services and dedicated resources only when needed for an event. 

Fit & Adaptability:

Experienced with handling events of different sizes and complexities. a firm provides the flexibility and scalability needed to adapt to your organization’s evolving needs.

Cutting-Edge Technology:

Awareness of the latest technologies ensures that your events benefit from the most advanced, relevant and effective solutions available.

Mitigate Risks:

Reduce the risk of operational disruptions by unlocking contingency plans, backup resources, and a team-based approach, minimizing the impact of unexpected challenges.

Industry Insights and Best Practices:

Deeply immersed in the industry; constantly monitoring trends and adopting best practices, a firm offers insider knowledge and ensures that your events are aligned with the latest industry standards, elevating your programs; maximizing their impact and relevance.

Efficiency & Focus:

Allow your internal team to concentrate on core business activities, saving your team valuable time and ensuring that all aspects of the event receive deserved attention.

Network & Outreach:

With a broad network of contacts and partners, a firm can facilitate access to additional resources and services to help you achieve greater outcomes.

Adapt to Unique Requirements:

Based on vast experience with a diversity of clients, a firm will customize their solutions to tailor services to your specific goals, branding, and audience, ensuring that your virtual events reflect your organization’s identity and objectives.

Event Analysis & Improvement:

Evaluating event planning and performance, a firm provides crucial insights that enhance event outcomes, contributing to a continuous improvement cycle.

As you can see, hiring a virtual event consulting firm offers a strategic and comprehensive approach to event management, leveraging specialized expertise, cost-effectiveness, and a commitment to delivering successful and memorable virtual experiences for your audience.

Your time is valuable. Before you spend it posting a new job, interviewing candidates, and taking on all of the costs that come with candidate selection, let’s get together to share what The WebiNerd can do to help you maximize the results of your virtual events program and mitigate the risks associated with hiring. We’re offering a free consultation to get you started. Click here to book a time to talk.

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