There are a lot of tasks that go into hosting a virtual summit and one of the best ways to lighten the load is to outsource where you can. To help, today we're covering what to outsource in your virtual summit.
Specifically, we'll cover whether you have to outsource, what the summit dream team looks like, what I recommend you do and don't outsource, and how I create systems for my team to follow.
You can outsource as much or as little as you are comfortable with. And you can absolutely run a profitable summit as a one woman or man shop!
Outsourcing will mean less work for you if you go about it the right way and have team members who know what they’re doing.
As for the summit “dream team”, there are two team members that I’ve found are incredibly helpful to have:
If you have our Summit in a Box program, these positions can even be filled by the same person. We have all of the processes and design templates you need to make it nice and easy.
If you don't have templates, I do recommend a trained designer to ensure your summit looks professionally put together.
Also, if you're thinking of hiring a copywriter and someone to set up your website, Summit In A Box will pay for itself several times over easily, versus paying a designer AND a copywriter. (Shameless plug)
Since there are many pieces of a summit that are done on repeat (thanks to having a group of speakers), there is a lot of opportunity to outsource. Those things that need to be done over and over are perfect to get off your plate.
Do it once, create a process, and hand it off to someone else.
Let's go over the best pieces of your summit to outsource.
The first thing that's easy to get off your plate is design. You can either hire a designer or, with Summit in a Box, use our templates and have a VA take care of customizing them for your summit.
The design pieces you need include:
Overall, I encourage you to outsource design, whether you have a designer or use a combination of our templates and a VA. Design doesn't need to be on your plate.
If I had to choose ONE thing for you to outsource, it would be speaker organization and management. And I say this because, for speakers, you end up doing the exact same thing over and over for every speaker you have.
Tasks to outsource related to your speakers include:
There's a lot of scheduling involved when it comes time to promoting and hosting your summit.
This includes things like promotional posts on social media, promotional posts to your email list, and updates to attendees once the summit begins.
The week of your summit is going to be busier than you think it is - plan to have some help!
My favorite things to outsource include:
Your VA can also send the thank you and wrap up emails to your speakers. This can include letting them know how much they made in an affiliate income and giving them any information or feedback they need from you.
Your VA can also send gifts or at least build your cart for you to then finalize the payment and check out.
Generally, do the calculations for what should be paid out or review what your VA did, and have them make those payments.
The list of what to outsource is long, but there are several things that I don't recommend outsourcing.
While outsourcing some interaction with your attendees is totally okay, you still want to show up for them and build a connection. You don't want to look like you're "too good" to be in your community offering support. Jump in your Facebook group a couple times a day to interact and answer questions.
While speaker pitches can be tempting to outsource, it removes too much of the personal aspect.
A big benefit of hosting a summit is that now you're connected to industry leaders, with complimentary audiences. This can lead to great opportunities and collaborations down the road.
If you don’t build a connection with them, they'll feel a disconnect. If you can at least do the initial connection and outreach, I recommend doing that. If you can do a majority of the communication with them throughout the process, even better.
If you're new to outsourcing, I can't stress enough how important it is to create systems.
We have an entire section in our systems playbook just for the summit and I recommend that you do the same!
To create your summit systems effectively:
Overall, if you don't have to host a summit by yourself, don't. Enlist help where you can; whether it's a couple tasks here and there, or it's the entire thing.
Start with what you're most comfortable with, and what you can outsource easiest, and then outsource more and more for each summit you host.
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