VIRTUAL EVENTS FAQ
Q. Should my event be virtual or can I start planning in-person?
A. While many states are easing back on closures, it will still be a while before things are back to “normal”. Many states still have restrictions in place that limit venue capacity or require an increase in budget to account for new guidelines in screening, cleaning, and more strict logistic management for things like seating arrangements and food services. That means that virtual events will still be the most reliable way to host an event now and in the immediate future. We expect smaller in-person events in connection to virtual (events we call hybrids) to take the place of larger group gatherings well into 2022.
Q. How soon should I start planning a virtual event?
A. Depending on your event specifics we can plan a virtual event in as little as 4 weeks (for small, simple gatherings) to 8 months or more. We have large virtual conferences that require custom platforms already being planned for next year (14 months in advance). Talk to our event planner to see what lead time your event will need.
Q. What platform should I choose?
A. We have a partnership with several well-known platforms, but can also help tailor a custom platform to meet your needs. There are a number of specific features that we need to discuss to see what would be the best fit for you. Many people are very happy with a basic event on Zoom or Teams, but these are not one-size-fits-all solutions. Talk to an event planner to get a better understanding of the features you’ll want to be successful.
Q. How do ensure deadlines are met when you’re working with guests from all over the world?
A. Our team of professionals are used to planning large company events with a lot of moving parts. Our organizational skills have been refined from years of experience. We also employ technology to help keep everyone on the same page. We are also open to working with systems your team is already used to, making scheduling easy and convenient for you.
Q. How do you keep people engaged in a virtual setting?
A. Engagement is different for each company and individual. We have developed specific event formulas that work extraordinarily well to keep employees engaged and excited to be a part of your virtual event. Games, activities, and creatives used to change to reflect your company culture, event goals, and time frame/budget. Your event planner takes the time to get to know you and can make personalized recommendations based on experience that works well for your event.
Q. Do I need to film in studio or can I film at home?
A. That depends on your budget and the quality of production your event calls for. It is almost always better to film in studio if you have the time and budget to allow for it. The quality of production and ability to engage your attendees is far superior than that which can be filmed at home. That being said, we can also provide you with a filming kit that will improve your at-home filming capabiltiies (along with the full support of our staff in setup, filming and logistics of mailing). Finally, we can also send a team to your presentors home to set up a “studio” at their location.
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