A virtual conference or online business meeting has unique requirements.
Often these types of events include presentations of information in different formats; such as pdfs, powerpoint, video lectures and images of graphs to a wide audience. Instant communication is a must in order to effectively establish collaboration. The goal of virtual conferences and business meetings is to inform and improve. Therefore clear communication is vital to the success of these events. From tradeshows to e-meetings, even webcasts and webinars, we recommend that no matter what type of business event you’re planning that you hire an experienced event manager to oversee the planning and production.
Even in live in-person events, there are some challenges to address and overcome. The logistics of bringing people from different locations, time zones and who may speak different languages have some novel solutions in an online environment.
First, virtual conferences and business meetings are attended from the comfort (and convenience) of each attendee’s own location. That eliminates the need for travel and the dreaded jet lag. Careful planning can account for the time differences by selecting a time that accommodates the differences, and/or hosting an “as-live” or “on-demand” event.
- Agenda & Event Goals
- Run of Show
- Software Requirements
- Content Creation
- Presenter Training
- Video Editing
- Audio Editing
- Technology Testing
- e-mail Communication
- Rehearsal & Run Through(s)
- Live Streaming Monitoring
- Technical Support
- Live Attendee Support
- Constant Communication
- Host & Monitor Assistance
- Event Data Collection
- Comprehensive Reporting
- Recording & Hosting
“As-live” events are virtual events which are pre-recorded and presented at a specific time as “live”. After the event runs through its initial “live” presentation, it is then able to be viewed at any time by late comers or re-watched by attendees. The value of these events is that it has all the benefits of a “live” event with the added value of being more polished and the ability to be re-watched or capture a larger audience by including those who were unable to attend the live event. With your attendees tuned in at the same time, your event will have peak communication and networking opportunities.
Event Solutions takes health and safety at events seriously. Learn more about what we are doing to make your events safe from communal illnesses like COVID-19 and other safety concerns.
“On-demand” events are also pre-recorded online events, but they are viewable at any time. There is no “live” portion of the event so that attendees are able to view at a time that works best for them. The only real loss of this event is the networking and communication is limited to forum-like postings or submissions to the host. These events are best served like classes where the participant’s only goal is to learn and, perhaps, turn in a form to show completion.
Virtual conferences and business meetings are all about communication. The internet is a world built on communicating. When they come together, it can be a beautiful thing. Our virtual event websites and platforms are designed to maximize your ability to effectively communicate with administrators, guests, and “backstage” staff in a user intuitive way.
Voice chat, text based chats, video conferencing, email, web forums, submissions, and more (even combinations of the above) allow for an nearly endless way to communicate in a way that fits your needs best. Closed captioning, ASL, translations and written transcripts of your presentations can also be made available to ensure all your attendees are able to understand and absorb information at your virtual conference or business meeting.
What platform you choose (Zoom, Microsoft Teams, Youtube, etc) will depend greatly on what specific goals your event has. If you are hosting a conference, webinar, or webcast where your presentation is one-way, the entire function can be pre-recorded, edited and replayed using any of the above options. Youtube would be the cheapest option and has the added benefit of ease of socializing with other platforms such as Facebook, Twitter, LinkedIn etc. Zoom is the most professional and can be more secure for private or closed events where admission is not open to the public.
There is other software, hard and soft technology that can be utilized to make the most of your event. From the creation of your performance assets to their presentation, novel approaches in virtual production can help you nail your event. Taking lessons from Hollywood, creating a polished, movie worthy transition from element to element and adding quality graphics (and videos) turns a virtual conference or business meeting into something extraordinary.
One such tool is 3D presentations through the use of VR technology. Really immerse yourself AND your audience in a world all your own. Learn more about 3D virtual events here.
If you are planning on including sponsors or an exhibit hall at your virtual conference, we have unique solutions that will please both guests and guest presenters. We create web pages that have built in communication and presentation tools that allow exhibitors to showcase their service or product. Breakout in smaller meetings or schedule private showings with the ease of a click. We also have static strategic placement for sponsors to proudly show their support for your virtual conference.
Ready to start planning your virtual conference or business meeting? Our event planners are standing by to help you get plugged into what’s possible.
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