So you’ve decided you want a virtual event. But how do you do it?
Well, the truth is that the planning process is largely the same as any other type of event, and it’s an area in which Speakeasy excels. In fact, we believe that the more a virtual event is treated like an in-person event, the better.
Because that means that everything is driven by the need to engage, involve and communicate, using technology in a way that supports these aims and does not get in the way.
We put ourselves in the shoes – or rather the ergonomically designed IKEA swivel chair – of the attendee, and never get out. We consider the experience from every angle, structuring the event to offer tailored content, variety, light and shade, breaks…and fun! along the way.
Key considerations include:
Finding the right mix of live and on-demand content, pulling in audio, animation, video and slide content as required.
Combining the best video conferencing tools in our virtual event management platform to cater for different sized groups, including plenaries, smaller meetings and one to one chats.
Helping finance your event by putting delegate fees in place, securing sponsorship or selling exhibition space. Virtual events are equally attractive to sponsors. We will design tailored sponsorship packages to maximise delegate exposure before and during the event.
Agreeing the best time for the event, considering everything from time zones to public holidays, including the dates of competing events and when your audience is typically online.
Deciding how much of the live content needs to be recorded for access post event and how long it will be available.
Deciding how to record your live presenters; through a livestreaming studio, from home using a video kit sent in advance, or simply through one of our many video conferencing tools.
Ensuring attendees have all the guidance they need prior to the event to help them join, understand how to navigate the event, access suitable sessions, use messaging tools, etc.
We plan for connectivity problems during the event, set the charging policy, carefully consider session durations and how long on-demand content will be available.
Sponsorship opportunities are as relevant as with in-person events, with sponsors able to purchase adverts or targeted messaging within the event portal.
Which tools attendees will need to make the most of one to one networking and collaboration opportunities both during and after the event, including the scheduling of appointments.
We know from experience that we can never take our attendees’ digital savvy for granted and will always adopt the most suitable and intuitive conferencing tools, as well as providing a bespoke attendee user guide, FAQ and troubleshooting document prior to the event.
In addition, we find it useful to allow attendees access to the tools in advance to practice launching sessions, sending messages, and so on. We will prepare backups of visuals and presentations in case of technical glitches, and rehearse the event as early as possible, just as we would an in-person event.
It all helps reduce stress and prevent the flood of questions that can impact the attendee experience on the day.
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