Virtual Event Planning and Production: 7 Tips to Never Forget
Big changes have happened to the event planning community in a world shaped by COVID. Event...
If you’re delving into the world of corporate virtual events, did you know experts are standing by to help you on your way? If you’re struggling to complete a virtual event or are worried that yours won’t be successful, it may be time to reach out to a company that can plan and organize these events to help you meet your goals.
Virtual event production companies help create fun, interactive, and effective online meetings, conferences, and presentations. Here’s what they do and what you should look for when partnering with a virtual event production company.
A virtual event production company conceptualizes, roadmaps, and implements an online event. These companies have elevated in importance since the pandemic started, as big and small companies moved their activities online. These indispensable partners help companies succeed in the virtual space, whether you’re dreaming up a corporate meeting or a public event.
The goal of a virtual event production company is to handle the orchestration of the entire event to make it a uniquely positive experience for your attendees. This is particularly helpful for companies that lack the staff or the experience to pull this off on their own.
Events, whether they are online or in-person, require a great deal of skill to pull off. Tight budgets and increasing “Zoom fatigue” have made online events particularly challenging. However, good corporate events today often rely on third-party virtual production firms to help with:
Some of the services virtual event production companies offer include:
Why would you hire a virtual event production company? Many times, companies do not have the internal resources or experience that a specialist on online corporate events has. Online events are quite different from in-person meetings, and that has created more demand for these experts over the past two years. A virtual event has very little margin for error, particularly in the area of engagement, which is so very tricky. The benefits of outsourcing a corporate virtual event include:
Virtual events have their own software as well as their own set of rules for engaging participants. You’ve invested too much time and money to leave these areas to chance. A bad event could lose you customers and damage your reputation. Why would you leave this to anything less than professional virtual event production companies? Given that online events are much less expensive to produce than on-site events, the money you save will pay for the help on your next virtual event. But how will you find the best virtual event production company to ensure your success?
The best virtual event production companies can:
Look for an online event management company that uses a video conferencing solution that can handle:
These vendors should have extensive experience in planning corporate virtual events. Some good questions to ask include:
Remember that the virtual event production company you choose will have to complete their tasks on time and on budget. Another good question to ask is how do they handle events that seem to be heading south—whether from a budget overage or problems with attendee engagement. Ask them to describe a time when they started marketing an event but the attendance wasn’t hitting their numbers. How did they handle that?
Also, ask for client references and make sure you call them. Ask for references to how the virtual event production company handled any unexpected setbacks during the process. Did the company handle vendors during the event, and how did that go? What were the big disappointments that the client reference had with the event, and what did they learn? All of these questions are good ones, but ultimately, you’re trying to get an answer to the question: Would you hire them again?
Onstream Media is a virtual event production company with the experience you need for your next corporate virtual event. Find out how our team can help your business.