What we do

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REGISTRATION
EVENT MANAGEMENT
EVENT PLATFORM
EVENT MARKETING
PRODUCTION TOOLKIT
SPONSORSHIP
EVENT DESIGN
POST EVENT SERVICES
SIGNATURE SWAG BAG
DONE-FOR-YOU MATERIALS

WE HOST MANY TYPES OF VIRTUAL EVENTS



  • WORKSHOPS
  • SUMMITS
  • MASTERMINDS
  • SEMINARS
  • RETREATS (UP TO 5 DAYS)
  • NETWORKING EVENTS (Reception, Private Rooms, Speed Networking, Meet & Greet)
  • EDUCATIONAL FORMATS (Classrooms, Courses, Extended Education)
  • TRADESHOWS (Expos booths and Speaker Stages)
  • JOB / CAREER FAIRS (w/F2F Interview Sessions)
  • SALES REP VIRTUAL SHOWROOMS (F2F w/client and Virtual Showroom Space)

Registration

We handle FULL REGISTRATION through Eventbrite to offer a professional registration process and additional marketing on their main page.

Eventbrite integrates with our hosting platform for a seamless experience from the ticket purchase to attending your event.

Upon registration, the attendee will receive an email link with details about the event. [Each link may be used only once, which will secure it from being shared.]

After that, we will send automated email reminders about your event up to 15 minutes before the event begins.  We can also remind the attendees about assignments or pre-event materials to have ready or any other important detail you would like to share.

Once the event starts, the attendee simply enters via a link, signs in with the registration email, and the ticket will be activated. [One email address is allowed per ticket.]

Event Management

As your Event Facilitator, we relieve you of the technical burden.  There are many facets to creating and managing a virtual event and we are there every step of the way!  Much like a live event, the planning starts at the very first phone call and that helps us the manage your event in the most effective way possible.   

Altough we are only virtually at the event, we are present in every sessions room, at the stage, backstage, and around the expo booths.  We insure that the speakers are where they are supposed to be and are able to join the event with both video and audio.  We also aid the attendees in making their way through the event so they don’t miss any of the exciting features.  

A critical role that we also play is that of support for the speakers and the attendees.  We offer a support area where they can find us should there be any technical problems (on our end) that we can fix or if anyone needs direction during the event.

A few of the things we do…

  • Create a schedule for your event and make sure it is being adhered to.
  • Help the speakers prepare for their presentation by insuring the video and audio works.
  • Share a link to the backstage area for speakers and add them to the stage when it is time.
  • Communicate and coordinate Speakers, discuss feedback, or share ideas.
  • Send any directions, ask feedback and coordinate the schedule for the Speakers on the chat that is visible only to the Speakers with the Backstage link.
  • Enable the attendee video call feature, attendees are able to initiate one-on-one video calls with other attendees through the People tab (should this be turned on).
  • Control the event experience for their attendees by managing the permissions throughout the event.
  • Manage event chat (turn on and off).
  • Switch from live videos to pre-recorded videos across the major video segments (Stage, Sessions, or Expo).
  • Limit attendee open devices and tabs to keep the event link from being shared.
  • Manage Speakers on a moderated Session or Expo Session.
  • Mute Speaker for all attendees on a moderated Session or Expo Session.
  • Create Polls for a Moderated Session or Expo Session.
  • Toggle Fallback provider on the Expo Session if the fallback provider is enabled.

Event Platform

The platform is composed of four segments:

  • STAGE – where you can stream directly from the platform or play a prerecorded video
  • SESSIONS – to interact on camera with your attendees
  • NETWORKING – where attendees can meet new contacts
  • EXPO – a space where vendors can display virtual booths.

Whether you’re hosting a webinar, a live training workshop, bringing your company’s remote team together, or launching a full-scale digital conference, it’s easy to create an engaging virtual event for hundreds of thousands of people. Your attendees can network one-on-one, break out into group sessions, watch keynote presentations, send chat messages and polls, and explore interactive expo areas. There’s even a virtual backstage for speakers.

BACKSTAGE:  This is a private video and chat area that allows Speakers and Organizers to rehearse before going live in front of attendees.

  • Once your speakers get access backstage, they’ll need to click the Share Audio and Video button. Their names will pop up on our Moderation panel displayed at the bottom left of the screen for approval. Once approved, the speaker will be on screen. When it’s time to go live, only the organizer can click the Broadcast button to go live from backstage to stage.
  • Only the organizers have access to moderate the backstage.
  • You can have up to 5 people with audio and video, and up to 500 people without audio and video backstage at one time.
  • The backstage is always accessible before the event begins. That means whoever has the backstage link can get backstage before the event begins, but they are not able to come on screen or broadcast to the stage without the organizer’s approval.
  • You only need the Backstage to broadcast to the main stage. To present in a session, click the sessions tab of the event and click the shared audio and video button.

RECEPTION: This space and time will allow everyone to get comfortable, look for friends in chat or meet others, and get set up for success. As the attendees arrive, they can experience any number of things:

  • Holding slide greeting them or announcing what will happen next
  • Live speaker welcoming them
  • Pre-recording that will start individually as each attendee arrives
  • Live band or DJ streaming, or pre-recorded music
  • Be creative – this important space will set the tone for the entire event!

MAIN STAGE:  This is where there is a speaker and no interaction with the attendees, just like you would see at a live event.  There will be moderators watching the chat while the speakers are live who will answer tech questions and any questions or support the attendee needs.  (There will be a separate support area where any tech issues will be directed.)   We provide one moderator for support issues but we suggest that you have at least one person to moderate who is familiar with your program and goals.   If you are planning to have a pre-recorded video playing on the Main Stage, you can be in the chat answering questions as well.

An important note about stage presence: Just as in a live event, background, lighting, and video equipment are essential in making your event look professional.  We talk more about this in the Production Toolkit.

  • The Main Stage is where you can reach the entire audience in one place. It’s great for your main talks — keynotes, presentations, fireside chats, panels, interviews, and so on. Up to 100,000 people can view the Stage at a time.
  • The stage allows people to view only and have up to 5 people with video/audio on, run both pre-recorded or live video, and stream with RTMP.
  • There can be 5 speakers on the main stage at once. A screen share is considered a “seat” on Stage. If you have 4 speakers and one of them shares his screen, the screen share will be considered as the 5th person.
  • Your stream can be simulcast to another provider which includes YouTube, Facebook, Twitch, Twitter, etc. You can Simulcast to one location at a time.
  • All Stage segments are automatically recorded by default. However, the event organizer can disable that option when creating the details of the Stage. Recordings of your Stage segments will automatically appear in your Stage Summary tab once the event is over.
  • Once a schedule has been created, they will see “Live” in red next to the Stage. This will lead them there, but they still need to click this. You can also create a pinned message in the chat to get your attendee’s attention. 

SESSIONS: A great addition to the platform is the Sessions rooms (or breakout rooms).  Just as in a live event, attendees are given the opportunity to visit Sessions rooms with different speakers and topics.  The schedule will be released ahead of time allowing the attendee to plan his/her schedule accordingly and get the most out of your event.  A person can move from room to room just as in a live event and there is also an option for interaction with the speaker in the session room.

  • Sessions are more like breakout rooms or workshops, allowing up to 20 participants with video/audio on, where attendees can ask questions on video or join a roundtable, so it’s very interactive.
  • The maximum number of people who can watch a Session is 150-3000, depending on the number of speakers you have. A speaker is considered someone that comes on-screen during the session.
    1 speaker: 3000 viewers maximum, 2 speakers: 1500 viewers maximum…20 speakers: 150 viewers maximum.  Basically, the more speakers you have for a session, the fewer amount of viewers you have for that session.
  • If you were to record a particular session, you can have up to 9 participants on the screen (with video and audio). Any other person that joins that session will not be able to show up on the screen but will count as a viewer. If you have 8 speakers for a session, and one of them decides to share their screen, the screen share will be counted as the 9th person.  For non-recorded sessions, you can have up to 20 people on screen with video and audio. Every other person would count as a viewer without audio and video.
  • All major segments of the event – stage, sessions, expo, and networking – can be live at the same time.
  • Who can watch a session?
      • Anyone – all attendees will be able to enter the session and watch
      • Private – private sessions will not be listed on the Sessions tab of the event and show up to organizers and invited attendees only
      • Specific ticket holders – only attendees with the specified tickets will be able to see the session on the list and to watch it.
      • Unlisted – no one will be able to see the Session in the Sessions area of the event. The organizer will have to share the session URL with attendees and speakers.
  • Who can participate in a Session?
      • Anyone – any of the event attendees can join your session and show up on the screen with their video/audio
      • Invite only – only the attendees whose names you type in the box below ‘Who can join’ can participate on screen
      • Moderated – you need to select a moderator. They will need to approve everyone who attempts to join the screen with audio and video.
  • Scheduled sessions are hidden until 5 minutes before the scheduled time. The schedule is displayed on the registration and reception pages for the attendees to know what’s happening per time. Also, for every scheduled segment, a ‘NOW’ way-finder is displayed boldly at the segment area for the attendees to know where and what’s happening.
  • There’s no limit to the number of sessions you can run simultaneously.

NETWORKING: This area is the place for automated one-on-one meetings and a way of facilitating connection discovery at an event. In the networking segment, when someone clicks the Ready button, the system searches for someone else who has also clicked the Ready button. If someone else is available, the two are matched instantly and the video chat begins and lasts for a preset amount of time.

  • The Networking area is random, so you are not able to pick who you match with at this time. You can utilize the 1:1 meetings that you can create by going to the ‘People’ tab of the event, finding the person you would like to connect with, and clicking the invite-to-video call button.
  • You can program your event to match certain ticket holders with other certain ticket holders only (e.g., “job seekers” with “Employers” or VIP ticket holders only with each other)).
  • You can set any duration for the minimum and maximum while setting up the networking segment. Users are able to extend the meeting by clicking the Extend button. As the button is clicked, the other participant will receive a notification to confirm if they wish to extend the meeting.  NOTE: The system won’t allow you to meet with the same person twice.
  • As long as the networking segment is enabled for your event, attendees are able to access it at any time.
  • You can disable all other areas of the event and networking can be the only area of the event (ex: water cooler meeting of your employees or job fair).

EXPO:  This area is the exhibitor hall of digital vendor booths at your event. For organizers, an Expo area is a huge asset to your event.  As long as the expo feature is not disabled, attendees can access the booths at any time during the event.

  • You can place videos from YouTube, Vimeo or Wistia, broadcast live sessions in the booth or display content from Google Slides.
  • You can create and run an unlimited number of booths for your event.
    The maximum number of speakers allowed to speak on camera in a session set in the booth is 10.
  • The maximum number of attendees who can watch the Expo booth set to Session type is 500.
  • When setting up your booths, you can order them according to priority. Numbers 1-1000 will regulate the way booths are ordered top to bottom on the Expo page. 1 is the first booth to be displayed and 1000 is the last one. You can also select different sizes for your booths. The size reflects the importance of a vendor booth at the event – Mini, small, medium, or large. To ensure that your booths’ banners are properly aligned within your expo area, we recommend grouping booths within sizes first, then Priorities.
  • When creating the booth, you have the option to add a website link and social media links – Twitter, Facebook, Instagram, and LinkedIn. You can also use the Additional Information space provided to add more info.

Event Marketing

We will list the different marketing that comes free with the event: event brite page, our facebook event page, out email list, etc.

More exciting info coming soon…

Production Toolkit

One of the most important things you can do to insure your event’s success is paying attention to detail, especially when it comes to your stage presence.  Everything is important: background, lighting, camera, mic, outfit, etc.  Any of these can take the focus away from you and your presenation and cause you to lose the audience.  We realize it sounds trivial, but trust us, it’s far from it.  

We will make suggestions for your equipment, set up, and final presentation.  The most important thing however, is PRACTICE!!!  

While we are busy compiling the important information for this Production Toolkit, here are a few suggestions for equipment.

  • Camera: Webcam (Logitech 920 or similar)
  • Microphone: Audio Technica AT2020 USB Mic
  • Lighting: Light Setup (generic Ebay Style Softbox, LED, or Ringlight)
  • Slides / Notes: External Monito (Kogan, Samsung, LG)
Mid-Range Suggestions:
  • Camera: Sony A7iii, Lumix GH5/GH4, Canon Legria HF G50 (any w/a clean HDMI output)
  • Microphone: Audio Technica AT2020 USb Mic
  • Capture Card: Elgato CamLink 4K
  • Lighting: 2 Light Setup (generic generic Ebay Style Softbox, LED, or Ringlight)
  • Slides / Notes: External Monitor (Kogan, Samsung, LG
Higher End Suggestions:
  • Camera: Canon Cinema Line, Sony FS5/FS7, Black Magic Ursa Mini (any pro camera with built in XLR input)
  • Microphone: Shotgun mic (Senheisser 416, Rode NTG series)
  • Capture Card: Elgato CamLink 4K
  • Lighting: 3+ Light Setup (Softbox, LED lights by Aputure, Godox and Ledgo)
  • Slides / Notes: External Monitor (Kogan, Samsung, LG)
After we discuss which set-up you will use, we will send you a layout for setup and filming basics.

Sponsorship

When pitching sponsors for your event, here’s the value from an event hosted on this virtual platform that you can offer:

  • Tiered (Gold, Silver, Bronze) hyperlinked sponsor logo displayed prominently on Registration page (outside event).
  • Tiered (Gold, Silver, Bronze) hyperlinked sponsor logo displayed prominently on Reception page (inside event).
  • Sponsors can be given an Expo vendor booth to showcase their products and services, with either pre-recorded videos or a live videostream session in the booth. Booths have a customizable lead generation feature built-in for capturing attendee interest.
  • Sponsor booths can be made different in sizes: mini, small, medium, and large, in the Expo area, similar to floor space at a trade show.
  • Sponsor booths can be ordered by priority so that higher priority booths are more visible at the top of the page.
  • Sponsors can be given a speaking segment on the main stage. With RTMP streaming, commercials and messages can be displayed in between Stage presentations.
  • Sponsors can sponsor breakout sessions in the Sessions area. The sponsor’s branding can appear on the images of each session.
  • Sponsors branding can be featured in the main event image on the Registration page and inside the event on the Reception page.
  • Sponsors can receive the full list of attendees with name, email, location, and ticket type purchased.
  • Sponsors can receive reports from expo booths. There is a basic report available for Starter and Growth plan users, and more detailed reporting available to our advanced plan users. Please ask about plans for more details.
  • Additionally, sponsors can add Google Analytics to their event for even more data collection.
  • Sponsors can receive recordings, chat transcripts for both the event chat and sessions chat, and poll data from the event once finished.
  • Sponsors can be included in all emails to the attendee list (requires Advanced plan).

Event Design

We have an extensive background in Event Design and fully understand that great design and a successful event go hand-in-hand.  Our goal is to create a Virtual Event that is inviting, functional, and as close to attending a live event as possible.

Will it be the same as a live event?  No, but in many aspects it can be better.  And don’t worry, on a virtual scale, it will be better!  [Please visit the PROS v CONS link under services.]

There are many facets to designing a Virtual Event. For instance, as the attendees arrive, they will appear in the side chat where they will greet each other (you can be there as well!).  This is considered the EVENT RECEPTION and they can experience any number of things while waiting for the Stage to go live.  

For instance, there can be a holding slide with info like what will happen next, a live speaker who is welcoming them, a video that starts individually as each attendee enters, a live band or DJ streaming virtually, or a pre-recorded music playlist.  This allows everyone to get comfortable, look for friends on chat, meet others, and get set up for success.

This is a small example of what you can expect for your event design.  We take your goals into consideration and work with you for the event experience that will get the best results for your business.  There are MANY options available and all are descibed in length in the EVENT PLATFORM link.

Post Event Services

REPORTS AVAILABLE AFTER THE EVENT:
  • Event Summary. An all-in-one csv file. Included to the Event Summary Report:
      • Registrations (total number of people registered for the event)
      • Turnout (percentage of people who attended the event)
      • Ticket Sales
      • Average Time Spent
      • Total Comments (across all chats)
      • Stage Visitors (unique visitors to at least one stage)
      • Sessions Visitors (unique visitors to at least one session)
      • Expo Visitors (unique visitors to at least one expo booth)
      • Networking Visitors (unique attendees making at least one networking connection)
      • Connections Made
      • Average User Rating (average of the Score attendees provide during the event)
  • Event chat. Event chat as HTML or CSV file (All Plans)
  • Connections. Connections stats from Networking segment as csv file (All Plans)
  • Schedule. Schedule structure as csv file (All Plans)
  • Attendee Activities. Movement and Participation duration logs data in one file. The report tracks attendee navigation across the event, and time duration of how long the attendees spent on a specific event page (Advanced plans only)
  • Movement logs. Attendee movement across event pages as csv file (Advanced plans only)
  • Viewership Counts. Viewership data per each event segment as csv file (Advanced plans only)
  • Attendee Feedback. Results of post-event feedback (score 1-10 and What did you like/didn’t like about the event open answers) as a csv file (Advanced plans only)
  • Participation Durations. Participation per each event segment as csv file (Advanced plans only)
  • Schedule Participation Report. Event agenda based on schedule items showing organizers who attended and how long attendees spent on a scheduled segment. E.g. with a single stage with six different talks scheduled against it, Schedule Participation report gives exact data on how each of those talks performed. (Advanced plans only)
  • Booth Attendee Report. Insights on who went to each expo booth, how long attendees spent at a specific booth and what interactions (if any) they had (Advanced plans only)
  • All Reports. Compilation of all reports in one ZIP archive ready to download (Advanced plans only)
  • Connections. Here you’ll be able to see the connections that your attendees made in your events
  • Stage Summary. This houses all of your Stage recordings for the entire event and chats. The Stage is automatically recorded. You can also download the Stage Chat and Backstage chat at the bottom of this page
  • Sessions Summary. This houses all of your Session recordings and chats. Please keep in mind that you must manually choose to record Sessions. Plus, note that recorded Session can only have up to 9 Speakers at one time and due to the way recordings work will have around 10-second cut-off every two hours of concurrent recorded Session duration. You can also download all of the separate Session chats under each Session’s video
  • Expo Summary. Here you are able to download the Expo chat information. Expos are not recorded, so there will be no downloadable video data
  • View Polls. This is where you can view your Polls and percentage results.

*Reports can vary per plan

POP-UP FACEBOOK GROUP:

This type of page is intended to be temporary, which boosts engagement and excitement while maintaining momentum.  The exact duration can be decided based on your goals.

It is a great way to communicate with your attendees both before and after your event.  We can create this group on our Facebook page or on yours (with admin access).  This is a private group for those who have a ticket to your event and it is a place where the attendee can start to connect and network after the event is over.  You can join them in the group, post inspirational messages, give them content to think about or homework before the big day, and much more.  One of the benefits is growing your social presence and online audience, which will give you a headstart with your next event. 

There are many ways to get your audience engaged before the event and find out more about them at the same time.  You can create POLLS to see what interests them most or what you can add to or focus on in your event or create a poll after the event to see what they enjoyed most and give you some ideas for your next one.

You can also go live in your group and allow the members to get to know you in a more personal way before your event.  This will help the conversion rate at the end of the event when you are promoting your products or services.

Signature Swag Bag

The goal of a virtual event bag is the same as that of a physical bag: to give attendees small gifts or goodies to help the attendee remember the event and its sponsors, drive marketing efforts after the event is over, and make a lasting, positive impression on attendees. This can also help you get sponsors as they can receive emails from those who visit their booth in the Swag Section.  

A virtual event bag is completely customizable to your needs. You’re in complete control over what’s included in it and how your attendees interact with the bag and its contents. And you decide when your audience members get their event bag — you can give your attendees access to the bag before the event, during the proceedings, or afterward. 

Event organizers will love that it’s far less cumbersome to design branded digital swag than it is to source, organize, and distribute thousands of pens, water bottles, lanyards, and other physical gifts. And there’s no worrying about running out of gifts or having to deal with a surplus of goodies that you didn’t end up using.

  • Gift cards or discount cards. You can support local businesses and delight your attendees at the same time when you include a gift card or discount code for a perk or product.
  • Food delivery. Send your attendees promo codes to order lunch or a treat via Uber Eats, DoorDash, GrubHub, or any food delivery service.
  • Prize drawing. If you have an especially cool prize, your digital swag bag could include the opportunity for attendees to enter a giveaway or prize drawing.
  • Links to relevant content. A virtual event bag is also a great place to include digital content like eBooks or whitepapers.

BENEFITS:

  • They’re convenient for attendees.
  • They’re environmentally friendly.
  • They provide trackable data.
  • They take your event to the next level.

Done-For-You Material

List all material that we will offer to make for them using their branding and information.  This includes workbooks, holding slides, slide packs, landing page, funnel, email automation. 

More exciting info coming soon …