Cost Savings & Success: Benefits of Virtual Event Production

Virtual events have come a long way. Companies used to run virtual events without audio and visual cues. As online events became more popular, the tech industry worked on critical aspects to ensure that the audience could enjoy an event in the same fashion as physical corporate events.

Virtual event production refers to the back end of an online event. Companies aim to create an experience through visual and audio output. An event planner can enrich and broaden the attendee’s experience through virtual production.

Virtual event production can be challenging, but as more experienced event planners incorporate these elements, the easier it will get. Events are all about the audience, and the aim is to ensure that they enjoy and receive the critical information they came for.

Definition of Virtual Event Production

Virtual event production uses technology to enhance the virtual experience through audiovisual elements. This will include cameras, green screens, audio, and improved digital platforms for attendees.

The aim of a high-quality virtual production is the increase the experience of the target market through a variety of tools. These tools will allow the team to provide better audiovisuals through information, education, and other components.

Virtual event production will allow the team to shoot various angles and information. The aim is to recreate a physical event where attendees can witness different sales boards, angles, and data anytime.

Is Virtual Event Production Important?

Virtual event production can play a crucial role in the success of an event. The production will add value to the attendees by using lights and camera angles. The production will prevent the attendee from only sitting and listening to a speaker continuously sharing information boringly. Many ask whether virtual events have a future in the event industry, and by adding event production to the table, virtual events will only become more popular.

Opportunities for Virtual Event Production

Every virtual event is an opportunity to experiment and incorporate virtual production. The planner must find creative ways to incorporate a virtual production team to enhance the experience.

The focus should, however, always be placed on the attendee. When virtual production is added, the planner must ensure that the attention and detail do not distract the attendee from the main reason they are attending.

The attendee must receive the information, and the virtual production should increase the value and the experience. Virtual production can hinder the event. Thus taking time to evaluate and create a set through the production is critical.

Potential Cost Savings

One of the main arguments for virtual events is that it reduces the costs of the entire production. The problem, however, is that the virtual events need to display or provide a holistic experience to the attendees.

Virtual event costs will be based on the venue, the camera, and the audiovisual team. Other expenses, such as a platform hire and using a sustainable network, will be the last funds spent on this event.

The planner will have the opportunity to save by cutting some costs from the physical event to the virtual event. The event planner will be able to cut costs by using a cheaper yet professional audiovisual team. Another area where the planner can reduce costs is by finding a platform that includes the elements needed for the event. This can include breakout rooms for the breakout sessions.

A few drawbacks exist, such as a bad internet connection and a lack of a device that can stand in the way of a company sharing video content. Buffering will lead to bad audience interactions or the speaker missing some questions throughout the presentation. The team can, however, find methods to work around the bad internet connection. 

Growth and Engagement Opportunities

Virtual event production will enhance the opportunity to engage and grow the audience. Virtual events provide a more comprehensive reach due to the accessibility thereof. Potential attendees can register and join the event by clicking a link anywhere worldwide. This alone provides a fantastic opportunity for potential growth for the event.

Many have identified engagement as a hurdle within the virtual event sphere. This can be overcome by identifying and using a virtual platform. Virtual platforms can provide response buttons that the attendees can use. Something as simple as a thumbs up or raising an arm can increase engagement.

Virtual event planners must use these factors to increase their event engagement. After every session, the team must have a Q&A, where the attendees can ask questions through the virtual platform. Another method is to create breakout rooms where attendees will have the opportunity to speak with a variety of speakers and informants.

Linkages & Networks

Event planners can use linkages and networks to broaden the reach and effectiveness of the event. Linkage refers to a partnership between two organizations bound by a contract. The contract can not be breached, and specific rules and obligations are bound to the agreement.

Network, conversely, refers to a partnership without its legal aspect. The two companies will communicate the desired outcome and needs which will then be agreed on verbally.

These two aspects can be of great benefit to a virtual event. The organizations that partner with the hosting company can share and spread the event through their networking channels—increasing the potential attendees that will join the event.

This addition will allow attendees to connect and network with big corporate companies and giant professionals within the industry. Adding more value and opportunity to the online event.

Trends In Live Event Production

As the popularity grows, technology companies invest time and money to grow the entirety of the event industry. This is also true with event production of a virtual event. New trends and ideas will surface, and many will follow the trend.

The trends come and go, but companies must stay true to the value and promise they have made to the attendees. The event planner will be able to find trends, such as breakout rooms, that will allow the attendees to interact.

Hybrid Event Production

Hybrid events are an event type that combines in-person events with online events. Taking advantage of both aspects and combining them for the attendees. As many have stated, online events prevent attendees from walking around and feeling the event’s environment.

Some online events do not provide a platform for engagement, and other platforms must deliver critical areas where attendees can talk to some industry leaders.

Hybrid events will incorporate in-person events and online events into one event. Attendees can join the meeting via a shared link or by experiencing the event in person. The attendee will be able to witness all the stalls and rooms that the in-person event presents.

The hybrid event will allow attendees to attend specific meetings and educational talks from anywhere worldwide. They allow the attendees to experience the event and take advantage of it by only running a physical event.

Differences between In-person and Virtual Event Production

An in-person event is one of the traditional methods of hosting an event. Event planners will have the responsibility to create an event that attendees will be able to attend physically. The individuals must register, allowing them to enter a specific venue where the keynote speakers will share their information.

A physical event requires individuals to drive or find suitable transport to a venue where they can walk around and experience different booths, speakers, and all types of products the planner has lined up for them. The person must be physically present to enjoy the entire event.

A virtual event is hosted on an online platform. Attendees must still register for the event, which the event website can do, contact person, or other methods. The attendee will receive a link that the planner or virtual platform shares with them, which will be seen as the ticket into the meeting.

The attendee can sit in a stationary position in their home or the office and join the meeting where keynote guest speakers will share their information. The big difference is that people can only experience what is on their screen. The audience can only walk around and network with other individuals if the platform allows it.

Sales meetings and panel discussions can be done in either virtual spaces or in-person meetings. The aim should be to create a smooth experience for both parties.

How To Create A Live or Virtual Event

Before the audience can see a live virtual event, the team and event planner must arrange and set objectives for the entire project. The best way to track the event is to create a set checklist for the entire event. As the tasks are completed, the team can mark them off and move forward until all the important tasks are completed.

Event Checklist

• The company must start with clear and concise goals.

This will allow the team to create a picture of the company’s desired results.

• A theme and title of the event
• Format and style of the event
• Create a budget for the event
• Set time and date
• Determine a venue
• Find a network or sponsor for the event
• Create a marketing strategy
• Share and grow the social platforms
• Find a production company
• Prepare by setting up the lights and cameras and customizing the venue
• Find keynote speakers
• Registration day
• The host of the event
• Send out feedback forms
• Write a post-meeting evaluation

How To Choose A Virtual Event Platform?

Before the planner can determine which platform will be best suited, the entire team must evaluate the goals and objectives of the meeting. If the team wants to increase engagement and communication from the attendees, the platform must allow for video and audio access for the attendees.

Other aspects, such as breakout rooms, various speakers at once, and networking rooms, can be added using specific platforms. The platform will either allow or disallow the team to create the desired features needed for the event.

The virtual event planner can ask the production team to adjust specific aspects of the platform to fit the company’s desire. The event must be enjoyable and easy to control from the attendee’s or host’s perspective.

Technical difficulties might be an additional problem that the team faces. A platform that minimizes these difficulties will be of great value to the planner and the event organization.

Budget Planning

The budget is a document that will provide the team and the organization with a clear allocation of finances to specific areas of the event. The allocations will be determined by the research done through the planner.

Planners know the expenses and areas companies spend on when hosting a virtual event. The experience will allow the planner to create a document with all the set areas that will cost the company money and allocate potential expenses. The outline will not end all the costs but will instead indicate and prevent the company from overspending its set finances for the event.

Budget is crucial for the success of a virtual production event. The budget will provide the team with guidance throughout the spending of the event finances. The team will know exactly how much money to spend on every area, preventing the planner from overspending or running out of financial support.

Working with Speakers

Guest speakers are a great addition to any event. The speakers will give the attendees a new perspective on what the company owners or managers have shared. Keynote speakers can share valuable knowledge with the attendees that they will use to grow or improve their work or personal life.

The team must find guest speakers that are suited for the event. A speaker that speaks about sales at a manufacturing meeting might be misleading or does not add any value to the attendees.

Guest speakers will add credibility to the event. By showcasing the industry leaders and speakers as keynote speakers, attendees will identify that these leaders approve of the event. This will attract a wider audience, as the speaker’s followers will join the event to hear them speak.

Market Your Event

Without marketing, the target audience will not see or experience the event. Marketing will advertise the virtual event to the potential attendees. This is crucial because the event can be set to be one of the best events; if there are no attendees, it will miss its mark.

Marketing can be a difficult task. Virtual event planners can not market and advertise the event on their favorite platforms. The marketing team must identify the social media platforms and websites the target audience uses regularly. Based on these sites, the company can create ads explicitly focusing on and targeting those platforms.

As the algorithms and formats change regularly, marketing must change its strategy and advertisement to ensure that these social platforms share their posters with potential attendees. The team can create digital apps that will work on any cell phone, which will assist the team in sharing the advertisement. 

The event app will solely cover the current event that the team wants to share. The digital event will be directly advertised to the attendees through the event app leader, which will encourage and inform the audience about the entire event.

Another marketing strategy the team can follow is to create an event website and social media page on various platforms and use posters in famous stores to share the event. This will allow the target audience to access a website that will provide them with all the information needed for the event. The date, time, and other information will be at the top of the page for the registered attendees to identify.

Drive Engagement

Engagement refers to communication between the keynote speakers and the audience. Audience engagement indicates that the attendees are interested in the topic and want to understand and learn more about the topic or product being shared.

Many events aim to encourage engagement. This plays a crucial part in the success of the event. The company wants engagement because it will provide the team with a clear understanding of what the attendees think and feel about information or a set product. The attendees will engage and share their opinion, which will dictate whether the team change the product or approach to a particular sector.

There are various methods to build and increase engagement for any virtual event. The main idea behind its engagement is to create pockets within the event where attendees can ask questions. This should not be left until a meeting or speaker talk ends.

Another method is to break the sessions into shorter, less dense, and straight to the point. This will prevent the attendees from becoming bored and irritated with the lack of breaks and oversharing unimportant information.

Differences Between Pre-recorded and Live Virtual Events

There is a big difference between pre-recorded and live virtual events. Pre-recorded events will run and display a video of the guest speaker that was recorded beforehand. The video will be played as if the individual is speaking at the amazing event.

The problem that many face with this type of event is that attendees cannot ask any questions or engage with the content that the keynote speaker shares with them.

The speakers share and speak directly to the audience in a live virtual event. The platform will allow the audience to ask questions, and the speaker will be able to answer them directly. There will be no pause and play of a video, just direct interaction between the audience and the keynote speakers.

What are Great Event Production Companies?

Event management companies come in all shapes and sizes. Each focuses on their trade, trying to provide an excellent service. Companies must first identify the type of event before finding a production company. After the type of event is clarified, the team will have time to create the ideal type of event that the production company will accompany.

Many know the MKG, Event Solutions, Evolve Activation, Conference Source, and AJ Williams virtual event production company. The company must use an interview faze to evaluate their suitability for the event. Some event companies specialize in a specific event, and this type of event must line up with the company’s direction and event goals.

When determining the best production company, the team must evaluate previous successful events and the number of virtual attendees that attended the event. The team must identify whether a post-meeting evaluation is included that will be completed by virtual attendees and the speakers.

What Can Conference Source Do For You?

Conference Source is a company that loves to assist and create events that fulfill a company’s virtual event desires. The team at Conference Source aims to bring any idea the company has to life, which will be shared through virtual online events.

The company can create any event and will use its network and connections to ensure that the client has the best equipment, virtual event platform, and venue according to the type of event. The team is well-educated and diverse, allowing the Conference Source to improve and advertise the event to the target audience. The team will ask for feedback from fellow attendees to ensure that they can improve the event and the graphic design of the entire event. 

FAQs

Conclusion

Virtual event production can play a key role in the success of an event. The company must identify what they want to achieve through the event. Businesses can use virtual production to enhance the experience that the attendees will have at the online event.

Audiovisuals will be of great benefit to the actual event. The attendees will be able to experience the entire event by enhancing visual and audio cues. This will ensure that the company can share its information and knowledge with the audience in a trendy and interesting method.

Not only will online events cut costs, but they will also widen the event’s reach and allow the team to grow its market. A simple event will make the world’s difference if used correctly.