How to plan a Virtual Event in NYC With a Professional Video Production Crew that will keep you ahead of the curve in 2023.
Technology and industry trends are always moving fast, and with ongoing national health concerns like COVID-19, many companies are looking for new ways to host business events while taking advantage of remote technology. Virtual events are an innovative way to continue hosting important events, or create new ones, completely online. Collaborating with a virtual production crew like Transcendent Enterprise can help you create engaging online presentations, discussions, and events that will boost your brand.
Expand your Company Reach Using Innovative Streaming Technology
Programs like vMix allow you to host your event with a professional and branded look.
With streaming becoming more prevalent across industries, it is important to set yourself apart with high-quality virtual events. At Transcendent Enterprise, we utilize our vast production experience along with advanced streaming technology to guarantee a professional, industry-standard virtual event. Our team can provide a seamless, user-friendly experience that is customized to your organization’s branding and tailored to the specific needs of your event.
Include Everyone and Avoid Rescheduling by Going Virtual
Virtual events mean anyone can attend from anywhere, preventing cancellations due to the COVID-19 pandemic.
Avoid the coordinating difficulties presented by the ongoing COVID-19 pandemic with the advanced and robust capabilities of virtual events. With our virtual event services, you can guarantee the health and safety of your attendees and prevent cancellations without sacrificing the quality of your event. The expanded accessibility of virtual events will give your attendees the freedom to partake from the comfort of their chosen space. Working with Transcendent Enterprise will allow you to focus on the content and correspondence for your virtual event as we work behind the scenes to ensure it is a success.
Types of Virtual Events We Produced at Transcendent Enterprise
- Virtual Conferences
- Virtual Panels and Discussions
- Virtual Graduations
- Virtual Lectures
- Virtual Town Halls
- Virtual Keynote Presentations
- Virtual Academic Competitions
Virtual Event Remote Production FAQs
Q: What is the benefit of a fully virtual event?
A: As remote work rises in popularity, virtual events are one way to hold a company event that everyone can attend. It’s common for businesses to have employees or want to invite speakers that aren’t in the same place as the company’s home base. Holding the event entirely online mitigates the need for travel and makes it easier on everyone’s schedules to attend. Virtual events are also more resistant to rescheduling because speakers and participants can join from anywhere, saving your team time and money.
Q: What is the difference between a fully virtual event and a hybrid live stream?
A: Hybrid live streams are what most people typically think of when they think of a live streamed event. Meaning, a live event (potentially with an in-person audience) like a presentation, concert, or discussion panel that is also streamed online. Fully virtual events happen completely online with speakers often in different locations. Each type of live event comes with their own set of advantages and disadvantages that are important to consider when choosing which is right for your company.
Q: How long does it take to plan a virtual event?
A: Just like live streams, every virtual event is different. Simple virtual events that have one speaker and limited audience interaction can be planned and executed in as little as 48 hours. However, events that have a lot of presentations, audience participation, or video assets can take up to a month to plan successfully. Some virtual events even take place over multiple live streams, which can add time to the pre-production process.
Steps to Planning a Virtual Event
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Decide why you want to be fully virtual:
Before jumping into planning your event, it’s important to assess why you want your event to be fully virtual. What benefit comes with hosting a virtual event? What are you hoping this event does for your business? Is the event for the public or just employees and friends of your company? Do you want your audience to be able to interact with speakers and presenters? Setting clear goals and expectations for your virtual event helps your team make decisions about how to plan and promote your event.
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Set a date and time:
Hosting a virtual event often means that speakers and audience members are joining from a variety of different locations and time zones. This means that choosing a date and time early in the planning process is crucial to making sure it works for everyone involved. Setting a date also allows for you to plan realistically with your virtual event production crew. How much time do we have to get videos and other assets ready for your event? Once a date is solidified, your crew is able to get pre-production on schedule.
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Choose your virtual event crew:
Virtual events are new and have a lot of moving parts, which means choosing who you can trust to produce your virtual event is an important decision. Often companies get multiple quotes from different production crews to see what they can offer for the best price. Transcendent is a leading producer of virtual events and has been creating virtual events for 10 years, long before the COVID-19 pandemic caused a surge in popularity. Our crew is trained in vMix and other specialized streaming platforms that can stream high-quality professional virtual events for competitive prices.
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Select a streaming platform:
When it comes to planning virtual events, choosing a streaming platform is an important decision. Where you stream determines the ways your speakers can present, the look and feel of your virtual event, and how your audience can interact with presenters and each other. Some options include YouTube, Vimeo, dacast.com, and Zoom. Transcendent’s team can combine these platforms with software like vMix to further brand and personalize your event. Each of these streaming options comes with their own set of advantages and limitations, so it’s important to talk to your production crew about your event’s unique needs.
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Finalize event itinerary:
Like all aspects of planning a virtual event, the earlier you decide on an itinerary the better. This is especially important if your event includes a lot of videos or other multimedia assets. We also know that everyone is busy, so some participants may only be able to attend a portion of the virtual event. Solidifying a schedule early on in the planning process allows for everyone to be on the same page and makes sure all the assets needed are created.
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Hold a virtual rehearsal:
Instead of a physical walkthrough of a space, our crew recommends holding a virtual rehearsal. These often won’t be nearly as long as the actual event, but they allow for participants to get a feel for how things will go. This is the opportunity to see all the countdowns, transition slides, and video assets for your event in action and make any final last minute adjustments. It’s essential that all participants join from where they will be on the actual day of the event to make sure they have fast enough internet speed. Virtual rehearsals establish the flow of your event and help practice how speakers can communicate with the production crew if there’s an issue.