Services
Virtual Events Organiser
You’re looking for an engaging and successful virtual event. We have the knowledge, the team, and the technical know how to make it happen for you.
Why use Virtual Event Organiser?
A high-quality virtual event takes no less work than an event at a hotel or other venue. We are finding that an increasing number of our clients are turning to us feeling overwhelmed by the amount of detail required to setup an online event. Once we are involved, your time becomes your own once again and you can focus on your core role.
Whether the size of your event is a small board meeting or a conference or webinar with over 500 attendees, we can take care of everything from start to finish. From pin-pointing the most suitable virtual conference platform technology, to audience/delegate communication, our expert team has it covered, leaving you free of worry and able to focus on the content of your meeting.
The services you Can choose
We offer support in producing online events for:
- Internal meetings,
- Conferences taking place over one or more days,
- Webinars,
- Training programmes
- and more.
We operate a turn-key approach to our virtual conferences and can be involved as much or as little as you choose. You can select from the broad range of services, as detailed below, dependent on the nature and size of the event.
Event Planning & General Management
First, we’ll learn all about your event. We would love to know the overarching purpose of the meeting and how virtual fits into that, in order to provide a solution that accomplishes your goals. A big part of that, is what level of interactivity is needed for all attendees who aren’t at the live site – we can leverage features like polling, Q&A and multiple presentation locations to make it feel like everyone is in the same room.
A few more things to decide on at this time will be the time and length of the event. We will provide recommendations on content distribution ensuring you cover your goals, but not tire your attendees. If you are planning an international event, then time zones will be another huge consideration. We will ensure the content is accessible after live presentations for those who couldn’t make it.
Choosing the right software
There are so many different virtual event software options with varying levels of capabilities and costs. We will help you choose the right solution for your event by walking you through the options to show you examples of functionality and design. We will make recommendations based on your overall needs and goals.
Platform considerations:
- Be user friendly for delegates, speakers, and organisers.
- Allow for customization with branding and use of custom colours
- Give us analytics tools to allow measurable results and adjustments on engagement
- Be cost effective
- Give a professional and polished on-the-day delegate experience
- Smooth integration with registration
- In-built and external interaction tools for polling and Q&A
Pre-event logistics & comms
Once the platform is chosen, now it is time to start working on the content and on getting delegates excited about the upcoming event. We can assist you with:
Pre-event communication with delegates
Determine the key selling points your event has to offer attendees. It could be a noteworthy speaker, skill sharing, an opportunity to network, and more. We will then assist you with preparing timed eblasts to your attendee list to ensure we capture their interest and we keep them engaged before the event.
Registration
We can build Delegate registration website. Depending on the Virtual Event Platform software chosen this can link directly with your Virtual Event Platform. Benefits are that the systems can be integrated and you have only one point of contact for any amendments required plus you will have your own dedicated web co-ordinator within the MYT team.
Content management
As we will be working on setting up the Virtual Event Platform for you we can also assist you with collecting the information needed such as agenda, speaker bios, exhibitor / sponsor information if applicable, etc.
Delegate / speaker on-boarding
It is crucial that your attendees and speakers feel comfortable with the Virtual Event Platform and any additional software they might need to use to attend. We provide hour long onboarding sessions to ensure that on the day of the event there are no attendees struggling to join due to lack of knowledge of the platform.
Managing the live event
Before the live event, we make sure everything is fully prepped for success – handling any speaker trainings or rehearsals that are needed to make sure everyone is confident leading into the day of the event.
Everything will be setup and tested, contingency plans put in place, and you will have a professional team on-hand to support you through the event.
Leading up to and during your event, our remote support will be open for users to get any help they need in real-time.
Debrief / Evaluation Report
After your event, your project manager will lead an event debrief to summarize everything that happened and present opportunities for growth and improvement. They’ll ask for your feedback and suggest new ideas to implement moving forward.
In addition, you’ll get a report with all user information gathered during the virtual event — registration info, polls, quizzes, and more! You will also get a recording of the event.
Get in touch now
We would love to hear about your next event and discuss how we might be able to help.