Virtual corporate event management efforts require a lot of attention. Getting several key details right, though, will improve the chances that your event will go off without a hitch. Virtual corporate event planners encourage their clients to focus on these 5 aspects of the process.
To make an event a success, the first thing you need to do is make sure everyone will be running the right software. You're going to need servers and clients, and everybody needs to be using the same software stack. Planners should contact expected participants early to make sure they have the hardware needed to run the software on their ends.
One of the big upsides of going virtual with a corporate event is that you can connect with people who might not be able to participate otherwise. The downside is that scheduling becomes a bigger deal. It's nice to be able to accommodate everybody's scheduling needs. However, you need to make sure that people and slots line up well enough to make specific components of the event happen. A virtual corporate event management firm can help you to set up slots and verify participants for them.
Networking, Bandwidth, and Overhead
Event watchers are often overlooked in this process. Going virtual means dealing with the basic elements of connectivity. That means having a stable network with sufficient bandwidth. It also requires you to have some overhead in case you hit or exceed the maximum number of viewers.
You'll also want to think about how these issues can affect quality. A virtual event system will try to compensate by lowering bitrates, and that may lead to degraded quality.
As much as you want to believe it will all come together, it's wise to perform some tests. That especially the case if you're using a setup for the first time. Virtual corporate event planners will arrange tests days or weeks ahead of a function. This will provide time to make adjustments if there are any concerns.
It's also important to prepare for contingencies that might happen while the event is live. Suppose a participant's stream gets blocky and loses audio. It's nice to be able to cut that feed and take the stream off of the program until it's fixed. You'll also want to have at least some text-based capacity to communicate with people who are having issues. This will help you to sustain professional production values even when there are hiccups.