Virtual Events
Engage our services to ensure your virtual event or meeting is engaging and interactive and allows the facilitator or chair person focus on the delivery of the content. Send us a message through our Contact page and we will get in touch with you within 24 hours.
Preparation of Event and Materials
Collaboration Prior to Event
Live Virtual Event Management
Post Event Materials and Review
Preparation of Event and Materials
- Sending out calendar invitations to event attendees with links to Zoom/ Teams and relevant attachments, such as workbooks, agendas and supporting material
- Tracking attendee responses and reporting
- Collaborating with event facilitator on the use of third party-apps, for polls, surveys and interactivity
- Create tech host notes detailing the running order, roles and timings of the event along with breakout rooms requirements and any materials that need to be shared during the event.
- Create Virtual Backgrounds for panel members
- Work with facilitator for questions on evaluation if required to prepare evaluations
- Customise waiting room, where required
Collaboration Prior to Event
- For Zoom, assign co-host permissions
- Go through running order and clarify details around documents to be shared, details on breakout rooms, third party apps and recording to ensure alignment between facilitator/ chair and producer
- Decide on how to communicate behind the scenes. Set up WhatsApp group if needed.
- Test virtual environment and ensure the right levels of permissions are given to any relevant parties
- Prepare in app polls, if required
Live Event Management
- Be available to participants to ensure their tech functions in audio/ video and connection are working
- Introduce basic elements of tech function to participants giving a tour, if asked to by the facilitator, including annotations or the use of third party apps
- Monitor chat. Arrange with facilitator if s/he would like the producer to read out comments and questions in chat and highlight when someone has signalled a raised hand
- Manage Break Out rooms
- Share screens and videos where required
- Provide countdown timer and background music for breaks if required
- Set up network possibilities during breaks with BO rooms participants can access independently
- Record events, if requested. This needs participants consent.
- Assist participants with annotations, whiteboard or third party interactive apps
- Stream to YouTube or Facebook, if required.
- Share evaluation link/ survey link to gauge participant satisfaction at the end of the event
Post Event Review and Materials
- Send participant list to event organiser
- Send results of any polls, voting, annotations or any interactive material used to assigned party
- Trim/ edit recording and send link of recording to meeting organiser.
- Send Chat record to meeting organiser
- Send results of evaluations to meeting organisers
- Request feedback from meeting organiser