5 Things to Consider When Hiring a Virtual Event Production Company

With many in-person events on hold for the foreseeable future, companies are seeking to transition new events online. Thankfully, virtual events aren’t limited to Zoom calls. With the right virtual events company, your virtual event can have all the bells and whistles of a live event.

Plus, virtual events offer the opportunity to reach a larger audience with broader participation. You are no longer limited to the size of the conference room. Embrace this change, and work with Sight & Sound Productions to make your virtual event a success.

If this is your first virtual event, the process may feel intimidating. Yet, many of the same elements and requirements apply in-person and online. As you seek out a virtual events company, consider the details of your event and what level of experience, equipment and technology knowledge you need to get the job done right.

1) WHAT IS THE GOAL AND PURPOSE OF THE EVENT?

Start with the basics. Why are you hosting an event? Did you have an in-person event planned and now you need to shift to virtual? Or, are you planning a new event to support business goals? Either way, take time to understand the purpose.

For an AV event, the team needs to know your goal so that they can help you achieve that goal. Is the event to make money? Is it to motivate your corporate team? Are you trying to entertain or inform? These details allow the AV team to connect you with your audience in the best way and with the right tools to support your desired outcomes.

2) UNDERSTAND THE WHO, WHAT, WHEN AND HOW

After you’ve determined the why, you then need to focus on the other details. For example, who should attend the event? Then, consider how to reach and attract that target audience. Once you have their interest and attendance, how do you keep them engaged throughout the virtual event? These details drive the success or failure of the production.

Also, consider when is the ideal time to host the event. While an in-person conference may work best over several days of intensive meetings, does that translate to a virtual event? The answer may vary based on your target audience. An experienced AV company can walk you through these details.

3) WHAT KIND OF PLATFORM DO YOU NEED?

Determine how your attendees will access the event. Also, what type of internet support do you, the speakers and the attendees need to successfully participate? Communicate all of the details and requirements in advance to your participants. Is the event one big presentation or do you need breakout sessions with smaller group interactions. Small, virtual breakout sessions offer participants a way to feel connected to the event. This strategy works to keep them involved and committed to the event until the end.

4) DO YOU WANT A LIVE STREAM AND VIDEO RECORDING?

With virtual events, live stream allows participants to actively engage. However, a video recording means if participants aren’t available for the live event, they have the opportunity to participate later. This extends your reach and allows for the inconveniences of watching from home. Plus, a video recording of the live event produces another way to monetize the event.

5)  WHAT EQUIPMENT DO YOU HAVE AND WHAT DO YOU NEED?

For quality virtual events, you need equipment for high-quality video, sound, lighting, graphics, switchers, and internet. While some corporations may have some of the necessary AV equipment, a lot of the time companies don’t have all of the pieces for a high-quality live stream. Your AV company should partner with you and provide support where needed.

At Sight & Sound Productions, we have both the equipment and technical experience to produce top quality and seamless events. We make your AV event a success!

Contact us today to request a quote to produce your next virtual event.