Experienced Event Professionals for your Special Events
NextGen Event Co. can help with fully producing your event production, or providing trained Specialists for Pre-Production or Day-Of Services for your existing event to make run smoothly without the high stress levels! Our professional staff includes Producers, Technicians & Planners to assist with your Event planning & production needs. Specializing in Hybrid Event Productions & Conference Portals including Zoom, Microsoft Teams, Hopin, INXPO, Intrado and more!
Event productions can include various formats including:
- Conferences & Corporate Summits
- Fundraisers & Galas
- Product Launches/Demos
- Team Meetings & Activities
Hybrid events are becoming increasingly more popular for companies in order to reach their wider global audience:
- Hybrid events provide for an effective onsite experience while reaching a wider audience.
- Presenters and attendees are becoming more comfortable with the virtual format and more available for participation.
- Companies see the savings in cost and time, creating convenience across the board.
- Reach a large portion of attendees unable to make In-Person Events.
Event Planning Solutions
A major reason that companies choose hybrid events is to have both the in-person experience while reaching their global audiences with satellite offices around the world. However, Virtual events generally cost a fraction of a face-to-face event, reducing spend significantly. Although a face-to-face option is preferable for some, it might just make more sense financially for a company to conduct a virtual event instead.
In fact, quite often once clients get further into their face-to-face event planning and determine the cost per attendee, they decide to go with a virtual or hybrid alternative. Another reason virtual events are a popular choice is that it’s a highly effective way to share updates quickly. For many companies, critical updates are time-sensitive. Emails don’t always do the trick when trying to get feedback and buzz around the topics. Virtual events can be an excellent solution as they can be planned and executed in as quickly as 24 hours depending on the content…and we’re here to help!
Benefits of Hiring an Event Planner/Producer for your Special Event
Many companies do not have access to the equipment and expertise required to produce a seamless virtual event, which is understandable. With virtual events, a well-executed deployment is essential; there’s little margin for error. Otherwise, you easily run the risk of a virtual event failure, wasting time, and valuable resources in the process. What a Virtual event planner/Producer can offer, in addition to peace of mind, is a plethora of client support. Our production staff can provide:
1. Guidance with Selected AV equipment, Tech Platform & Best Practices
An Event Producer/Planner can guide you through the best practices for conducting an effective hybrid event- and most importantly choosing the right platform based on your event needs. Do you need help building out a VIP Lounge, Lobby & Break out rooms, moderating Q&A sessions, creating in-platform branding opportunities for sponsors, Managing Speakers & Presenters– we can help build out all the elements at your Special event! Most importantly, we can help you develop an event strategy for obtaining your desired event needs.
We can offer suggestions for how to condense agendas while also providing creative solutions to optimize your training potential and efficiency. For example, we can help you create an online event map for participants to view at their leisure prior to the virtual event, allowing the presenters to focus on the more crucial information during the live virtual event.
We can guide your Speaker/presenters through a rehearsal and step-by-step training of event best practices. We want everyone to feel comfortable and educated so that the event is successful. For the attendees, it’s important that they know how the meeting player works. Our talented production team reviews the meeting player at the beginning of the meeting so that attendees are familiar with the technology and can easily engage during the event using the pre-determined options such as PDF handouts, “raise hand” and polling question features.
2. Global-Wide Technical Support
What if suddenly 10 minutes before your virtual meeting, you lose internet connection? There is very little room for technology mishaps when it comes to hosting a virtual meeting. Loss of power or internet issues could stall your event or worse, disable it altogether.
As experts in virtual event planning, we have the capability to place our team in multiple locations creating powerful redundancy as a backup system so that if power or internet access goes out in one location, the meeting can continue (assuming presenter locations are spread out or there are no power/internet issues).
3. Management of the Event Details
Event planners manage all the details involved in your virtual event from the registration process to the critical technology components. To get the best return on your investment, attendee participation is imperative. An event planner can develop a strategic, detailed timeline with alternative options to accommodate multiple schedules – a key part of ensuring greater enrollment and participation. A Virtual event planner takes all of the responsibility of managing the details by following up with attendees to make sure they have the information needed to register and technical requirements to participate successfully.
When you rely on an event planner to manage the fine details of the registration process, there’s a greater probability of increased attendance rates. We can also take the burden off of the presenters by formatting all presentations, videos, and additional content so that your virtual meeting consists of a series of smooth transitions. This allows the presenters to focus on content without the hassle and technical skills of formatting the presentations.
Lastly, we can’t emphasize enough the importance of the equipment used to conduct your event. An event planner can provide the highest quality of equipment necessary to conduct a top-notch virtual experience.
Please contact us to inquire about our Virtual Event production and staffing assistance.