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For any solutions provider, understanding the client and their vision is always the first step in putting together the puzzle. Once we’ve taken the time to listen to our client’s vision, it’s time to start dealing with all the pieces! When it comes to project management and event coordination, there are lots of moving parts. In an effort to keep it simple, let’s break it down into three parts: planning, content, and testing.

Planning

Communication is key to success — along with a good plan! We deal directly with the event manager(s) to plan out everything and come up with the deliverables/receivables. We go through all the branding elements that are needed, booking rehearsal spaces, and how the event will generally proceed. Plans are often dynamic and evolving, so working closely with your team means we’re able to anticipate changes and deliver results! 

Content

Depending on whether you’re doing a virtual conference, virtual meeting/webinar, or virtual webcast, there’ll be different content needs. We address and help with aspects like the preferred content and file formats, customized links, virtual backgrounds, lower thirds, and more. We’ve broken down the importance and different stages of content planning for successful virtual events in a previous post which you can check out here!

Testing

We cannot stress how important testing is when it comes to virtual events. It’s during testing that we really get to go over the look and feel of the event. There’s also an important quality assurance aspect of running tests for audio-video checks and doing presentation run-throughs. We do rehearsals with presenters to make sure everyone has a good quality camera and setup, establish how things will flow, and answer any questions they might have!

So maybe you’re trying to do a meeting where you just need to show content with certain accessibility features. Or maybe you’re webcasting to multiple departments, thousands of people, and need it to be and broadcasted in a simple way with a custom URL, live captioning, and simultaneous interpretation. Whatever the case, we’ll make it super accessible and super easy!

Contact us today to learn more about our virtual solutions and how we can help make your event everything you want it to be!

Please click here to read Part 3: https://baldwinav.com/virtual-event-delivery/