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When it comes to virtual events, there are lots of moving parts and having a dependable process makes all the difference. At Baldwin Audio/Visual Solutions, we’ve distilled this process into three main areas and have routines for each that support our clients and create memorable virtual event experiences!

First, we take the time to understand the client’s vision so we can put together the proper solutions package. We’re not trying to sell you on a bucketed format, we’re delivering a custom one based on your individual event’s needs. We then move into project management and event coordination mode. This second stage consists of all the planning, content, and testing that goes into preparing for your virtual event. Finally, it’s time for the big day and the event itself!

Prior to the event

Event delivery consists of more than presenters giving their keynotes while someone sits at a computer pressing buttons. In the lead up to the event, we’ll handle the link setups on your virtual meeting platforms, create and brand your custom webcast page, and make sure they’re tested and working. We’ll have our technicians scheduled and at the ready with all the necessary gear needed to bring the event to life. We’ll have already gone through a rehearsal and made contact with all the presenters by this point but we’ll still double check everything once more to make sure we’ve crossed the all the t’s and dotted all the i’s (as well as lower case j’s)!

The event itself

Now that it’s time for the event to start and we’ve gone through a thorough planning and testing process, the spotlight’s on you! We’ve seen our clients host highly engaging, informative, and extremely polished events that bring together audiences (both large and small) from vastly different locations. What might have been a big and fancy gala-style conference can still be a high-class professional experience that’s more convenient for attendees. These virtual events are also less costly for both the organizers and participants with the potential for a much wider reach.

Don’t forget about all the production elements that will have been chosen and worked on. We will have all the presentation content, lower third displays, multi-view layouts, and virtual backdrops ready to go to elevate your event in terms of look and feel. We’ll also have all the required accessibility features put in place when it comes to things like simultaneous interpretation (SI), sign language (ASL/LSQ), and closed captioning. Knowing that our techs are there to help with everything and, if you’ll be making use of Baldwin’s simultaneous interpretation and virtual event studio, that the setups are more than first-rate means you’ve got fewer things to worry about!

After the event

After the event has concluded, the work isn’t done. We’ll make sure to provide all the links to the recorded elements from the event for sharing or posting online. Since we employ online platforms for these virtual events, there’s also the data side of things. We’ll set you up with insightful reports and analytics from the event that will allow you to better understand its engagement and optimize future ones. We’ll also be connecting with you for feedback to understand what went well and what could be improved. This event follow-up ensures that we’re also learning and growing from the experience so that our overall process is iterated upon and enhanced with each virtual event that we’re a part of.

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