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organization of online events, organization of online conferences

Turnkey online events planning

What do you need to have to plan the cool event online?

✅ Own IT team – we create a website, optimize servers, connect external services, create software.
✅ Experienced event managers – we know and consider the online audience psychology and behavior, prepare speakers for broadcasting.
✅ Broadcast through all the most common platforms – we have planned over 500 ZOOM, YouTube, MS Teams, Webex conferences, webinars, broadcasts, corporate events, and presentations.
✅ Professional digital marketers promote an online event on the Internet and set up ad campaigns on social and search networks.
✅ Creative content managers – we create a content strategy, create a visual style and text content.
✅ Proven technical solutions – our own equipment park and reliable partners network help to achieve a high-quality picture.
✅ Effective interactions – we generate effective solutions and formats of online communication with participants based on the specifics of the audience and the event goals.
✅ Extensive practical experience working online – we select solutions and mechanics to minimize risks and guarantee the best result.

Does it look scary? Don’t worry! You are in good hands!

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WEBSITE FOR ONLINE EVENTS: WHY DO YOU NEED IT?

The website for the online event is a digital prototype of the physical location – a guide to the planned event.

Before the start, it serves as a poster and a collection point, registration of the audience. During the event – the main stage, meeting room, sponsorship area, and a common area for the audience, speakers, or artists. After the event – a distribution point for media materials, press releases, photo and video materials, speaker presentations, and a gathering point for the public for the next event.

The need to create numerous links to various forms of registration, broadcasting, where comments lead to new resources or platforms for surveys and questionnaires, disappears, increasing the risk that a person will become completely confused and fall out of this digital cycle.

In most cases, you don’t need a complex site with hundreds of pages. Often, for standard and small events, a simple 1-page site (landing) is enough—a matter of a few days and a tiny budget.

A standard site for an event usually contains the following blocks within 1 page:

  1. Information about the topic, purpose, and audience of the event
  2. Program of the event
  3. Information about speakers, headliners
  4. Registration and/or sale of tickets (before the start of the event)
  5. Built-in online broadcast with the ability to save video recording on the site
  6. Contacts.

Many functions and interactive elements can be added as needed:

  • Authorization and the user’s personal account, if necessary, limit the audience to the circle of certain persons, moderate comments, conduct a survey/testing during or after the event
  • Comments module with the function of authorization, moderation, or anonymous – at your choice
  • Modules of surveys and/or questionnaires without switching to third-party resources
  • Modules for common actions of participants, for example, a flash mob
  • Separate pages for different streams, sections, branches of the event
  • Module for collecting reviews or posts with hashtags of the event from social networks
  • Photo or video gallery
  • Module for uploading files, for example, speaker presentations
  • Connecting a chatbot (messengers) for a quick consultation of users
  • Adding a multilingual version of the site with the integration of translation with translation.

Contact us, and we will help you eliminate the scare of new terminology and uncertainty in front of cameras and equipment instead of a live audience in the event space.

HR Brand Ukraine Awards Ceremony

850

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Special Kyiv Security Forum 2020

3000

Онлайн івент

Online Conference on Microbiology

500

Online Exhibition "East Expo" 2020

3000

Civil Society Forum "Immunity to illusions"

10000

SEAT Deales Conference 2020

200

online events, web conference online

Want to get a free budget estimate for your online event?

We will evaluate the task, ask questions, form several ideas, suggest implementation mechanics, and select locations.

Ваш менеджер – Ольга Ковальчук

You will be proud of the event you hosted with ARENA CS

Your manager - Olga Kovalchuk

online events, web conference online

How to hold an online event and not "get crazy": is it realistic to plan everything "on your own"?

The world has changed, and no one is surprised by a Zoom conference, Zoom interview or Zoom training, or even a school lesson. Many events have gone online forever – and this is normal in today’s environment of continuous development of digital technologies. Online seems to protect participants from the threat of infection, and logistics and other organizational concerns seem simple for virtual events.

This “simpler” thing is a stumbling block for companies that decide to organize a virtual event with no help from experienced specialists. The illusion of simplicity (laptop, internet, active Zoom account – that’s it) leads to unpredictable results. It seems that organizing an online event is something from the category of “sent an invitation, turned on the camera and microphone, gathered people, listened to the content,” and everything is OK. The goal has been achieved. We hasten to disappoint: even behind the scenes of the broadcasts of bloggers of millionaires, there is a whole team of organizers, video production, or great video editing skills. What can we say about professional events for brands and companies?

We will disclose the process of how professional online events are actually prepared. Get ready to plunge into this fascinating and complex process.

Organization of an online event: first steps

Every hour, hundreds of brands are broadcasting around the world. Spectators have a huge range of possibilities. To achieve these goals, you need to find an approach – a value proposition, a point of differentiation – for the audience. This is especially true for the virtual format: when a participant only has to press one button to leave the event unnoticed.

Therefore, it is essential:

  1. Content is a king. Not a single good setup, vivid images, and viral advertising campaign will save an event with indistinct content, weak speakers, and rejected audience expectations.

The content should be useful, interesting, relevant, and understandable for the target audience. Without this, there is no point in holding the event. If you promise the audience a practical master class, then the speaker should be ready to work for the camera, offer interactive, use the tools of the online platform, and present the material taking into account the online format. Remember that 75% of online event attendees connect from mobile devices (smartphones, tablets), so all content should be aimed at small screen audiences!

  1. Technical perfection. Poor sound, broadcast interruptions, irregular chat moderation, crooked picture – all these elements are almost 100% guarantee of losing the audience during the first 10-20 minutes of the event.

Testing of equipment and professionalism of the staff is the guarantee of the online event quality. Remember that the quality of information perception and online broadcasting is not only on your side: it is influenced by the speed of the Internet and the type of gadgets, the digital literacy of each event participant and speaker. You cannot be responsible for this, so do your best so that everything works flawlessly on your part. The broadcast should work well for any gadget; the site should be 100% responsive and fast download speed.

  1. Promotion. No one will know about an event if it is not advertised. This applies not only to open or paid events but also to corporate events or training. Advertising, media publications, bloggers – analyze your audience and choose effective tools.

It is worth remembering that a social media advertising campaign cannot be “pumped up” in a few days, regardless of budget. The algorithms work to estimate the real results of the campaign can be only after 10-14 days from the campaign start. Only this period of the campaign work allows concluding the effectiveness and making adjustments. It is better to launch 2-4 advertising campaigns with a small budget 1-1.5 months before the event date and gradually optimize them or adapt budgets depending on the results. This is the correct way to achieve effectiveness.

  1. Involvement and interaction. This is not easy to achieve online because even the most modern screens and cameras cannot convey the energy between speakers and the audience. At the same time, information is transmitted to the audience without the possibility of instant and non-verbal feedback.

Participants need to feel the connection between themselves and the speaker: that’s when their attention is kept in focus. There are many tools and services for interactive interaction online, but you need to choose them carefully, taking into account the peculiarities of the event’s audience. Some features  “Z” generation visitors will cope with within a few seconds can provoke misunderstanding and negativity among the “Boomers.” In addition, the speaker and moderator of the event must perfectly master the chosen instruments and be ready for impromptu actions.

Technical setup: what you can’t save on

An online conference or an online corporate event will happen only if the organizer has the appropriate software and equipment. It should correspond to the declared audience and has also passed repeated tests under heavy load conditions.

Let’s consider an analogy: imagine that you were offered to hold a concert of a pop star in a venue with only a garland with flashlights, a TV, a karaoke microphone, and a cloakroom attendant as a coordinator… It is unlikely that everything will be successful only because the audience is big, and the artist will appear on stage in time. It is equally important to have the appropriate music and multimedia equipment and a professional team that knows how to manage it to create a proper atmosphere and “vibe.”

Finding the right hardware and software is an individual task. Beware of suppliers or “techies” who give a ready-made “recipe” for the entire project in the 2nd minute of the communication phase. Either they will sell you any unnecessary stuff, or they will miss something simple but important. A competent and responsible partner always asks many questions and clarifies many details. After all, he needs to understand a full list of the goals and needs of the event – from the mechanics of gathering an audience, the specifics of speakers, and the program to the number and geography, a portrait of the participants. Only this full event landscape allows him to offer suitable tools to optimally achieve the goal and minimize potential risks.

If your online events have many deadlines in the past, we recommend using our “checklist.” True answers are critically important to be clarified before start running and planning anything.

Please tap I want checklist button to get it emailed to you right now.