DIGITAL MEETINGS AND HOW TO BOOK THEM
SO MANY OPTIONS…
SO MUCH TIME…
What to do when the event industry changes completely... overnight.
Hi Everyone,
What a couple of weeks!
So many event professionals are asking themselves, "What do I do now?" With massive cancellations rampant, it feels like the event industry is disappearing before our very eyes. And for some, that may be true. Of course, we hope the transition is temporary, and, provided we can avoid further crisis, we can all get back to our lives, and careers, eventually.
In the meantime, for those who are able, it's important to adapt. At AVEX, we have been focusing on digital meetings for quite some time. We've streamed via Facebook, YouTube, GoTo, and Zoom as well as heavier-duty private streaming partners. We have invested in multiple different types of cameras including conferencing equipment, The Meeting Owl, Mevo Camera Systems, plus traditional studio camera setups. In addition, we have built out our offices to include in studio broadcast studios. Customers can rent these studios by the 1/2 day or full day depending on need. We can pre-record, or stream live from those locations.
Below are a few tips and tricks we want to share, in hopes of giving you some real useful information as you explore the possibility of moving your cancelled / postponed meeting into the digital space.
FIRST… WHAT ARE
DIGITAL MEETINGS FOR?
Digital meetings aren't just for corporate groups anymore. Arts Organizations, Religious Institutions, Day-Cares, Hospitals, Gyms, even private parties are exploring the option of maintaining a gathering in the digital space. If you have information, or an experience you want to share with people and you’re stuck at home, or can't gather "en masse," digital might be right for you.
HOW DO I PICK THE RIGHT PLATFORM FOR MY EVENT?
This is easier said than done. And I won't pretend to be able to answer that in a newsletter. BUT I will say, there are MANY MANY different ways to stream your message out. Perhaps it's a simple Facetime phone call or Google Hangout. Free, Fast, Easy (Relatively)... The important thing to note here is that there is ALWAYS an alternative option! Not all events are the same, and some streaming providers may sell the same solution for all events. Do your homework, ask questions, be critical!
For those looking to communicate to a group, that's where AVEX comes in. We have multiple setups, designed to provide different levels of production quality, security, and overall ease of use. Call AVEX (or your preferred technology provider) for a quote. As you can imagine, we are offering excellent rates on streaming in the coming months in an attempt to counteract the downturn in the live event industry.
WHAT DOES AVEX NEED TO GET ME A QUOTE?
Generally, any stream requires a phone call with one of our customer service reps. We'll have a whole laundry list of questions for you. In anticipation of a phone call, it's helpful for us to know the following.
Where are you hoping to stream from?
Note! Most AVEX locations will have suggestions on this front as we partner with many great venues across the nation.
The date of your stream.
Will the event be streamed live? Or is a recording required?
Sometimes the answer to this is both.
How Many presenters? How long will they speak?
We bring a fresh disinfected microphone / advancer for every speaker.
About how many people do you expect on the stream?
Is the stream Public or Private?
Probably the most important question: Is there 2-way communication via video / audio?
Note, most streaming platforms include live chat functions which can serve as Q & A systems. AVEX can add teleconference abilities to a video stream so questions can be heard by all.
Additionally, we may inquire whether or not the event can be PRE-recorded. If you don’t anticipate having Q & A or Live Polling, you may want to record the event ahead of time and add graphics in later, edit out dead air, etc…
Thanks for reading! We hope this info is helpful and gets you started thinking about your next move. As always, don’t hesitate to call AVEX with any questions you might have! We are open, and ready to assist!