Planning a virtual event can be incredibly daunting. The risk of the unknown, associated with virtual events, can leave clients feeling a little nervous & unconfident. The typical response is only human……go light & play safe. The result is an average client or customer experience, with limited relationship growth & minimal marketing return.
At Duuzra we know that our intuitive software is key. We also believe that fully managed virtual events, live “best in class” service & a well-honed process mitigates risk. Crucially, a robust interactive platform & service in combination wins, hands-down, every time.
We just don’t think that raising your virtual hand & chat on generic platforms justifies value for money either, nor is waiting 48hrs for an account manager to respond with tech jargon (whilst half asleep).
Duuzra believes in close long-term relationships & meaningful commercial outcomes for our clients on a consistent basis. We refine & grow together.
A typical Duuzra client team wraps around the virtual event process, lead by a certified & dedicated Project Manager. They will:
- Provide consultation & advice to maximise the virtual experience
- Allocate specialist Duuzra resources
- Fully oversee the creation of your interactive virtual platform
- Schedule rehearsals
- Manage the streamed broadcast
- Supervise customer data collection & analytical reports
- Loads more……..
This starts with a kick off call which will outline each stage of the process, give the opportunity to map out your action plan & provide insight into Duuzra best practices. Check out our process summary below.
Step 1: The Kick-Off Call – Meet Your Project Manager!
Your sales contact will schedule a kick-off call at a convenient time for your team. This is an opportunity for us to review the project information, introduce your project manager and understand your goals and objectives.
It would be useful to have the following information to at hand:
- Project goals and objectives
- The name, date, and time of the event
- Consider the name of your dedicated event URL e.g. projectname.withduuzra.com
- Target audience
- Imagery(assets)/branding guidelines
- Registration form suggested fields (if applicable)
- High-level overview of agenda of live stream (if applicable)
- What objectives would you like to fulfill from the using platform?
- What opinions & data would you like from your audience?
Step 2: Lets get this project started!
After your kick-off call, your Project Manager will prepare a summary of the call and a Statement of Work which will outline the suggested timeline and deadlines.
Once your Project Manager has the required assets from you, they will send imagery, logos, and branding requirements to Duuzra’s Design Team to create mockups. They will send mockups to you for review and will schedule a screenshare call to ensure any changes if necessary are communicated accordingly. Once you are comfortable with the overall look and feel of the platform, then it’s time to gather your content and submit your Project Manager to further develop your site.
Alternatively, if you would like to provide your own completed designs, you will be provided with a checklist of necessary assets and image specifications.
Step 3: Submitting Content & Design Elements
If we are broadcasting a live stream as part of your project there are two types of content that your project manager will need from you: Application content and Stream scene content.
First, application content refers to images, text, weblinks, documents, etc that will be accessible from the platform and engagement panel. This includes but is not limited to:
- Agenda for distribution
- Presenter biography names, titles, and descriptions
- Feedback form/survey questions
- Literature documents/resources
Second, stream scene (and pre-recording) content. This includes but is not limited to:
- Stream Scene choice – (Welcome Countdown, Speaker(s) with a presentation, Live Panel View, Full Screen Speaker Options, Break, Thank You Scene, etc.)
- Presenter Name, Titles, Firm, Agenda Sessions, etc. exactly as they should be created from Design Team
Once you submit the above requirements to your Project Manager, they will submit these to our studio in line with your contracted design package. Refer to the timeline and deadline table in the Statement of Work, clients are responsible for submitting final content in a timely manner in order to avoid the need for last minute changes. We encourage you to work closely with their dedicated Project Manager and provide a final approval on both the platform build via the agreed URL and stream scene selections as displayed in their visual production schedule.
Step 4: Coordinating Technical and/or Full Dress Rehearsal Logistics
In order to prepare presenters for event day, your Project Manager will schedule a one-hour technical rehearsal which will review the following talking points. All presenters are required to attend and are encouraged to join from the desktop/laptop device they plan to use for Event Day.
- Review user/viewer experience vs. presenter experience
- Review show flow
- Practice slide advancement
- Review Q&A procedure (if applicable)
- Audio/video/virtual background checks
- Review Zoom chat feature
- Presenter responsibilities (verbal cues, camera on)
- Review countdown procedure
- Review ‘best practices for virtual presenters’ checklist
Step 5: Execution on Event Day
On the day of your event, your Project Manager will be working closely with the Streaming Technician to successfully execute your event. Presenters are required to join the speaker room (Zoom Link provided by your PM) one-hour prior to event start time to allow for last minute checks, a show run through and camera positioning. The technician and Project Manager will work together to ensure that your presenter’s audio input and output are clear and their camera angles are framed correctly. It is important that during this time, presenters avoid turning their cameras off on Zoom. Should a presenter turn their camera off during this time the camera framing will be impacted, and it may delay the start time of your event.
In addition to audio and visual checks, the technician is following the signed-off visual production schedule which outlines your event. They will ensure the presentation is shared to the Zoom/Live Stream, the stream is recording, and good quality of the stream.
During your event, technical support is available via our NeedHelp? button located on the bottom right of your Virtual Platform. This is staffed by a team member who has been briefed on the logistics to your event to answer any inquiries. This includes trouble-shooting audio issues, registration and password questions. Should a user require assistance, our dedicated event support team member is reachable via this chat-box feature. Users are required to insert their First Name, Last Name, and Email address to start chatting. During the live stream, your dedicated event support team member is working closely with your Project Manager and Streaming Technician to stay aware of any information which may be needed to communicate to the user.
Step 6: Post-Event
Data is a key factor in reviewing the overall success of your program. Within 48 hours after the completion on your event, your PM will provide you with two documents, the Engagement Summary and the Post-Event Report.
The Engagement Summary provides a visual overview of the success of the event. This includes the number of active attendees, number of content views, and the number of viewers during the stream time.
The Post-Event Report goes more into depth as it details the browsing summary of each viewer for each content type built on your Virtual Platform.
Step 7: OnDemand
The content can continue to live on beyond the event, we would suggest keeping this live for at least a month after to allow attendees and those who couldn’t make it the ability to access a recording of the event and interact with other content. This will allow you to reach wider audiences and we will provide you with an updated report to include all the interaction from those who accessed the site post-event.
The on-demand replay will usually be available on your virtual platform 48 hours after the event ends.