4 Essential Tips for Accurate Event Quotations
When it comes to planning an event and reaching out to vendors for cost estimates, you'll often encounter a common...
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Virtual events hosts all your attendees online whilst live events are what we have been accustom to with all attendees and stakeholders attending in person.
To host a live (in person) event meant that you needed a long list of things.
Firstly, you needed a plan of action for the event. This plan would have included the objective for hosting the event, who your target audience was, what the agenda would entail, logistics and the budget to support the execution.
Then you’d have to consider a venue that had the right “feel” and amenities for the event and that could hold the number of people you were expecting to show up.
Marketing. Whether it was social media advertising, email marketing, or traditional newspaper, radio, and TV ads, you had to let people know about the event.
For in-person events, decor was also on the list. You’d need decor that would help set the tone for your event from the moment your attendees walk into the room.
Catering was another BIG one. You’d have to estimate how many people were expected to show up, plus special guests and staff so you know how much food to cater. You’d have to think, “The event is only 6 hours long. Do we give them 2 meals and a snack? What’s the menu?”
You’d consider whether entertainment was necessary or even appropriate for the event. Or maybe, if you had a funny MC that would be enough.
What about audiovisual setup? Maybe you needed some mics, a cameraman, and some screens?
And finally, as you looked at the long list of things that needed to be done for your event, you hired an event management team to make sure everything was well-coordinated and ran smoothly on the day, if they were not involved in the planning stage.
Now, when you think of virtual events in 2021 you’re assuming (or hoping?) that it’s a shorter list with a lot less work? Here’s the reality, it may be a shorter list, but it’s still A LOT of work to coordinate.
It’s important for you to understand what a virtual event *really*entails. And no, it’s not just about upgrading your Zoom plan from Basic to Pro.
A solid, well-thought-out plan that still outlines your objectives, audience, content/agenda, strategy and budgeting.
A platform to deliver the content. This is where your attendees will be joining your event. This starts as basic as Zoom and Microsoft Teams and then goes to platforms that deliver opportunities for sessions, sponsors, exhibitors and networking. The size of your audience is not as critical as most platforms can easily be upgraded for a growing audience – yup, some can host up to 10,000 attendees.
A venue to stream or record from. One with great internet connection to support your stream if it’s going to be live.
A strong marketing strategy. As webinars and other virtual events are a dime a dozen these days, you’ll want to set yourself apart. You’ll need to stand out from the crowd to draw in your target audience in and most importantly help your audience the value they can get from your event.
Good entertainment since you’re competing with more distractions as people are working from home. The thing is, the entertainment doesn’t always have to be a performer. You can add other fun ideas, like activities with prizes for those who are most engaged.
Lots, and lots of tech! From your camera production to your audio support, you will have to determine what will be required to deliver your event.
The last thing that remains whether it’s a virtual event or a live event is you still need to/should secure the services of an event management team to ensure that all these logistics are well taken care of, and everything goes smoothly from planning to execution. As with live events, event management teams help to bridge the gap between you and the vendors working on the event and “plug all the holes” that both parties may not see. They still allow you to focus on the content and engaging with your audience whilst they handle everything in the background on the day of the event. Virtual events are also very much a team effort!
If you’re considering hosting a virtual, we’ll be happy to support you through it. Hit the button below to reach out to us!
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Events are about experiences and we can help you create those virtually!
A virtual event is one where all of your attendees are online. It goes beyond what you have grown accustom to in the webinar format and seeks to incorporate ways to actively engage your stakeholders (attendees, speakers, sponsors, exhibitors etc).
Virtual events seek to mirror as many of the components of the in-person event as it can. So yes, it’s not a webinar or maybe we should say, it’s more than a webinar!
Hybrid events bring together an online and in person audience for one event experience.
We have helped clients reach over 10,000 attendees with:
webinars
conferences (with sponsors, exhibitors, networking lounges)
training sessions
award ceremonies
annual general meetings
opening ceremonies and
product launches.
We have also helped Human Resource departments keep their teams connected through virtual team building activities.
selection of event platform
event strategy development and implementation based on goals of the event and features of the platform
management of event on the day and technical & communication support on the platform
provision of post event analytics
consultancy with your team and selected vendors during planning to ensure all factors in place
creation of a production run and liaising with the production team
directing the event production on the day of the event
Our aim is always to support our clients in as many ways as possible to help make executing your virtual event as seamless and stress free as possible (with a bit of fun in the process). You focus on the content, we can do everything else. As such, through our network of vendors, we also offer the following to support your event:
Multi-camera streaming/production
Audio System
Public Relations and Communications
Registration and Ticketing Management
Graphic Design
Sponsorship Sales
Behind the Scenes Photography & Videography
Set Design and Staging
Host / Moderator
Secured Voting System (for Annual General Meetings)
I had a fleeting idea to select an event manager to support me for my Refresh and Refocus You 4 event, though I have single handedly managed the event for 3 years. Though I felt some hesitation about getting anyone else involved in the planning, I felt drawn to TCJ Events whose work and reviews I have been seeing. I called Tisha and we discussed the event and we clicked at once. It was great being able to have her event knowledge and experience at my disposal. She also possess the emotional intelligence to know the best way to approach an independent entrepreneur like myself and I was just very grateful for her suggestions and meaningful support all the way through! I totally recommend Tisha and TCJ Events
A Virtual event is where all of your attendees are joining online.
A Hybrid event is where you have a limited number of attendees in person and the majority participating online.
For the most part, yes. While there are certain costs that will be eliminated such as Food and Beverage and Accomodations, other costs need to be taken into consideration, such as the cost for your virtual platform and streaming.
This is dependent on the time of event, duration and most importantly the content. Feel free to schedule a consultation with us so we can get the discussion started and provide you with a quotation based on your needs.
Ideally yes. We will like to understand the needs and details of your event to ensure we provide you with an accurate quotation. This is still a relatively new space so the call helps to provide further clarification on your needs.
On average, 6-8 weeks gives us sufficient time to plan depending on the scope of your event. It is best to contact us once you have an event and date in mind to ensure we are available and the lead time is sufficient based on the details of your event.
Our streaming/production services are paired with virtual/hybrid event coordination services as it is important to have someone in the director role on the day, guiding the production team and making decisions ensure everything rolls out seamlessly whilst you focus on the content on the event or hosting your guests.
Let us help you achieve your goals and objectives with your Virtual or Hybrid Event
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Site Built by Upotive Ltd
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