I. Overview of online event organization
1.1. Trends in online event planning
Online event organization
In recent years, virtual event organizing services have become a popular trend in line with the flow of the 4.0 technology revolution. This is especially true after the context of the COVID pandemic, where many live events were restricted or canceled. As a result, many businesses and event organizing companies have been flexible in seeking solutions to overcome these challenges, leading to the emergence of online events. This form of event allows businesses to connect with customers, partners, and communities quickly and conveniently.
1.2. What is an online event?
An online event, also known as a virtual event, is a type of event organized through the internet, allowing participants to connect and participate remotely using electronic devices such as computers, mobile phones, and tablets. Online events can take the form of webinars, live streams, or virtual events.
This type of event can easily reach a large number of users from different regions, helping businesses save costs on venue rental and organization. Additionally, participants do not have to spend much time and money on travel. Online events are typically organized through platforms like Facebook, YouTube, Zoom, or MS Teams.
Furthermore, with virtual events, it is not necessary to livestream everything in real-time. Instead, you can incorporate pre-recorded videos into the event. The physical setup for organizing a virtual event typically includes a stage, sound system, and lighting sufficient to create the most authentic and vivid online environment for the audience to follow.
1.3. Distinguishing "Virtual Event" and "Online Event"
In general definition, both "virtual event" and "online event" refer to events organized over the internet, without the need for direct in-person meetings at a physical location. These virtual events can include activities such as online conferences, webinars, virtual exhibitions, trade shows, or live performances,...
Illustration for Virtual event
However, some people may consider "virtual event" as a more specific term, often used to refer to events that require the use of new technologies such as virtual reality or augmented reality experiences. On the other hand, "online event" is used to describe more typical online events, which are live streamed and organized on online platforms.
In summary, "virtual event" and "online event" can be used interchangeably. The difference between them may depend on how organizations or event organizers use these terms.
1.4. Advantages and disadvantages of online events
- Advantages
Cost savings: Online events help businesses optimize various expenses such as venue rental, catering, staffing, transportation, and audiovisual equipment.
Increased audience accessibility: With just an internet connection, participants can access the event anytime and anywhere, regardless of location and quantity. In contrast, traditional events may limit the participation of certain individuals.
Easy participation in virtual events anytime, anywhere
Risk limitation: In a virtual event, when all attendees are focused on the stage, any mistakes will be immediately detected. However, in a virtual event, you can control those risks by using a 70% live broadcast and 30% pre-recorded footage.
Attracting potential customers: Organizing an online event can attract new customers without investing heavily in advertising costs. By simply getting them to accidentally click and be captivated by the well-presented content of the event, businesses can gain another potential customer.
Disadvantages
Lack of interaction: Interactive activities are crucial in creating impressions and memorability for attendees. However, with virtual events, we cannot require guests to stand up or participate in activities related to these interactions.
Limited audience: Online events only target individuals who have internet access and a strong enough connection to participate. Additionally, certain groups such as the elderly, those without internet access, or individuals unfamiliar with technology may be excluded.
Delays and interruptions: Network and internet connectivity issues can cause delays and interruptions throughout the virtual event, reducing the audience's experience and causing inconvenience for presenters.
Prone to boredom and lack of engagement: Statistics show that in most online events, attendees only remain engaged for the first 15 minutes. Being in different locations leads to audience distraction from various factors, affecting their focus. As a result, the audience may miss certain parts of the event, and businesses face limitations in creating an engaging experience for customers.
II. Types of events suitable for online organization
2.1. Conferences and seminars
Online platforms such as Zoom, Webex, or Microsoft Teams are suitable choices for events that require dedicated space, such as conferences and seminars. To successfully organize this type of event, you need to prepare a detailed plan, including the program timeline, content, and presentation materials. Additionally, you should ensure a stable internet connection to guarantee the quality of image and sound transmission.
Online conference at A40 factory
Additionally, to increase interaction and create a sense of closeness with participants, organizers can utilize interactive tools such as online chat, polling, or live interviews for discussions and addressing program-related issues.
Finally, organizers should collect and analyze feedback from participants to improve and enhance the quality of future events.
Online conference software:
- Zoom: One of the most popular online conference software today. Zoom provides high-quality video and audio features, allowing multiple participants to join the conference simultaneously and supporting useful functions such as screen recording and virtual backgrounds.
- Microsoft Teams: Allows you to schedule meetings, create automatic meetings, share screens and documents, and integrates features like chat, emoji reactions, and raising hands to express opinions.
- Google Meet: Offers useful features such as screen sharing and file sharing, although it has a time limit for each meeting.
- GoToMeeting: The software provides high-quality online meetings, screen sharing, and features like audio recording and playback of conferences.
- Skype for Business: Offers online meeting features, phone calls, and chat functionalities.
2.2. Organizing music and entertainment programs
Organizers can use online platforms such as Facebook Live, YouTube Live, Instagram Live, or Twitch to livestream their programs. Activities within the program can include music performances, dances, comedy skits, mini-games, and other entertainment activities.
To attract audience interest, organizers can employ social media advertising strategies to generate a large number of views for their event.
2.3. Trade shows and exhibitions
With the advancement of technology and the internet, many companies have shifted to organizing online trade shows and exhibitions to save costs and time.
Some of the tools that support organizing such events include:
Software and websites for creating online booths: LemonStand, V360, vFairs, Brella, 6 connex, AirMech, Hey Summit, HopIn, Run The World.
Additionally, online formats are suitable for online courses for students, agent and customer recognition ceremonies, online game shows, interviews, talk shows, product launches, shareholder meetings, and more.
III. Classification of popular online events nowadays
There are various types of online events that are suitable for different purposes and business models. Below are some popular types of online events:
3.1. Online seminar (Webinar)
An interactive online event aimed at delivering information, training, education, or promoting products/services of an organization or an individual to customers, partners, or the general public interested in the corresponding topic.
3.2. Virtual trade fair
A virtual trade fair is an e-commerce event designed to introduce and sell products/services of businesses. Typically, virtual trade fairs are organized based on specific themes or industries and can last from a few days to several weeks.
In these trade fairs, businesses can create virtual booths to showcase their products. Customers can view, place orders, and make online payments. Additionally, virtual trade fairs may include entertainment activities and games to enhance customer interaction.
3.3. Virtual concert
This is an entertainment event that allows viewers to watch live performances by artists, including music performances, singing, dancing, solo acts, and other entertainment activities.
The Weeknd Virtual Concert : XR
3.4. Virtual exhibition
It is a virtual event showcasing products, services, artistic exhibitions of a specific organization or industry, allowing viewers to explore and interact with various products, services, technologies, or new solutions.
IV. Online event venues
Thien An Media suggests the following venue options that businesses can consider based on their objectives and budget for organizing online events.
Studio: Studio spaces provide ample room for setting up green screens, allowing the event company to design a stage model based on the screen's dimensions. This creates the illusion that attendees are seeing a real stage with presenters standing on it.
Hotels: Companies can set up stages directly at the hotel's event center to create an atmosphere of luxury and livestream the event from there.
Corporate headquarters: Organizing events at the company's headquarters not only saves costs but also helps promote the company's products and image. Post-production filming can also be utilized to advertise the company's products.
V. Detailed process of organizing an online event
Define goals and target audience: It is important to determine the goals of the event and identify the target audience you want to reach. Understand what benefits they are seeking and ensure that your event will meet their needs. It is also helpful to set specific goals that are easier to implement and measure.
Choose the appropriate platform: Depending on the nature of the event, select a suitable platform. For events focused on PR and advertising, platforms like Facebook Live or TikTok Live can help spread the word quickly. For events that require privacy and professionalism, platforms like Zoom or Google Meet are more suitable options.
Online event platforms
Planning and preparation: You need to plan the online event in advance and prepare for all aspects of the event, including projection equipment, live streaming, internet connection, audio, lighting, content, program timeline, etc.
Event promotion: To inform customers about the upcoming online event, you need to create announcement posts and promote the event. You can use popular platforms such as social media, websites, email, or media channels.
Coordination of event activities: The organizers need to have a rehearsal session beforehand and then assign individuals to specialized roles to ensure smooth and professional execution of all activities throughout the event.
Monitoring and evaluating results: After the virtual event concludes, it is important to monitor and evaluate the results in order to optimize the process and make improvements for future event organization. Evaluation metrics may include the number of participants, audience engagement, audience feedback, and event revenue (for trade show programs).
VI. Online event organization services by Thien An Media
Thien An Media is a professional provider of online event organization services. With an experienced team of staff, we ensure to deliver the best event experiences for our clients.
Event team - Thien An Media
The online event venues of Thien An Media can be flexible and customized according to the clients' requirements and the type of event. We have professional film studios available with spacious areas for setting up green screens. Additionally, we can also install stages at the clients' business premises.
Thien An Media is committed to providing dedicated and professional event organizing services to our valued customers, aiming to achieve the highest quality with optimal time and cost efficiency. If you are planning to organize an online event, please contact us for early consultation.
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