Hosting a Virtual Event

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As an alternative to bringing all attendees to a centralized meeting location, virtual events allow them to attend via a video broadcast instead. Though moving to an online event may sound daunting, following the steps below will help smooth the transition.

1 Consider a virtual event. If you're faced with the difficult decision of potentially postponing or cancelling your event, consider the possibility of a virtual setting first. Questions to use as a starting point include:
 
  • Can your agenda be translated to a virtual setting, or is an in-person event required?
  • How will you track attendance?
  • Does your organization have an existing license with a virtual meeting solution?
  • Does your organization have staff members that can support and manage the technical aspects of a virtual event?
  • Can you handle the bandwidth?
  • Do your attendees have all the materials they need to attend virtually?

2 Determine if you need additional products or support. If your organization already has a tech team and an existing license with a virtual meeting solution, you may feel comfortable self-managing a web-based event. However, you'll likely still want to evaluate how your solution will integrate with your purchased Cvent products.

If your organization uses Zoom, Intrado, WebEx, GlobalMeet (formerly known as TalkPoint), or GoToWebinar, work with us directly to set up an integration.

If your organization uses another provider, reach out to your Account Manager to talk through integration options.


3 Alert your Account Manager. Your Account Manager will walk you through the available virtual meeting options in more detail and help your organization put together a go-forward plan.

The earlier your Cvent team knows you're interested in hosting a virtual meeting, the better. It typically takes about two weeks to implement a virtual solution.

4 Prep your Cvent products to go virtual. Review our guide to learn more about getting your CrowdCompass app ready to support a virtual event. For a Flex event, reference this article.

 

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