Virtual Meeting & Event Planning Services

Planning to Hold a Virtual Meeting?

Virtual meetings connect participants and provide educational opportunities without air travel or ever leaving the community. It has never been a better time to re-examine your events and explore a shift to live-streaming. With creativity at the forefront, virtual events are now designed to be inclusive, entertaining, and interactive.

At MeetGreen, our team has expertise in convening groups large and small. We are well-suited to support your efforts. MeetGreen started as a virtual company over 26 years ago and remains so today. Our staff works on producing events in the most cost-effective and sustainable way possible. We know from experience, what works, and what doesn’t.

The answer lies in not one, but a combination of:

Technical programs
Platforms
Apps
Website designs
Speaker submission systems

It requires being able to support and advise speakers and sponsors with a new process as well as registration support to guide your audience.

MeetGreen will walk you step-by-step through the process of producing a virtual event and provide a seamless transition for the host organization making a change from in-person meetings.

Step One: Define the Scope

We will ask as series of questions which include:

What are your goals in providing a virtual component to your regular conference?
- Broaden audience
- Revenue generation
- Marketing vehicle
- Promotional
- Continuing education
Do you have concerns about taking your meeting virtual? If you do, what are your concerns with taking your meeting virtual?
Thinking about the different aspects of your event. What parts of your event do you want to package virtually?
How interactive would you like your virtual audience to be?
Have you considered this can be a new sponsorship opportunity?
Would you like to include exhibits?
How long would you like the information to be available (archived)?
Will this be a long-term strategic plan to hybridize your event including sustainability objectives and cost saving models?

Step Two: Determine What Virtual Meeting Components are Required

MeetGreen team dedicated to the virtual experience

A MeetGreen team member will be assigned a Virtual Event Specialist dedicated to ensure success of the virtual event. Responsibilities include virtual platform selection, platform coordination and they will work in tandem with the Project Manager, Registration Manager, Speaker Manager, and Exhibitor/Sponsor Manager to ensure everyone is educated on the capabilities of the virtual platform.

See examples below:

Registration – API/Integration capability
Speakers – Does the platform have the ability to allow speakers to upload their own photo/bio?
Sponsors – What are all the sponsor opportunities?
Exhibitor – What does the virtual exhibit booth entail? Is it DIY, or does the event team upload all the information?

Determine the platforms to be used

There are so many virtual platforms to select from, it can be an overwhelming research project to select the right one. Several levels of requirements may be needed depending on the depth and scope of the virtual expectations. Whether you require a simple webinar platform or a “white glove service” full virtual event platform our experienced team can advise you.

Technical requirements necessary

Virtual meeting requirements may include technical engineering to manage. Here are some examples to consider:

Multi-media
Networking areas
Exhibits
Small group working sessions
Green rooms for speakers

Components that are taken for granted at in-person events. Require a much higher staffing level to accomplish online.

Registration for virtual event participants

Many of the platforms include a registration system. What they don’t do is assist participants with questions, concerns, and the personal attention they need. Let our Virtual Registration Manager take that off your hands.

Social media management

Social media is increasingly playing a large part in the virtual meeting world. Keep the following in mind:

Information from blogs
Twitter
Instagram
Facebook
other social media

Social media plays into the experience and engages attendees during the event itself. Our recommendation is to have a MeetGreen team member integrate with your marketing team or we can handle that aspect as well.

Step Three: Develop a Timeline and Budget

Right after the creative design for a remarkable virtual event comes the timeline and budget for making it happen. Whether converting from a face-to-face meeting or planning a virtual experience from the start, both timeline and budget are vital.

Our experience with both will make sure every detail is thought of and your event is produced on time and within budget.

Interested in learning more about virtual meetings? Contact us to plan your virtual event.

UnCarbon Calculator

MeetGreen stands ready to assist you with designing your virtual event. We will also provide you with a MeetGreen UnCarbon Calculator infographic to show the carbon savings of holding a virtual event and the increase in attendance that will result. There’s never been a better time to make the switch.

“After deciding approximately ten days out to pivot from meeting face-to-face to meeting virtually due to a global pandemic, our expectation was to successfully execute our event and to create a virtual space for our community to come together and get to focus on something other than all of the fear and anxiety running through the world. What better way to inspire optimism than to create a space to focus on a truly interconnected, global movement?

Our attendance grew by more than 50% compared with meeting face to face and the feedback received from attendees, speakers and other stakeholders have been fantastic. We were thrilled at the event’s end knowing we delivered a program that invited people to lean into something positive and constructive when the world feels like anything but.

MeetGreen worked tirelessly over the last few weeks to make this transition possible and we wouldn’t have been able to do it without them.”

Billy Linstead Goldsmith, Director, Fair Trade Campaigns

Virtual Events & the UN Sustainable Global Goals

Virtual meetings are a sustainable way to bring people together and align with the United Nations Sustainable Development Goals that is a win-win for everyone. A virtual meeting can provide good health & well-being, give quality education to participants, create a platform for gender equality, and even promote decent work & economic growth to name a few. By hosting your event virtually you are doing good in the world to help us all live in a more sustainable place.