How can you run a corporate meeting online?

virtual meetings, corporate meetings, virtual events

Make your corporate meeting virtual

Has 2020 shaken up the way you run your business? As states continue to close down and social distancing takes center stage for business models, how do you keep moving forward? The good news is, running a successful virtual corporate event can be effortless and successful if you have the right equipment and experts on your team. You have a few options for your corporate event. Your event can be hosted as a hybrid event, pre-recorded event, or live stream event. Each of these options requires similar equipment, but offer varying outcomes.

Which virtual event type is right for me?

A hybrid event is perfect for having both in-person and virtual components. This model works well when you have guest speakers or other members of your business that need to be included in the video. Another popular option is to pre-record your event and stream it as though it were live. This option allows for better production value and less chance of technical difficulties. We all know that awkward moment when your technology malfunctions or you accidentally say something embarrassing while live. A pre-recorded video gives the appearance of being live while allowing you the time and focus to concentrate on moderating comments, interacting with attendees, and addressing anything else that might come up. Your third option is to live stream your event, and this will take a little more effort and precaution.

What equipment do I need for my virtual event?

While your event might have virtual components, you still want a high-quality production value. The experts at In Depth Events can help you determine what you need for your virtual corporate event, but here are some ideas to get you started;

If you happen to rent out a space for your event, they might not have the proper equipment for you to live-stream. Our team can help build out a stage, set up your lighting, perfect your audio, and record your event. While it is a virtual event, we are still offering the same services and following the right guidelines and procedures for safety. We have a full range of virtual event services we can offer your business. Find out more about corporate meetings here. (link to coproate meetings page)

How do I get started?

Whether you need support for planning, production, or equipment rentals- we are here to help. Your next step is to reach out to our team today to answer any questions and get started on planning. We will continue to keep an eye on the changes in social distancing, the state re-opening, and any other changes we might face. We pride ourselves in moving with the changes and finding creative solutions to support them. We want to hear from you, what changes are you facing, and how can we help?

We are strictly adhering to CDC guidelines to ensure we offer safe and sanitary equipment, service, and guidance.

How can we Prepare for Distance Learning and Virtual Events?

Is life going digital?

We are all still learning one day at a time, what life will look like in the wake of 2020 changes. There is still some uncertainty about how our state will re-open, what schooling might look like, and what other significant changes we might face. At In Depth Events, we are working hard to stay up to date on any changes or procedures so we can help in any way we can to ensure smooth transitioning into digital learning, virtual events, and hybrid work guidelines. Have questions? We have answers, feel free to reach out to our team here.

Our team filming distance learning video

Distance learning

As the new school year is quickly approaching, parents have been scrambling to figure out what school will look like for the rest of the year. Previously, schools were informed they could only function virtually for up to three weeks. However, since then, that number has increased, and schools will not be penalized financially for more extended periods of distance learning. So what does distance learning look like? Well, this could be pre-recorded videos discussing lesson plans, or even live streaming with the teacher. Here is a fun example of a video we helped record for the Frisco Library.

What do I need for distance learning

If you are a parent with a kiddo at home, distance learning only requires an internet connection, webcam capabilities for zoom calls, and a computer. If you are a school, this will be an entirely new process and have some challenges. You will need high-quality audio, video capabilities, and streaming capabilities; you will also need the ability to edit any pre-recorded video if necessary. These requirements might sound a little overwhelming, but we are happy to help!

How we can help you

Our team has been providing equipment rentals and high-quality video services for years now. We handle set up, recording, editing, and of course, ensuring all video is of the highest quality. Some of the equipment we offer is;

So whether you need to live stream a call or assembly, or have pre-recorded lesson materials ready to go, we are more than happy to help. Our team is here to support the changes schools are facing, so be sure to reach out to us today!

Virtual events

As guidelines and procedures change, you might be worried about the state of your events. The good news is, many events can successfully be hosted virtually. Weddings, Concerts, graduation ceremonies, and even holiday events can still be successful if you get creative enough. Our team is working hard to ensure we can support our clients if they are changing over to virtual events. Be sure to contact us today to find out more about how you can successfully have virtual events, and even monetize them.

Hybrid work environment

Many companies are choosing to have hybrid work schedules, requiring some upgrades to video and streaming capabilities. Many have chosen flex-work schedules that don't require employees to work in person every single day. Of course, moving to a virtual work environment comes with its own set of challenges; however, this method can be hugely successful if done correctly. You will need a few things to get started like the right equipment, video editing, and streaming capabilities. You will also need platforms to handle video and video conferencing as well. We want to help you make this transition smooth and efficient, so we are looking forward to working with you.

How Virtual Events are Changing the Live Event Landscape

It’s no secret that the world has gone virtual. Everything from working, to distance learning, and even graduations are being held virtually. As you know, the Spring of 2020 made us all reevaluate how adaptable our businesses are. Since then, we have seen a steady increase of video streaming needs, so this is the perfect time to get you connected. Virtual and hybrid events are becoming the new normal and having the proper equipment and set up is crucial to keeping up with all of these changes. At in Depth Events we have heavily focused on cloud-based live streaming for years. We also have full video production services, video equipment rentals, and mobile/permanent studios. We understand the importance of high-quality video streaming and we would love to help get you set up.

So who is video streaming for?

This is a great question with an easy answer, ANYONE! Everyone from small business owners, to musicians, and even yoga instructors can take their business online and still create a steady stream of revenue. This is also a perfect option for educators, virtual events, and concerts. We have also seen a major increase in the need to take commencement ceremonies virtual and even family gatherings. Whatever the reason may be, here are some ways to get started.

What are the benefits to hybrid and virtual events?

There are several benefits to taking your business or event online. Whether you are a small business owner or even a musician, you can easily monetize your live streams. We have also found that educators and even fitness instructors are finding ways to teach online. This is a great option to reach a larger audience and potentially double your revenue. Think about it, if there is no in-person requirement you can open your business to the entire WORLD. This model is being successfully implemented in most industries. Currently there are several ways to to stream including, YouTube, Twitch, and even Facebook. There are several ways to monetize your live stream. You can raise money, sell e-tickets, and donation based, or use a membership platform.

So how does this all work?

There are several ways to get started. First you need high-quality equipment, then a platform to stream on, and also the ability to market your live stream. While there are many moving parts to cloud-based live streaming, our team at In Depth Events have several years of experience and would love to help you get your business or event online. Contact us today, we look forward to working with you! Feel free to reach out if you want to learn more. For our latest post on distance learning and digital events- go here.

Governor Abbott’s May 18 commencement guidelines

The 2021 season is coming up, and we are all watching developments closely to see how COVID and the calls for social distancing will affect indoor and outdoor commencements this year. We are working hard to make sure our client schools comply and provide safe events for their students! *Here is our most recent post with updates.

This year graduation is going to look a little different. While we know this is a tough time for everyone, we do have good news from Governor Abbott about the 2020 commencement ceremonies. As of May 18, 2020, Governor Abbott has issued updated guidelines for this year's commencement ceremonies. There are currently four options available, including virtual ceremonies, hybrid ceremonies, outdoor ceremonies, and vehicle ceremonies.

While these new guidelines might be a little different then what you are used to, our experts are here to help with anything you need to navigate these guidelines successfully. Have questions? We have answers, feel free to reach out to our team here.

Virtual commencement ceremonies

So what exactly would a virtual ceremony look like? In this case, the ceremony would be completely virtual, with no in-person contact. For this type of event, you want to have high-quality streaming capabilities. You might need specific equipment or other accommodations to have a virtual commencement ceremony successfully. Our experts have a diverse background in live-streaming events, as well as equipment and technicians for setup and streaming. If you are considering this option, be sure to contact us today to help you set up a plan and get things moving quickly.

Hybrid commencement ceremonies

Hybrid commencement ceremonies might be individually filmed or in small groups (while practicing social distancing). This option has more restrictions, so be sure to reach out to our team for more information on how to implement safety regulations, while still having an awesome event. Hybrid ceremonies typically require some in-person participation but allow for remote viewing. This is an excellent option for family and friends to see the ceremony while following social distancing guidelines.

Outdoor commencement ceremonies

If you are considering an outdoor commencement ceremony, you do need to be sure that social distancing guidelines are followed. There will be a cap on the number of participants allowed to attend, so; you might consider a live stream of the ceremony. We are still here to build stages, handle your audio, and even help you with live streaming the event. Be sure to reach out to us soon, so we can help you start planning and get things moving.

Vehicle commencement ceremonies

Vehicle commencement ceremonies will typically require that student and their families drive up to receive a photo of their graduate with their diploma. Parents will more than likely stay in the vehicle, or practice social distancing by taking pictures from six feet away. This could be an opportunity for you to live stream the ceremony, so let our experts know if you want to learn more.

Author: Tiffany Fuller