With the increased availability of video technologies, it may be tempting to think that running a high-profile virtual event can be done with little experience.  After all, there are self-service platforms out there designed for virtual. But as many have found out once they’ve gone down this path, things are not always as simple as they initially seem. Global network connections, interoperability, firewalls, cameras, mics, schedules, registrations, changes, no shows, graphics – the list goes on of things platforms can’t address. It’s only natural to wish the event could be arranged and managed by the concierge at your favorite hotel where your wishes are accommodated as if by magic.

A professionally managed virtual meeting or event can give you that experience. The right partner can act as your concierge to plan, execute, and support your virtual event with backing by robust industry and technological expertise. To better understand what it means to have a professionally managed virtual event, we’ve compiled a list of the top five benefits of working with a professional partner such as OpenExchange.

1. You Get Virtual Event Experts

Managed virtual event providers offer clients access to experienced personnel to plan, prepare, produce, and support the event process. Here at OpenExchange, our event professionals bring years of industry experience to the table to help execute your event more efficiently since we talk your language.  Combined with our technical video expertise, hired out of the best video technology companies, your events are carried out efficiently, securely and on message.  Your event will be staffed by an expert team of project managers, production specialists, and video specialists assembled specifically for the job and dedicated to the success of your virtual event. From the initial planning phases to post-event follow-up, our teams take pride in each event and each connection they manage for our partners and clients.

2. Technology is Brought to You

The technological complexities of virtual events must be handled with care to ensure all your presenters, attendees and organizers connect without a hitch. We have tools at our disposal such as patented call logic that connects diverse enterprise and consumer video conference systems like Zoom, Webex, Teams, Polycom, Cisco, and more. We also have proprietary software that manages the logistics of planning and executing a virtual event that can give you a real-time picture of exactly where things stand. This technology offers our clients the transparency to feel confident that even the most complex events are well understood and executed flawlessly.

Additionally, our team of production and video specialists work to create a state-of-the-art virtual experience for your virtual attendees. With video conferencing specialists backed by broadcast-quality production capabilities, our video teams can create a professional look and feel for your event and ensure your executives and guest speakers look their best.

3. A Built-In Support System is Behind the Scenes

As the day(s) of the event approaches, our teams work to test each speaker and any on-site connections to ensure smooth interaction between your event participants. We offer clients and their meeting participants a dedicated service staffed by humans 24/5 for the testing of each attendee’s hardware, software and network connectivity – no more “I can see you, but I can’t hear you”.  Our clients also enjoy technical support prior, during, and after their event to mitigate any issues (ones like – “Where’s John?  He’s up next.” ). All this ensures an unmatched participant experience.

4. No More Event Execution Stress

With a deep background rooted in the demands of the financial industry, our events teams realize that the most important aspect of your event is the continued flow of business communications.  Whether your event is a critical investor meeting or an entertaining employee town hall, you still require that everything goes perfectly.  A professional managed service organization will assume that responsibility.  As such, you can rest assured knowing that your dedicated OpenExchange team and our proprietary technologies will work in tandem to deliver a superior event experience for you and your attendees. Each session is managed and monitored in real-time by humans, who have seen it all before, and who can anticipate any issues and take mitigating action.  With our managed services, you can bring your focus back to the business at hand while our teams take care of your event or meeting.

5. Accurate Post-Event Analysis Shows Alignment with Your Goals

After your event, we work with your team to ensure you gather all the necessary data and analytics from your virtual event to measure success. Our data can help your team to delve deeper into meeting performance, overall event metrics, and the tracking of virtual attendee engagement. These reports serve as useful tools in event recaps and planning for future events.  It’s also interesting to note that virtual event data is often richer and more detailed than what you can get from a physical event.  For example, you can see not only that an attendee showed up, but also the exact sessions they attended, how long they stayed, what handouts they took (downloaded), what questions they asked, and how often they might have returned at a later date – just to list a few.

Better Outcomes

Professionally managed virtual events result in better outcomes by simplifying and managing the complexities with a dedicated team of event professionals and a blend of proprietary technology solutions. Our experience has resulted in finely turned processes that are efficient – the costs to you are usually much less than you’d expect.  This means that you can take advantage of these services for a wide variety of events and meetings – not just the most prestigious.  If you haven’t already, try out the OpenExchange experience.  Contact us to enable your executives to look their best while you focus on delivering those important messages – isn’t that why you’re having that event?