Virtual Event Platform

GATE: Confirm the brief before proceeding.

Phase 2: Platform Selection

Platform Comparison Matrix

| Criteria | Weight | Platform A | Platform B | Platform C |
|----------|--------|-----------|-----------|-----------|
| Max attendees | 15% | | | |
| Engagement features (chat, polls, Q&A) | 20% | | | |
| Breakout room support | 10% | | | |
| Recording and replay | 15% | | | |
| Custom branding | 10% | | | |
| Ease of use (host) | 10% | | | |
| Ease of use (attendee) | 10% | | | |
| Price | 10% | | | |
| **Score** | 100% | /10 | /10 | /10 |

Platform Tiers

## Budget Options
**Free/Low ($0-100):** Zoom, StreamYard + YouTube Live, Google Meet
**Mid ($100-500):** Zoom Events, Crowdcast, Demio
**Premium ($500-5,000):** Hopin, Airmeet, vFairs, Hubilo
**Enterprise ($5,000+):** Bizzabo, Cvent, ON24

GATE: Present platform recommendation for approval.

Phase 3: Build

Technical Production Plan

## Production Setup

**Streaming:**
- Platform: [Selected platform]
- Stream quality: 1080p minimum
- Backup stream: [Secondary platform in case of failure]

**Audio/Video:**
- Speaker cameras: HD webcam or DSLR with capture card
- Microphones: USB condenser mic or headset (mandate for all speakers)
- Lighting: Ring light or window light (provide speaker prep guide)
- Background: Virtual background or clean real background

**Roles:**
- Producer/tech host: Manages backstage, transitions, troubleshooting
- Moderator: Manages chat, Q&A, and audience interaction
- Speaker host: Introduces speakers, manages timing
- Backup tech: Stands by for emergencies

Engagement Design

## Engagement Touchpoints (per session)

**Every 5-10 minutes:** One interaction point
- Poll question
- Chat prompt ("Type your answer in chat")
- Q&A pause
- Emoji reaction moment

**Per session:** At least 3 of these:
- [ ] Opening poll or icebreaker
- [ ] Mid-session interaction (poll, chat question, breakout)
- [ ] Q&A segment (live or curated)
- [ ] Resource drop in chat (link, download, template)
- [ ] Closing action prompt

**Between sessions:**
- Networking rooms or 1-on-1 matching
- Sponsor virtual booths
- Chat channels by topic
- Gamification (points for participation)

Attendee Experience

## Attendee Journey
1. Registration confirmation email with calendar invite
2. Pre-event email (3 days before): platform access, tech test link, schedule
3. Day-of reminder (1 hour before): direct join link
4. Welcome screen with agenda and navigation
5. Live sessions with real-time interaction
6. Networking opportunities between sessions
7. Post-event: replay access email within 24 hours
8. Follow-up: survey + resources + next steps (day 2-3)

Phase 4: Polish

1. Speaker Tech Guide

Send to every speaker 2 weeks before:

## Speaker Technical Requirements
- Internet: Wired connection preferred, minimum 10 Mbps upload
- Camera: Eye level, well-lit face, clean background
- Audio: External microphone required (no laptop mic)
- Software: [Platform name] — download and test before event
- Backup: Phone number for the producer in case of disconnection
- Slides: Submit 48 hours before for pre-loading
- Rehearsal: Mandatory tech check [date/time]

2. Day-Of Checklist

- [ ] All speakers tested and confirmed
- [ ] Platform is live and tested with a team member
- [ ] Backup stream or platform ready
- [ ] Chat moderator is briefed on guidelines
- [ ] Recording is enabled
- [ ] Engagement elements (polls, Q&A) are pre-loaded
- [ ] Emergency contact list is distributed to all team
- [ ] Attendee support channel is staffed (email or chat)

3. Post-Event Metrics

## Track and Report
- Peak concurrent attendance
- Average session duration per attendee
- Chat messages sent
- Polls completed
- Q&A questions submitted
- Replay views (7-day and 30-day)
- Attendee satisfaction score
- Net Promoter Score

Example 1: Half-Day Virtual Summit (4 Hours)

Platform: Zoom Events ($150/month)
Sessions: 4 speaker presentations (30 min each) + 2 panels (30 min each)
Engagement: Poll per session, live Q&A, chat challenges
Team: 1 producer, 1 moderator, 1 host
Attendees: 300 expected

Example 2: Multi-Day Virtual Conference (3 Days)

Platform: Hopin ($1,500)
Sessions: 6 per day across 2 tracks + networking sessions
Engagement: Breakout rooms, 1-on-1 networking matching, sponsor booths, gamification
Team: 2 producers, 3 moderators, 1 host, 1 sponsor liaison
Attendees: 1,000 expected

Anti-Patterns

• No tech rehearsal — speakers who cannot figure out the platform during the live event ruin the experience. Mandate rehearsals.
• Zero engagement features — a virtual event where people just watch is a YouTube video with extra steps. Build interaction into every session.
• No backup plan — platforms crash, internet fails, speakers disconnect. Have a plan B for every critical moment.
• Ignoring time zones — if your audience spans multiple zones, schedule for the overlap and provide replays.
• Over-scheduling — virtual attention spans are shorter. Max 4-5 hours of content per day with frequent breaks.
• Bad audio — attendees will tolerate bad video but leave with bad audio. Mandate external microphones.

Recovery

• Platform crashes mid-event: Switch to backup (pre-communicated). Email all attendees the new link immediately. Have a phone tree for speakers.
• Low attendance on the day: Send a "starting now" email. Promote replays heavily. Engagement rate matters more than headcount.
• Speakers are not tech-savvy: Assign a dedicated producer to manage their stream. Have them join 30 minutes early.
• Budget is near zero: Use Zoom free tier (40-min limit) or StreamYard + YouTube Live (free). Focus on one great session instead of a full day.