A Standout Virtual Platform for your Online Event
5 min readJul 31, 2020
Spice up your Online Event and Make it Successful!
With the whole world focused on getting online access to information, people, and events, accessibility has never been more important.
When it comes to hosting cultural events, virtual platforms are the best resort to provide maximum accessibility to anyone from any part of the world.
If you’ve ever organized an online event, you probably know that not everything goes as planned and you have to face various challenges. But it can go as smoothly as possible with Ovice, the simplest virtual space geared to help you create highly engaging cultural online events.
There are a variety of ways on how to host your cultural event.
So here’s a round-up of steps you can follow to avoid hiccups and guarantee a successful event online.
1 Month Prior to the Event: Make it Happen!
- Design: After setting up your strategy, planning, and event promotion, designing your event canvas will be the starting block to ease the way out for people to engage as if they are in reality and stimulate vision and hearing. With the help of Ovice Web Designer, you can customize your virtual event space based on your event theme. Change the layout, floor design, add booths, tables, chairs, banners, and more!
- Test & Rehearse: Before kicking things off, test the special features that will be used in the space like the jukebox, megaphone, ads, and such… And have all your organization team and speakers do the same.
You can also brief any/all hosts, greeters, volunteers about their event duties and timelines, and make sure to have all committee chairs meet and confirm all details against the Master Plan (e.g., back-up volunteers as VIP greeters, additional volunteering speakers or set-up, etc).
If possible, run a rehearsal.
As an example, you can assign practice sessions for anyone who has a speaking slot ( mainly the person who will be using the megaphone ).
1 Day Before the Event: Almost There!
- Guide & Support: Remember that not all of your guests are tech-savvy. Anticipate the troubles people may have by providing them with easy to follow guides or FAQs prior to the start of your event. Fortunately, Ovice has all of the necessary resources to provide support and technical help for everyone to make the most use out of the online space. The link to the event space has to be also shared with the participants a day before the event.
Event Day: Your Moment of Glory!
It’s the moment of truth! Only a few things you need to keep in mind to make your event shine.
- Get Ready: The technical team, event organizers, and main speakers need to get in their positions 30 min before the event starts.
- Set: Once people enter their names and go into the space, the event organizer welcomes them in by using the megaphone and the rest of the organizing team help directing people to check the booths by just clicking the booth they’d like to join ( Names of the booths and speakers will make it easier for them to navigate the space ). Don’t forget to well assist sponsors, speakers, and other participants as needed by providing at least 2 technical support assistants and 1 OC team member at each booth, along with ones at the event space entrance to greet new attendees and latecomers.
- Go: When everyone has joined a booth, the manager continues by announcing the schedule of the event and clarifies a few points and rules to maintain the order of the event. After welcoming everyone and everything is set up to start, each organizing committee member joins a table with a technical assistant to make sure of the right use of Ovice features such as screen share, video chat, or speaker, and keep the event going in order
Note : in case of disorder, the person briefed on the matter will be kicked out of the space.
During the Event: Meet&Greet
- Walk & Talk: People are allowed to move from booth to booth to learn more about different cultures, meet new people, ask questions, or just tag along and listen/watch from afar if you’re sheepish. This can happen with a click of a mouse, on a certain booth or person you’d like to speak to and say Hi! It’s like you’re giving them a pat on the shoulder!
If someone wants to join the speaker they can request it and join a video chat too. - Be the winner: Your guests will be anticipating the moment of the giveaway announcement so when it’s about time, the responsible person can draw participants’ attention by using the megaphone and congratulate the winners live!
- Keep in touch: If people want to follow the speakers on social media, they can just save their SNS usernames that will be displayed next to the booth title.
- Time to say Goodbye: Once the event is almost over, the event organizer would just have to announce it so everyone says goodbye to each other.
Last but not least, have fun with everyone and keep people thrilled about your next event! What are you waiting for? Visit Ovice.in and get things started!
