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Virtual Event Planning 

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Host memorable hybrid and virtual events with MEETYOO - Virtual Event Planning

 

Host memorable hybrid and virtual events with MEETYOO 

Organizing and realizing your own hybrid or virtual event requires some preparation and planning. Thanks to our many years of experience, we at MEETYOO know exactly what needs to be taken into account to create successful hybrid and digital events.

Planning is key for successful virtual and hybrid events - virtual event planning

 

Planning is key for successful virtual and hybrid events 

When you decide to host a hybrid or virtual event, you will find that structured planning is just as essential for a successful digital event as for physical events. Through our long-time experience of hosting and managing virtual events, we are able to assist you throughout the entire planning process and prevent pitfalls when digitizing an event.

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Experienced and professional virtual event planning with MEETYOO Pro

MEETYOO's professional virtual event planning allows you to design and realize the event of your dreams.

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Why you should organize your virtual events with MEETYOO

MEETYOO's solution for hybrid and virtual events offers you the best digital event toolkit on the market. With more than two decades of experience, we have the necessary digital know-how and skill set, and our track record with large-scale hybrid and virtual events speaks for itself. Here's why organizing your virtual and hybrid events with MEETYOO is the solution to all of your event woes. 

Professional project management - Virtual event planning
Professional project management
The organization of any type of event requires structured work and cooperation. Our project managers will take care of setting up your virtual event and training your staff while working in close cooperation with you. This way, you will be able to focus completely on designing and creating an event concept and experience, and tailoring the features our platform offers to the needs of your intended target group.
Virtual event planning - customization and personalization
Customization and personalization
MEETYOO’s virtual events are highly customizable and provide a point-and-click interface with managed service for online conferences, digital expositions and virtual trade fairs targeted at large-scale audiences.
Virtual event planning - flexibility and adaptability
Flexibility and adaptability
Conferences, career fairs, employee meetings – there are basically no limits to the universal applicability of hybrid and virtual events. Flexible configuration and participation options (via computer or smart device) are part of what makes these types of events efficient communication tools.
Virtual event planning - global reach
Global reach
The digitization of your event means that you can expand your reach and gain an audience across different continents. MEETYOO's virtual event platform supports over 15 languages and can be visited at anytime from anywhere. Participants can freely choose the components of the event they wish to attend – no matter how far apart they are in terms of time or space.
Sustainability and innovation
Virtual and hybrid events are your chance to minimize the CO2 emissions of your event. The elimination of travel and housing costs and the reduction of other related costs also result in a positive return on investment. By making an event virtual, you contribute to a sustainable economy. And what is more: All of our virtual events are adaptable and can be updated and reused for future events or follow-ups.
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Premium registration management 

The registration management page and system is one of the most important aspects of any event. For this reason, your event’s registration page and system should be the main focus of your marketing campaigns. With MEEYOO Pro, you can individually set up a customized or a template-based registration page to gather all relevant information from your hybrid or virtual event participants. In addition, MEETYOO's virtual event platform allows you to integrate external ticketing providers easily and flexibly. 

Virtual event planning - ticketing
Ticketing
MEETYOO’s virtual event platform allows event planners and organizers to integrate different kinds of tools and registration software for specific ticketing needs. In addition to this, we can integrate Stripe as payment gateway in our registration journey. Furthermore, we work with top participant management partners together that we can easily integrate via our custom API. Our top partners enable you to sell tickets for all kinds of hybrid or virtual events with differentiated setting options and intuitive usability.

 

  • Control your ticketing processes easily and flexibly
  • Design your ticket options in a personalized way
  • Define your fee structures, sales offers and discounts
  • Increase ticket sales and improve your customer data management
  • Integrate your ticketing and registration management into your own event website(s) and channels 
Virtual event planning - tracking
Tracking
MEETYOO’s registration page for hybrid and virtual events allows you to add different tracking measures for you to understand from which marketing and communication campaigns your event registrations are coming. You can also add an analytics resource to the registration page to track the visitors in your analytics account.

 

We have worked with the following analytic systems: 

  • Google analytics
  • Adobe Dynamic Tag Manager
  • Google Tag Manager
     
Virtual event planning - CRM integration
CRM Integration
MEETYOO’s registration page also allows you to use a webhook to send the participant information to the CRM system of your preference, once the participant has confirmed a registration. Our webhook can be integrated into many different CRM systems.

4 planning steps for a successful virtual event

While the event structure and design is primarily determined by the type of event and the target audience, it is important to take into consideration that virtual events and their digital formats need often to be adapted and compressed in length to fit the attention span of the participants and visitors. Our team of experts will assist and advise you in finalizing the concept for your virtual event including support on timelines and duration, and how and which engaging features to add to all the key moments and areas of your virtual event.

Generally, 4 planning steps need to be tackled for a successful virtual event premiere:
 

Virtual event design

 

When it comes to the appearance of a digital event, you will have more freedom to choose and express the different look and feels of the major areas of your virtual event. This means you can be able to customize individual elements and features of the digital interface, and design the virtual environment according to your wishes and imagination. Our team of experienced 3D-designers will support you all the way to ensure an impressive eye-catching and memorable virtual event design and appearance.

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Marketing and promotion

 

Promote your hybrid or virtual event with clever marketing measures to attract an international audience and grow your participants base. Inform all your potential and registered participants via automated mailing communications about your virtual event highlights and updates to make sure they do not miss out on the event. With MEETYOO’s registration system you can set up automatic mail updates to stay in touch with your event participants before, during and after your virtual event.

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Virtual event planning - marketing and promotion
Quality content

 

An appropriate content strategy is central for attracting and engaging your target audience. Besides an appealing event agenda and complementary event activities, it is important that your hybrid or virtual event delivers quality content that motivates and engages event attendees to actively participate, both in your keynotes and presentations, as well as in your exhibition and networking areas. Our experienced project managers will advise you on which types of content suits best for your different event activities and areas, and will support you with training sessions for your virtual keynotes speakers and presenters.

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Fine tuning and testing

 

Countless features and small details transform virtual events into authentic, engaging and memorable experiences: networking lounges with workshops and roundtables, gamification elements, randomized mix and mingles, etc. After testing every feature, exploring the virtual event environment, and familiarizing yourself with your role as the host, it is your time to shine and reap the fruits of your labor and your digital event. For you to feel confident about your virtual event proposition, our experts will support you by developing the final virtual event platform based on your individual requirements and wishes, and will train all the involved personnel to be ready for the show.

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Virtual event planning - fine tuning and testing
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The Premium All-in-One Virtual & Hybrid Event Solution

We want to take you on a rocket ride through the MEETYOO universe. Trust the best – with more than 10 years of expertise, we will find the best solution for you.

United Kingdom & Europe

Phone: +44 20 386 888 83
CET | Mon - Fri from 8AM - 8 PM

North America

Phone: +1 347 817 7620
CST | Mon - Fri from 8:30 AM - 6:30 PM

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