Online gathering

Not only has your audience grown accustomed to attending events online — more and more companies are seeing the benefits of organising an online gathering. You can reach a larger audience, save on organisational costs and make a greener choice all at once.

Hybrid events are also increasingly popular: gatherings where some participants attend in person while others join online.

What is an online gathering or conference?

In an online gathering, participants join a programme in a digital space. The host and speakers are broadcast live and sometimes a live in-person audience is also present. A common example of a hybrid gathering is the online AGM or shareholder meeting. One defining characteristic of an online gathering is that multiple people take the floor and interaction is possible.

How do you organise an online gathering?

You can host your online gathering on a platform of your choice, such as Hopper or Webinargeek. Or you can use a meeting tool like Zoom or Teams.

To capture the gathering professionally, we use multiple cameras with live switching — just like a TV production. This not only ensures professional-quality footage; a producer also makes sure the runsheet is followed and presentations run without a hitch.

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What do you need for an online gathering?

First, the roles need to be clear: who is the host of the gathering, which speakers are involved? Who will take on the role of moderator to manage the chat and mute people when necessary? Alongside the roles, the runsheet is of great importance — it serves as the guide for everyone involved. Want to know more about roles within an online event? Read the blog ‘How do you set up a professional event in Zoom?‘.

You also need to factor in the technical side. To deliver a professional online gathering, you need at least one good (wired) internet connection, plus a quality camera and microphone.

Preparing for the gathering

Which online platform or meeting tool you ultimately use depends on the requirements of your gathering. When a gathering or conference features multiple speakers simultaneously, online attendees need to be able to switch between presentations. This can be achieved by setting up ‘breakout rooms’, allowing users to choose which session they want to join.

Not sure which meeting tool is best suited to your gathering? Valo has extensive experience with all the well-known — and less well-known — meeting tools, and can advise you.

Benefits of an online gathering or conference

Torn between an in-person or online gathering? Consider the many advantages an online gathering has to offer:

Give yourself the space to focus on the content

Valo helps you set up online gatherings that go far beyond a ‘simple’ livestream or Zoom meeting. Want to focus entirely on the content of your gathering without worrying about all the technical tasks? Let us take care of it. Here are some practical examples of what that looks like:

• We know your webinar or meeting software inside out and configure everything in advance. You don’t need to lift a finger.
• We guarantee 100% stable internet throughout your broadcast.
• We stick strictly to the timings in the runsheet and keep participants on track so everyone contributes at the right moment.
• We operate the presentations, dial in speakers and make sure videos play on cue.
• We can set up a studio on location — for example in your existing meeting room — or hire a studio for you. 

How much does organising an online gathering cost?

From just €600 per day we can advise and support you with a small online gathering. Want to invite people to attend physically and make use of a professional studio? With our professional studio, an average online conference at Valo costs between €3,500 and €7,000 per day. Get in touch by phone or via the contact form for a tailored price indication.