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Event Space Description
Considering the ongoing coronavirus epidemic, a virtual (rather than physical) space is ideal for the event. The virtual venue will have production and broadcast technology, including audio and visual tools needed for successful webcasting in established live-streaming services such as YouTube and Facebook. The virtual event venue will also have a production team, intelligent illumination, and customizable light-emitting diode (LED) screens to improve participant engagement and experience. Even though face-to-face interactions are valuable, intuitive, and natural, hosting them in a world adjusting rapidly to a novel health crisis has become challenging (Copans, 2020). Gathering restrictions exist now, and where meetings are unavoidable, people must observe social distancing. As such, more money and square feet of space are needed to host even a small number of people, yet the chances of a successful event are low, and the risk of spreading the coronavirus disease 2019 is high. The author chooses an online space for the event because it is appropriate given the current pandemic, and can accommodate an almost unlimited number of people without risking their health or exaggerating the costs.
Space Challenges
One of the main challenges associated with virtual event venues is that they are entirely dependent on technology. If technical problems with any of the equipment used for recording or broadcasting the live event exist, interruptions will occur (Planning a virtual event: Top 12 challenges to handle, 2020). Another challenge with virtual events is that their effectiveness depends on the production team’s knowledge and skills working behind the scenes. If the personnel is least knowledgeable, problems will exist in event production and webcasting (Planning a virtual event: Top 12 challenges to handle, 2020). Another disadvantage of virtual event venues is that they are relatively costly to purchase. Notably, the price of virtual venues does not necessarily change depending on the expected number of attendants. Virtual event spaces for hire are pretty expensive because they have invested in advanced technologies to increase success chances. Most of them charge a flat rate for the utilization of their venues without considering the number of people that the event organizer will pull. In the traditional physical spaces, charges are often proportionate with the expected number of participants.
Troubleshooting Techniques
Ensuring a smooth virtual event requires adequate planning and preparation. As part of the planning process, the event organizer must conduct extensive troubleshooting to identify and resolve any possible problem ahead of the event. One way to do so is organizing and implementing a full-scale mockup live event to ensure that all the equipment is working well and that transmission is proper (Planning a virtual event: Top 12 challenges to handle, 2020). From this exercise, the event organizer can recommend changes and adjustments to fit their needs. Another troubleshooting technique is imagining various possible negative scenarios based on imagination and a case study of previous events. Here, the focus must be on the worst-case scenarios so that there is adequate preparation to deal with them if they occur during the live event. The analysis will target problems that cause equipment failure, transmission problems, and technical team responses, among other things.
Backup Plan
A backup plan is still needed, even after using various troubleshooting events to model and eradicate possible problems. One such strategy is to have spare parts and equipment on standby if the ones in use spoil or otherwise fail to work. Doing so will ensure speedy responses in case of a problem, preventing significant issues and disruptions from occurring. Another backup plan is to have enough knowledge and skilled technicians on standby. In case issues happen, these individuals will speedily troubleshoot and rectify them. Lastly, it is essential to have a pre-recorded program for eventual transmission if all pieces of equipment fail. That way, participants who attend the virtual event will still have something to watch. They will not regret having canceled other plans to follow a failed online event.
References
Copans, V. (2020). The rise of virtual event venues. Event Manager Blog. Web.
Planning a virtual event: Top 12 challenges to handle. (2020). Eventify. Web.
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