Virtual events are here to stay
Don’t cancel your event – move your meeting online! Vario makes the transition to virtual meetings seamless.
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Since the current epidemic began changing the way people meet, several virtual meeting platforms have suddenly sprung up. It can be challenging to know which platform will be the best fit for your event. To learn more about what you’ll need to go virtual, how to keep sponsors and exhibitors participating, and the benefits of going virtual over postponing, visit our Livestream FAQs.
Increase Attendance. Continue to Build Brand Awareness. Boost your ROI.
Transform what you see, experience, and feel at your next event. Groundbreaking connections are here. Vario has become one of the most reputable thought leaders and activists in the meetings and event technology environment. We will create the picture-perfect function via the use of cutting-edge technology and engaging interactive experiences.
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“The Vario team truly exceeded our expectations! When we approached Vario with only 10 weeks to transition our 4 day in-person event to a virtual one, their stellar team quickly assessed our situation, provided guidance on the best technology for us, and jumped into execution mode. They covered every detail possible, and excelled in every way. Our event was wildly successful because of their work and we did not have to worry about a thing---the peace of mind their expertise provided was worth everything. I must also say that in addition to their capability, they are the most amiable group of folks I’ve had the pleasure to work with. The team was patient, knowledgeable, and always positive. We will absolutely be return customers. Thank you Vario!”Jennifer HutchesonProducts & Operations HR, Dell
Virtual Platform Benefits
Customizable Platform for You,
Full-Featured Experience for Your Attendees.
Searchable attendee directories and interactive user profiles make it easy to learn, meet and communicate with other attendees, speakers and partners. Looking to connect with others in your industry? They’re right here.
Category-specific groups & “rooms” for like-minded attendees to connect, discuss and brainstorm. Social media styled feeds, walls and discussions to keep your attendees engaged before, during and after the event.
Exposure & ROI
For Sponsors and Exhibitors with custom landing pages where attendees can learn, meet and connect. Hosting a private Zoom meeting with an exhibitor? No problem.
Live-streamed (or pre-recorded) webinars, presentations and panel discussions with corresponding live chat discussion, polls and Q&As. Running multiple sessions at once? We have it covered.
From schedule setup to designing your custom user groups to assisting with custom pages/content, we partner with you to deliver your perfect event. Need to promote the big annual award? Or set up an e-commerce platform to sell swag? Your custom site can have it!
Host virtual “Zoom Room Happy Hours”, present awards at the live-streamed ceremony during lunch and/or host contests and games through customizable Gamification. Just because it’s online doesn’t mean it has to be boring!
Virtual Platform Features
Features That Parallel In-Person Events, Plus Some
- Fully customizable event conference website, use your own domain such as event.yourdomain.com
- Custom registration & payment options. Or…
- Integrate with Cvent, Aventri, Whova and dozens of other event registration platforms*
- Live stream and/or pre-record all virtual conference sessions
- Supports multiple simultaneous Live Streams
- Use almost any video conferencing software (WebEx, Zoom, Teams, etc.)
- Real-time schedule updates with “My Sessions” features for individual virtual attendees/users
- Q&A, Polling, and Live Chat feature-sets during sessions
- Breakout rooms with whiteboard, annotations, and other collaboration tools
- Supports 10,000+ users with costing not based upon number of attendees
- Complete Virtual Exhibit Hall experience with direct sales and re-marketing capabilities
- Include Social Media tags to increase attendee engagement
- Continuing Medical Education (CME) and Continuing Education Units (CEUs)
- Member Directory with customizable user profiles
- One to One Networking functionality
- Build an online video repository for post-event On-Demand monetization
- Analytics and Metrics detailing user behavior and session attendance
- Real-time captioning driven by AI or human resources
- Fully secure, GDPR compliant
- 24/7 US based tech support
- You own the content!
Virtual Platform Features
Frequently Asked Questions
- Attendee Management
- Meetings / Sessions
- Platform / Website
- Production / Video
- Registration & Marketing
- Sponsor / Exhibitor Networking
- Virtual Meeting Format
- Virtual Platform
How many years of experience will the team that will be assisting us with our meeting have both with your product and in the virtual meetings business?
Vario utilizes employee technicians who have been with the company anywhere from 2-10 years, and in most instances, in the events industry for 10+ years. Because they are trained by Vario, they know our brand and our products intimately well. Our staff has been providing Live Streaming for many years, with fully virtual events only becoming popular (and now a necessity) over the past two years.
Where is your customer support located, and are they available 24/7?
All of our technicians are located in the US, and we can support all time zones.
What Platform does your system run on?
The platform is built in WordPress and represented as a sub-domain of the existing client website (yourevent.yourwebsite.com) or hosted as a sub-domain on ours (yourevent.varioproductions.com, for example).
From a security perspective, what features does your platform have to prevent sessions from being taken over, hijacked?
Security and privacy are of the utmost concern when hosting a virtual meeting. The security of the platform is dependent upon the hosting provider, and in our suggested case, the hosting provider would be through the client since we would host the conference at meeting.yoursite.com (or similar). The entire site will be built with an SSL Certificate included. The same precautions would be taken if the site were hosted by Vario. As for security of the Livestream and video content.
Vario adheres to the GDPR guidelines. All reporting, including session time per user, click-trail, etc. will be owned by the client. We never sell user data and would only share data if there were specific reasons for it, and by first obtaining written consent from the client.
We are considering having sponsorship opportunities during the meeting. Initially we were going to have organizations sponsor the breaks but what other sponsorship opportunities do you recommend?
The traditional Sponsoring of Breaks is generally lost in a virtual environment, so other ways for event organizers to add value to sponsors include:
- Sponsor pages that display logos of each of the sponsors and their level of support
- Banner ads presented in different areas on the site
- Logos, splash video, or “commercials” run before/after a session begins/ends
We are also thinking about doing a Virtual Networking Reception one of the evenings during the program. How can your product help with this and what would it look like?
This is facilitated much in the same way as the “open office hours” suggestion for the Sponsor/Exhibitor. Because of the flexibility of our platform we can place a link to an existing Skype/Zoom/WebEx meeting that anyone can join, and if desired, Livestream that happy hour in the same way we do the general session and breakouts.
If the Sponsor/Exhibitor wanted to do a presentation at lunch time instead of one on one appointments would your system allow for that?
Absolutely, it would be treated like a breakout room but can be hosted on any page within the site, directly in the rolling agenda, etc.
We would like the opportunity for our Sponsors/Exhibitors to setup one on one appointments during the lunch time period with attendees of the meeting. How can your product assist with this need and what resources would you need from us to make this happen.
We recommend a Virtual Sponsor/Exhibitor page where representatives from these companies can share their appointment calendar live on the site and accept one on one phone calls, Skype/Zoom/WebEx video calls, demos, etc. We would work with these companies to develop an availability calendar that they can update regularly, or embed from their own applications (Google Calendar, Calendly, Outlook, etc.) Depending upon the application we integrate, there can either be a two-way handshake in which the company must accept the invite before it confirms, or a simple click-and-schedule solution for the attendee. Another variation is a representative from the company can have an “open office hours” scenario in which they host a Skype/Zoom/WebEx during a certain window of time that anyone can attend, and we place a link to that meeting on the site.
What level of support on the day of the event do you offer for both speakers and attendees?
As long as the budget supports it, we recommend one of our staff be available in every session, and a secondary staff person prep each presenter as they are about to go live by setting up a point-to-point test in advance. If there are adequate breaks this can often be handled by the same person. In addition to room facilitators who are there to support speakers, we always staff a tech support person who is available for attendees who are having difficulties or any questions that pertain to the platform in general. Tech support is also available via chat support module that can be segmented by type of support requested (technical support, content questions, administrative questions, etc.)
What level of support do you provide leading up to the event?
Based upon the specifics of your program, we allocate staffing to your event in the various phases, and our “white glove” service ensures a seamless production.
What sort of training do you offer to speakers and moderators? Is there a minimum amount of bandwidth a speaker or moderator needs to have from where they are presenting in order to make sure there are no issues with their presentation?
Too often our competitors offer Virtual Event Solutions that do not focus enough time and staff to the Testing and Training phase. Many hiccups and issues that happen on event day in the virtual environment can be remedied in advance with one or two training sessions with speakers and moderators held in advance of the meeting. We always include these key testing and training hours in our proposals, just as we would if a presenter would be live at an in-person event. You have read in our proposal that we suggest specific hardware the at-home presenters should utilize and can even provide a Livestream-in-a-Box solution which includes everything one needs to set up a home environment ready for broadcast. We suggest a minimum of 10Mbps of download speed, as well as 10Mbps of upload speed for a standard video connection, higher for HD and/or highly graphical presentations. Wherever possible, Vario should present the slides on behalf of the speaker or moderator, just as we would in a General Session. We understand this is probably not feasible for Breakouts, but we always recommend that we have a backup copy of the presentation ready to be inserted should the presenter’s connection become grainy or lost altogether.
Since we are running multiple breakout sessions can attendees move easily between the different sessions being offered at each time?
The breakout sessions can be presented on different tabs within the User Interface (UI), on cascading pages, or all on the same page with links to their live feeds. Clicking between breakouts would be completely seamless, and should the user choose, they could be allowed to stream multiple breakouts at the same time (discouraged if user tracking for the purpose of Continuing Education Units (CEUs), Continuing Medical Education (CME) or Education Credits (EC) is enabled for the site). Final design and functionality of this portion would be determined during the development phase.
Our event is typically a one-day, eight-hour meeting, because of the move to virtual, would you recommend a two-day conference with shorter run times?
Keeping a virtual audience engaged for eight full hours on one day can be a challenge. We’d recommend splitting into two days if schedules permit.
Can we have all presentations live but if a speaker wanted to record their presentation and then be available for questions afterwards is that possible?
We highly recommend pre-recording all sessions that can be recorded, if at least to serve as a backup should the host’s connection go down, or he/she is otherwise not available to present during their scheduled session. All Q&A, Chat, and Polling would be live, so the presenter and/or their facilitator can attend to these areas live, even during a pre-recorded session. We can also insert natural pauses in the recording where the presenter can cut in with a live shot to address any Q&A which has been cued up, and as long as they are wearing the same clothes and in the same environment from when they pre-recorded, no one will be the wiser!
How will your product handle session Q&A and what support will our team need to supply for each session i.e. will we need to have session moderators for each session?
Our platform incorporates Q&A and Polling inherently in the software, and they can be embedded anywhere on the site. For clients with existing software that handles these features (Slido, etc.), we can also integrate their APIs into the site. We would suggest the client select a moderator for each session as this person would most likely have a much better understanding of the source content and could facilitate a more meaningful Q&A with the presenter. However, Vario can provide moderators should the client prefer or be without the staff to facilitate.
Who owns the rights to the recording? We require that we maintain ownership rights to all information presented during the virtual meeting.
The end client will always maintain full ownership rights to the session recordings.
Can your system record all presentations? If so in what format would we receive the recorded sessions in after the meeting? How soon after our event is over will we get the recordings so we can post them to our website?
All sessions are recorded in the cloud, and hosted on the Vimeo website. Files are recorded as an .MP4 and can be encoded within a few hours of a session ending. For multi-day events we recommend making recorded content available in an On Demand module/section of the website which can be available within 24 hours (or less) of the end of each session.
How does your system allow us to manage who is attending certain sessions? We will have certain sessions that are only open to one type of registration, how do we make sure this happens?
All users will be required to login to view content. Site-wide credentialing will be in place to allow authenticated users access to only the content they have paid to consume.
We have a policy that we do not allow press or external recording of our sessions, what features are in place that can help manage this?
Unless the user records their entire screen during a session, something we can not stop them from doing, there will be no access to recorded content without permission from the end client.
Can your system help market our virtual meeting?
Our development team will create the platform to be “crawlable” for search engines and mobile-friendly, however, inherently we do not market your event. If you wish to contact us to set up an event marketing plan that can certainly be arranged.
Can your platform integrate with Single Sign-on (SSO)?
Yes, we can custom develop SSO into the platform assuming the “server” conforms to certain specifications and security standards.
Does your platform link with other registration systems?
We can also integrate your existing registration data (Cvent, Eventri, Marketo, etc.) into the platform to send login credentials to attendees based upon the attendance level they have subscribed to. This happens via import/export of CSV. Optionally, we can develop a custom APIs to automate the process.
What assistance does your product offer with the registration of attendees and is it able to handle financial transactions should we want to charge a registration fee?
We have a complete in-house registration module to build a custom registration form to fit your event. Optionally, we can process payments as well (via Stripe Credit Card processing, using an account set up in your name)
What is the capacity of your product i.e. how many people could attend the virtual meeting? How many people could attend an individual session?
We can support 10,000+ simultaneous viewers/attendees to the main session as well as individual breakouts.
What is the performance availability of your platform during the virtual meeting?
Our servers can support thousands of simultaneous users, we have no concern about the performance availability during the conference. We have the ability to host the site on a separate server specifically to offer a more robust load capacity, based upon total users accessing the meeting.