Corporate Virtual Event Organizer Services

What is a virtual town hall meeting?

A town hall meeting is a gathering where company leaders update all employees on performance, strategy and important changes, then open the floor to questions. In a virtual town hall, the leadership remarks and presentations are broadcast from a studio or meeting room, while employees watch and ask questions from wherever they are. The format suits companies with many branch offices, field staff or hybrid teams.

Corporate virtual events we handle

• Town hall meetings. Performance and strategy updates from the CEO and directors, with a moderated Q&A.
• Annual kick-offs and work meetings. Targets and work programmes presented to every division and region.
• Farewell, welcome and retirement events. Ceremonies for a change of management and appreciation for retiring employees.
• Awards nights and company anniversaries. Winners, speeches and entertainment broadcast to every employee.
• Virtual family gatherings. Events for employees and their families, with hosts, quizzes and live music.
• Internal webinars and training. Briefings on new policies, products or procedures.

Corporate virtual events we have produced

• Bank Syariah Mandiri management farewell and retirement appreciation (2020): a hybrid ceremony with speeches on a chroma-key virtual stage, remote participants in a named video grid, and ballroom guests watching the same broadcast.
• Bank Syariah Mandiri virtual family gathering (2020): a live broadcast with two hosts, speeches, a company presentation and a band playing in a green screen studio, all run from one control room.

More events are on our event organizer portfolio page.

What we prepare for town halls and corporate virtual events

• The concept, rundown, host script and a rehearsal with the speakers.
• A studio or your own meeting room as the broadcast location, with several cameras, lighting and audio.
• A virtual set or stage backdrop in your company identity, presentation slides, speaker name captions and other graphics.
• A broadcast to the platform your company uses, such as Zoom, Microsoft Teams, YouTube or a private link.
• A moderated Q&A and polls, including questions collected before the event.
• Participant registration and attendance lists, and a recording for employees who could not attend.

Sample virtual town hall rundown

A virtual town hall usually runs for 60 to 90 minutes. A sample 90-minute rundown:

1. Opening (5 minutes). An opening video, and the host welcomes participants in every location.
2. CEO remarks (15 minutes). Last period's results and the key message.
3. Directors' presentations (30 minutes). Performance, targets and programmes by division.
4. Q&A (25 minutes). Questions from the chat and questions sent in advance, read out by a moderator.
5. Employee recognition (10 minutes). Announcing outstanding teams or employees.
6. Closing (5 minutes). A summary, next steps and a virtual group photo.

Virtual, hybrid or in person?

This page covers a company's internal events. For online events open to the public, such as exhibitions, conferences and seminars, see our virtual event organizer services. When some employees are in one room and the rest join online, see hybrid events and live streaming. For in-person family gatherings or gala dinners, see our corporate event organizer service.

How much does a corporate virtual event cost?

PopOut's corporate virtual events start from Rp15,000,000 per event. The final cost depends on:

• The length of the event and the number of sessions.
• The number of cameras and broadcast locations, such as a studio plus several branch offices.
• Virtual sets, opening videos and graphics made for the event.
• Hybrid needs, meaning a room for participants attending in person.
• Extras such as interpreters, photo coverage or a highlight video.

Frequently asked questions

Can thousands of employees join a town hall meeting?

Yes. For large audiences the broadcast is usually sent through a streaming link and questions are collected through a form or the chat, while the speakers and moderator stay in the studio.

Does the event have to take place in PopOut's studio?

No. We can broadcast from your meeting room, auditorium or office in Jakarta with equipment we bring.

How much preparation time is needed?

For a town hall with a standard format, contact us two to three weeks before the event. Events with a virtual set or custom videos need more time.

Ready to plan a town hall or corporate virtual event? Send us the date, the number of participants and the platform you use through our contact page. Our other event services are on the event organizer services page.