Virtual Event Organizer Services

What is a virtual event?

A virtual event is an event held digitally, such as an exhibition, congress, conference, seminar, training session or consultation. The format took off during the pandemic and is still widely used, because participants can join from any city, venue and travel costs are far lower, and every session can be recorded for replay.

Online events we organise

• Webinars and online seminars. One or more speakers, a moderator, Q&A and participant certificates.
• Virtual conferences and congresses. Parallel sessions, breakout rooms and an agenda for participants.
• Virtual exhibitions and product launches. Product presentations, videos and demos broadcast to buyers and the media.
• Training and briefings. Online classes for employees, partners or association members.
• Online graduations and ceremonies. Name readings, speeches and awards watched by families at home.

What a virtual event planner does before, during and after

• Before the event. Concept, rundown, platform choice, registration page, promotional material and a rehearsal with the speakers.
• During the event. Host and moderator, broadcast operator, slide and video switching, speaker name graphics, Q&A, polls and technical help for participants who cannot get in.
• After the event. Recordings, attendance data, poll results and a highlight video.

Virtual events we have organised

In 2020, PopOut was the event organizer for two Bank Syariah Mandiri virtual events: the board farewell and retirement ceremony, a hybrid ceremony on a virtual stage, and a virtual family gathering broadcast live from a green screen studio with hosts and a band. For internal events such as town halls and annual planning meetings, see our corporate virtual event services.

Platforms and formats

We work with the platform you use: Zoom Meeting or Zoom Webinar, Microsoft Teams, YouTube Live or a private streaming link. When some participants are in one room and the rest are online, the event becomes a hybrid event; if you only need the broadcast, see our live streaming services.

How much does a virtual event organizer cost?

Virtual event organizing at PopOut starts from Rp10,000,000 per event. The final cost depends on:

• The length of the event and the number of sessions and speakers.
• The number of participants and the platform licences needed.
• Broadcasting from a studio, from your office or from several locations.
• Custom graphics, an opening video or a virtual set.
• Extras such as interpreters, e-certificates or a highlight video.

Frequently asked questions

How many participants can join?

It depends on the platform and its licence. For large audiences, the event is usually broadcast through a streaming link, while speakers and the moderator join in a separate room.

What if a speaker's connection drops?

Prepare a recording of the material and a backup connection for the main speakers, and make sure the host is ready to fill the gap. This is covered in the rehearsal before the event goes live.

How much lead time is needed?

One to two weeks for a simple webinar. Conferences with many sessions or virtual exhibitions need longer.

Ready to hold an online event? Send the date, participant numbers and platform through our contact page. Our other event services are on the event organizer services page.