Case Study: Elevating Virtual Events with Forge Financial Services
Introduction:
In an era where virtual events have become the new norm, Forge Financial Services, renowned for their dynamic live, in-person events, sought to expand their reach by delving into the virtual event space. Partnering with SociallyU, they aimed to deliver a seamless, engaging full-day live virtual event using Zoom. This case study showcases the innovative solutions, meticulous planning, and exceptional teamwork that made this event a resounding success.
Courtney, one of the key presenters from Forge Financial Services, shared her thoughts on the experience:
"Today was a great day. I felt a little nervous coming in, but the team just made us feel so comfortable and so prepared. Everything was taken care of. I could just show up and deliver the content that I was here to deliver and not have to worry about any of the logistical or technological details. That’s such a relief.
We chose SociallyU because they know how to do a live stream event. For anyone considering using SociallyU to produce your content, I just, I cannot recommend them enough. All the details along the way, from the snacks that they put in the room for us to the affirmations coming out of a session, made me feel special and cared for. This was such a great experience to be part of, not just the technical aspect of delivering it, but to have such a great experience in the day-to-day."
Client Experience:
Courtney and the team from Forge Financial Services expressed high satisfaction with the event's execution. Despite initial nerves, the presenters felt increasingly comfortable as the day progressed, thanks to the team's support and the clear, organized structure provided by ProPresenter.
Preparation and Tools:
To ensure the event ran smoothly, SociallyU utilized ProPresenter, a versatile tool essential for managing stage displays, timers, and lower thirds. This tool was pivotal in maintaining the event's structure and ensuring a professional presentation throughout the day.
Stage Display and Timers: ProPresenter allowed the team to display section timers, item timers, and upcoming events, providing clear, real-time updates to the presenters. This helped keep the event on schedule and ensured a smooth transition between segments.
Lower Thirds and Q&A Integration: The tool facilitated the display of lower thirds and real-time updates during Q&A sessions, enhancing audience engagement and interaction.
Execution:
On the day of the event, the team faced various dynamic challenges, which they navigated with exceptional coordination and communication. The event featured multiple speakers, interactive Q&A sessions, and live feedback loops.
Q&A Sessions: The innovative use of stage messages allowed for real-time display of questions on both the stage display and the live stream, making the sessions highly interactive. The team managed participant engagement by quickly bringing audience members on screen and displaying their questions in branded formats.
Team Coordination: With roles clearly defined, each team member contributed to the event's success. Isaac, the technical director, managed ProPresenter and addressed real-time issues. Cami, the production assistant, efficiently handled participant management and Q&A coordination. Morgan, the lead engineer, ensured seamless integration of all technical elements.
Challenges and Solutions:
Watch our detailed debrief episode to gain deeper insights into the behind-the-scenes action, challenges, and triumphs of this event. This candid discussion covers every aspect of the production process, highlighting what went well and what could be improved for future events.
Timer Syncing Issues: The team encountered a bug where the item timer on ProPresenter would not update in real-time. To address this, they manually adjusted timers and communicated changes to ensure accuracy during the event.
Renaming Presentations: ProPresenter's limitation in renaming presentations within the playlist view posed a challenge. The team worked around this by managing presentation names outside the playlist view, ensuring clear identification of segments.
Clear Camera Designation: Implementing visible indicators for active cameras helped presenters maintain eye contact and enhance audience engagement.
Enhanced Communication Tools: Exploring cloud-based pasteboard solutions or centralized documents for real-time updates streamlined coordination, especially in managing participant interactions and Q&A sessions.
Lessons Learned:
Importance of Pre-Event Walkthroughs: Ensuring all presenters are familiar with the setup and tools beforehand can significantly reduce anxiety and improve on-camera performance.
Backup Plans for Tech Issues: Always having a backup plan for potential technical glitches ensures the event can continue smoothly without interruptions.
Continuous Improvement: Regularly updating and refining tools and processes based on feedback and experiences from each event to enhance future performances.
Conclusion:
The virtual event with Forge Financial Services was a testament to SociallyU's capability to adapt and innovate in real-time. The team's meticulous preparation, combined with the effective use of ProPresenter, ensured a highly successful event. This case study underscores the importance of teamwork, flexibility, and the right tools in delivering exceptional virtual experiences.
