NEW MA Virtual Meeting Experience

Why MeetingAdvice?

WHO ARE WE

MeetingAdvice is your full-service global meetings and events management
partner. From international incentive destinations to strategic business
meetings and product training, we bring our global knowledge and network
of vendors, web-based solutions and registration tools to your company,
ensuring you receive the benefit of our collaborations, buying power and 30
years of industry expertise. Most importantly, our team serves as an
extension of your team , building a strategic partnership. MeetingAdvice will
work to understand each client's mission and structure to seamlessly
support throughout the planning process.

FROM START TO FINISH
YOU ARE IN GOOD HANDS!

Whether you’re looking to enhance your in person event with a virtual
element or host an entire virtual conference, MeetingAdvice is here to
support all of your event marketing, technology, and management needs.
Let us help you get the most out of your online events.

OUR SERVICES Graphic Design & Custom Branding
Resource Center w/ Unlimited Content
One Point of Contact Custom Virtual Booths
Strategic Planning Production Management
Simulate a Live Conference On Demand Content
Engage Participants in Real-time Measure Engagement, Turnout & ROI
Virtual Platform Implementation Detailed Reporting
Registration Management Reduce Carbon Footprint
Speaker Management
100% Mobile Compatibility

BRINGING VIRTUAL TO LIFE

Great experiences need a flawless execution with perfect technical
coordination. We are here to not only help you deliver your
message, but also engage your audience on an authentic virtual
stage. We will transform your event experience through products,
people and relationships with our partners. Ensuring you have a
captivating and interactive event with multiple layers, including at-
home gifting, activations and exciting live entertainment.

TYPES OF VIRTUAL PROGRAMS

SMALL MEETINGS
Focus on content sharing and in-room engagement

EXTERNAL HYBRID EVENTS
Virtual alternative offered within an in-person event

WEBINARS
1-3 hour single ‘session’ presentation

VIRTUAL CONFERENCES
User conferences, industry conferences

INTERNAL HYBRID EVENTS
Town halls, sales kickoffs, companywide kickoff, trainings, stakeholder
meetings, department

Think Virtual!

VIRTUAL EVENT PLATFORM

A crucial component of your virtual event is the platform. Part of that
platform is registration and networking tools that can integrate into the
virtual event.

LIVE STREAM AND VIDEO

Virtual events offer a plethora of possibilities, there are things to be considered
that are not always necessary when implementing an in-person event.
Content Format and Quality Types of Internet both presenters and attendees
are utilizing. Multiple Rooms/Streams going simultaneously

PRODUCTION AND STRATEGY

When planning a virtual event at the onset Production and Strategy are of
the utmost importance. Distinct skills are needed for content and
presenters to keep the attendees engaged.
Content Sourcing | Speaker Coaching | Pre and Post Content Strategy

MARKETING AND ENGAGEMENT

Engagement is KEY, creating hype and excitement generate demand.
Networking | Q&A Sessions | Polling | Entertainment

Virtual 1 2
Conference
Timeline Confirm Virtual Platform Identify Program Agenda

3 4 5

Structure production Build Virtual Create communication plan
and provide speaker Platform Framework for all parties involved speakers,
training/coaching. session hosts, sponsors,
7 exhibitors, and attendees.
6
Execution
Production

Consider This...

NEW REALM OF POSSIBLITIES

Virtual events offer an entire new world of possibilities.
Imagine your 'perfect' virtual event without any constraints and
start from here. What does the environment include? What are
'must have' elements?

KNOW YOUR ATTENDEES

Who are your attendees?
What do they do?
What do they value most from your programs?
Where will they be virtually attending?
Why should they attend?

GOALS

How will you measure success?
What is the most profeitable
part of your in-person meeting?
Where areas provide the most ROI?

AGENDA

Determine your ideal agenda and how sessions will be
presented.

Live| OnDemand | Semi-Live

ENGAGEMENT EXHIBITOR EXPERIENCE

How will attendees engage and network? What do your exhibitors value?
What entertainment will be involved? How do they need to interactive?
Attendee take-a-ways How do they measure success?

VIRTUAL FUTURE SPONSOR SUCCESS

How long will your platform live? How many sponsors do you expect?
Are you duplicating? What is your sponsor structure?
Continued use as a hybrid virtual tool? What do you need to deliver

PHASE ONE
SET THE STAGE

What do you want to accomplish?

PURPOSE

Is the purpose of the meeting educational,
training, incentive based? What message are
you trying to relay?

AUDIENCE

Is the purpose of the meeting educational,
training, incentive based? What message
are you trying to relay?

STRATEGY

How will you engage your audience? Why
should they attend? Keep them captivated?
Surveys and polling, what have they loved
about past events? Create an attention
grabbing invitation and event page.

PHASE TWO
CHOOSE YOUR FORMAT

What will hold your attendees attention? Keep them engaged?

GENERAL SESSION

Have an exciting and dynamic key note speaker. Short and
to the point.

PANEL DISCUSSIONS

Get Attendees involved. Interactive experience with
experts on a panel. Live polling, chat features, interactive
Q&A.

BREAKOUTS

Breakout Sessions are a great way to divide attendees
into small groups to drive engagement and create a more
content-specific element. Encourage productivity

PHASE THREE
CREATE THE EXPERIENCE

How will you enrich the experience to keep your audience engaged?

TEAMBUILDING

Bring them all together. Build relationships through Team
Building. A simple activity is a great way to break the ice and
learn more about one another. Host a fun happy hour, game
show or scavenger hunt to boost engagement and build
strong teams!

ENTERTAINMENT

Enhance the attendee experience with a musical performance
or comedy act. Make it a surprise and build it up throughout
the day to get everyone excited about the closing. If you have
a sponsor, this would be a great way to monetize the event.

FOOD & BEVERAGE

Keep them engaged with Food & beverage! Support your local
restaurant or caterer by having them deliver a boxed lunch.
Attendees all over the globe? Mail gift cards or send a DIY Kit!
(Margarita, Taco, BBQ, Pizza)

PHASE FOUR
MAKE IT MEMORABLE

What will your attendees come away with?

GIFTING EXPERIENCE

Create attendee anticipation by sending a gift box of branded
business swag that’s relevant to the meeting. Customized
coffee, drinkware, conference schedule, instructions for
session sign-ups, and any other special activities are great
possibilities. Plan a gifting experience where the attendee can
choose. Invite them to choose their own gift through an
invitation-only site. You can customize the offerings to fit your
budget.

LEARN SOMETHING NEW

Make it a teachable moment! Host a virtual cooking class with
a chef or a meditation session with an instructor. No better
time to learn something new.



Our Partners

INTRADO $$$$ | 3D FLAT VISUALS | 6-8 WEEK BUILD OUT

The Essentials experience delivers a series of live, simulive, or on demand presentations organized by tracks or
categories. Our immersive Expert experience package, emulates a physical conference with event spaces,
sponsorship opportunities, programmed sessions and engagement tools.

VFAIRS $$$ | ANIMATED VISUALS | 8-10 WEEK BUILD OUT

vFairs is a virtual event platform that enables organizations to conduct online events, career/job fairs, trade
shows, expos and meet-ups. The platform offers an intuitive virtual experience to exhibitors and visitors alike,
along with other highlights like interactive features (audio/video chat), excellent scalability and several
customization options.

SWAPCARD $$ | NO ANIMATION| 4-5 WEEK BUILD OUT

Swapcard is an event engagement platform, powered by artificial intelligence and run by people.It lets
organizers and planners leverage digital to deliver what matters: personal interactions, human experiences, and
revenue growth. Servicing more than a thousand events and some of the world’s most innovative organizations
like Oracle, the OECD, VivaTech, and TedX. Swapcard is committed to delivering the right mix of tech-savvy and
human touch.

HUBB $$ | 3D FLAT VISUALS | 4-6 WEEK BUILD OUT

Hubb is a software platform that helps conference and meeting planners manage and market content for their
events. Conceived by veteran event professionals, Hubb automates the processes surrounding event content
management, freeing time for managers to focus on strategic planning and more efficient execution. Hubb
connects to other layers of event technology to streamline speaker and session management and ensure a
consistent participant experience, from registration to session feedback.



Event Registration

MeetingAdvice can help you collect attendee data quickly and efficiently with a customized event registration. We will
create a modern, on-brand, mobile friendly event website to deliver an easy to use registration experience for your
attendees. Our registration platform supports customized email distribution and real-time reporting to track registration
data.

Full event registration website features include:
Custom website pages, including Welcome Page, Agenda, FAQ, etc. with information for your event with your
company branding, colors, custom registration questions, ect.
Custom graphic uploads, including banners, icons, splash screens, etc.
Multiple registration types and paths.
Custom event emails (invitations, registration confirmation, know before you attend, etc.
Fees and payment collection, including refund policies, early bird discounts, other discounts codes, invoicing, and
summary of fees report.
Registration management, including customer service, on-demand reporting, database management.
Post event survey options.