Virtual Events

What are virtual events?

Virtual events by Orcula provide a blend of content from your event made ready for the digital world.
Traditional face-to-face events are brilliant and we help run 100's of those every year, but sometimes face-to-face simply isn't an option for your event or you need both a face-to-face presence and a digital copy.

Meet the Orcula virtual meeting and events platform:

  • Fully integrated virtual/hybrid event environment
  • Built on the Orcula platform – with the latest web architecture and security
  • Switch physical events to Hybrid/Virtual in hours
  • Range of streaming options dependant on audience and size of event
  • Multitude of tools to engage, educate and stimulate your attendees

One digital hub

Envisage a single online space just for your event. Simple registration and communication with your delegates, a large mix of content to watch and interact with, opportunities for delegates to share their voice and get involved.





Seamless integration

Orcula virtual events are seamlessly integrated into our registration platform, providing a smooth and seamless experience for delegates.




Crisp production

With the most advanced equipment and production teams available to us, we can provide the very best production values.
We’re experts at motivating people to get involved and stay connected. Creating a community that shares content long after the event.




Advanced technology

Using the very latest cloud-based technology and streaming services we’re able to provide stable and extremely reliable virtual events, scalable to 1000’s of delegates.






Our team

With over 30 years’ experience in the event industry and a vast technical team we’ve supported some of the largest events in the UK.








Features

The Orcula virtual portal is your central hub for all virtual participants to access sessions, networking functions, exhibitions, one-to-one meetings, ePoster sessions and so much more!

One Portal for All Virtual User Types

No matter if it's an exhibitor, presenter, support team or virtual attendee, Orcula automatically knows who is logging in and displays the appropriate content specific to the type of virtual attendee accessing the platform.

Works with Many Streaming or Video Services

Based on your virtual requirements, we can work with different streaming or video services, including Zoom, GoToWebinar, YouTube, Vimeo or Twilio.

Powerful Reporting and Analytics

As the event producer, you are able to access detailed reports and analytics on the performance and participation in your virtual event.

Virtual Session Options

We are able to program plenary sessions, concurrent sessions and interview style live-stream sessions.

Virtual ePoster Sessions

Virtual ePoster sessions are an exciting way to bring a traditional Poster Session to the virtual world. Any number of presenters can be standing by their virtual poster presentations and engage in video conversations with attendees in an open and flexible format!

Virtual Function Options

Your virtual attendees can participate in networking functions, being placed in groups of 2-4 for set periods of time where they can engage in video chats and even exchange contact details! Group conversations are also a powerful tool where we can assign attendees to specific groups for interactive conversations on a specific topic or theme.

Virtual Exhibitions

Just like a traditional exhibition, attendees can visit the virtual exhibition hall and engage with exhibitors. Attendees can view exhibitor information, download brochures, and when the exhibition is open, engage in instant meetings with exhibitors. Your exhibitors will love how they can use lead retrieval to capture attendee details and ask specific profile questions for further engagement once the virtual event has concluded.

One-to-One Meetings

Using the powerful Meeting Matching option in Orcula we can allow virtual attendees and exhibitors to choose who they'd like to meet with, and then view their meeting schedules in advance of the virtual event. When your virtual event is live, attendees and exhibitors can view their scheduled meetings directly in their personalised timelines and engage in video meetings.

Live Support

This useful tool lets us set up a live support or conference information desk, where our team is standing by to answer technical and event questions in real time with your virtual attendees.

Meeting Hub

This real-time option lets your virtual attendees engage in real-time connections with other attendees. Users of Meeting Hub can search for attendees, request meetings, and when accepted engage in a video conversation, just like a physical event!

A Suite of Powerful Tools to Enhance Your Attendee's Experience

All attendees to your virtual event can access a suite of useful tools, such as Live Q&A, event notes, contact exchange and much more.


Hybrid events

What Exactly is a Hybrid event?

We all know what a physical event looks like. When you program a physical event with a side-by-side virtual event, both running from the same Orcula event, this would be called a hybrid event. Orcula makes it easy to leverage your existing physical event infrastructure and produce virtual events side-by-side with your physical events (or produce it as a 100 percent physical event or 100 percent virtual event - your choice!).





Event flow

Click on each step to find out more





Virtual event pricing

No two events are the same, and that's true of Virtual and Hybrid events too. With that in mind, we don't have a set pricing structure.
Instead, we base our prices on the features you need and the number of delegates, exhibitors and so on that you have at your virtual/hybrid event.
We're more than happy to run a quote for any number of events or scenarios completely free of charge anytime; you can contact us here for that.

With all that said, we understand you may need some indicative costings, so we've put together some example events below and attached some costs to those to give you an understanding of what some typical events might cost.








5 Virtual event examples & indicative costs


Example event 1 - A small team meeting

The event details

50 staff attending a live or recorded broadcast with 1-2 speakers for up to 2 hours

How it works

The Orcula team will create your event space hub for your 50 staff to visit on your event day.
In the background the Orcula team are working with the 1-2 speakers from their remote locations, making sure their cameras, microphones and other technical setup is correct. The Orcula team then advise on how the event day will work and how the speakers need to present their content to the hub.
On the event day, the speakers will connect to the hub using their cameras and microphones to present to the 50 staff.

Indicative Cost

£500.00


Example event 2 - A small broadcast / conference

The event details

100 delegates attending a live or recorded broadcast with 2-3 speakers for up to 2 hours

How it works

The Orcula team will create your event space hub for your 100 delegates to visit on your event day.
In the background the Orcula team are working with the 2-3 speakers from their remote locations, making sure their cameras, microphones and other technical setup is correct.
On the event day, the Orcula team manage the 2-3 speakers by connecting them directly to one of our event producers who then brings in the speakers feeds and produces a clean output ready for the hub.

Indicative Cost

£1,200.00


Example event 3 - A full virtual conference style event

The event details

400 delegates attending a staff briefing with 10 speakers, including registration and interactive tools.

How it works

The Orcula team works with the event planner to create a virtual hub for the 400 delegates, we start by designing the hub to the event requirements and start building up the features for registration. We send out communication to the 400 delegates about the event and how to register.
We set a date to close the registration and begin further communication with the delegates about the agenda, and how they will access the hub come the event day.

In the background the Orcula team are working with the 10 speakers from their remote locations, advising them on how to prepare their content, ready their cameras, microphones and other technical setup.
On the event day, the Orcula team manage the 10 speakers by connecting them directly to one of our event producers who then brings in the speakers feeds and produces a clean output ready for the hub.

Indicative Cost

£7,000.00


Example event 4 - A hybrid conference style event

The event details

500 on-site delegates arriving at a venue in London, with 6 main presenters, with stage, food, breaks, and table activity in the afternoon. Including on-site badging and automated registration.
A further 300 delegates need to join virtually, along with 2 speakers who will also be at home or at the office rather than the physical venue, including registration and interactive tools.

How it works

The Orcula teams work with the event planner to create both the on-site physical setup and the virtual setup. Creating a virtual hub for the 300 virtual delegates to login to.
The registration process is customised to include options on which registration type the delegate will need (I.E physical or virtual).
We set a date to close the registration and begin further communication with the delegate groups, sending out different communication based on their registration type.

In the background the Orcula team are working with the 2 speakers from their remote locations, advising them on how to prepare their content, ready their cameras, microphones and other technical setup.
On the event day, the Orcula team manage the 2 speakers by connecting them directly to one of our event producers who then brings in the speakers feeds and produces a clean output ready for the hub and feeds out to the physical event.
The Orcula team manages the content being fed to both the virtual hub and the on-site AV equipment to ensure that wherever the content is coming from (Externally or locally), the same content is displayed in both locations at the same time.
Orcula also provides seamless tools to integrate virtual delegates such as Q&A and video links.

Indicative Cost

£15,000.00


Example event 5 - A full virtual exhibition style event

The event details

Exhibition event, attracting 5,000 delegates, 200 exhibitors and 4 theatres with a varying number of speakers, including registration and interactive tools.

How it works

The Orcula team works with the event planner to create a virtual hub and exhibition area for the 5000 delegates, we start by designing the hub to the event requirements and start building up the features for registration. We send out communication to the 5000 delegates about the event and how to register.
We set a date to close the registration and begin further communication with the delegates about the agenda, and how they will access the hub come the event day.

In the background the Orcula teams are working with the exhibitors to pull in their content and prepare them for their virtual exhibition, including advise on how to communicate and get the most out of the event.
The Orcula team also work on an individual basis per theatre and with all the individual speakers to ensure the output is polished and professional.

Indicative Cost

£40,000.00




FAQ's


Please visit our pricing section here
Yes, we can use multiple feeds or locations and can adapt the virtual event site to suit any needs.
We're able to provide all equipment if necessary. However, we do understand certain remote workers might have their own equipment or it might not be possible to add our equipment on-site, in these instances we're able to work with standard equipment (Laptop, webcam, microphone) and import your stream to us, to then include in your virtual event.
Yes, we're able to support any amount of speakers or locations.
Our team will work with you to take your traditional event materials and adapt them for a digital environment.
This entirely depends on your content and audience. We've ran virtual events lasting days or just a few hours.
We use the very latest cloud based solutions and we're able to accommodate 1000's of delegates.
Our virtual events can be provided by secure portals which we can limit via password access or registration access if required.
We don't have any limits, we can run virtual events for a small team of 5, right up to a large conference of 50,000+ delegates
We have many tools available to help keep delegates engaged, such as voting, Q&A and gamification.
We have a series of tools such as forums, contact exchange, apps and other tools to allow virtual networking between delegates
The virtual event space can be customised for your event, we can host videos, presentations, downloads, static content and more.
Of course, we have many tools that can be worked into your virtual event space to make your event interactive.
We have tools so that delegates can ask questions via messaging, voice or SMS. We are able to open questions to everyone, keep questions private, moderate them and more.
Yes, we can have separate areas of the virtual event space, or even different spaces for different delegates if required.
We recommend keeping a host to make sure your event stays on track and your delegates are informed of any updated.
No, we can run all video feeds and content from multiple locations if required. - We are also able to run from a given venue if required.
Yes, we can take elements of your event and distribute those digitally, or allow delegates to interact digitally as if they were present at the physical event.
Yes, we're able to record all video streams and even keep content live after your event has finished.



What's next?


Alongside our packages, we’re able to offer on-site support technicians to venues, homes or offices, audio visual equipment, venue/room location finding and event management.

Visit our demo of a live stream and Q&A portal here

If you would like to discuss your upcoming events with us, please use the form below, or contact us directly via phone or email: