Virtual Meetings and Events

Taking Meetings to a New Level

Quick to Adapt
Resources

In 2020, COVID-19 dramatically changed association events. Arden Solutions’ staff had to innovate and adopt a “We Can Do This” attitude seemingly overnight. Our client’s success was at stake. This change continues to evolve. We have invested our time to deepen our skill and sophistication in quality virtual meetings by attending many learning events and collaborating with peers to create the most interactive and well-produced conferences in the virtual environment. Now we turn our focus to determine how and when to safely resume in-person events while we also explore hybrid events.

Many companies have also adapted, but Arden Solutions offers a service that is not just a technology platform. We bring the experience of now more than 10 virtual conferences and we advise from experience. We bring an understanding of best practices in association events, technical expertise, and experienced staff who work with association members just the way your staff does. We “get” member services from a customer service perspective. Arden Solutions can consult, host one part of your event, or manage the whole thing. Our prices are also some of the best in the business.

It was said best by one of our attendees:

"I have actually grown to enjoy virtual conferences (have attended 7 or 8 already this past year). I do like in person, but the lower cost and efficiency makes up for it AND we have noticed that attendance has been significantly better at most virtual conferences or networking sessions. Yes, there will be in-person events in the future, but virtual, or hybrid conferences are here to stay."

We have the experience to help you successfully budget your virtual event. One mistake many groups make is to dismiss virtual events as less valuable and price the event below what is best for the association. Another common misconception is that a virtual event requires less time, less work, and requires fewer resources. Arden Solutions understands the tools needed and details to consider for a first-rate virtual conference. This includes video conference software, extra staff for manning multiple simultaneous chat rooms and troubleshooting, voting software, prepping and training scores of speakers and volunteer helpers to have their technology working without a glitch on time, orienting attendees, finding engaging networking options to delight attendees, p new ways to help vendors connect with their customers, communicating with attendees before, during and after the event, and recording, editing, and producing video.

 

Virtual is not less… just different. Let’s discuss your virtual conference needs.

WHAT ATTENDEES SAY

The virtual networking sessions were EXCELLENT! I loved the game the second night even thought I didn't win. :) I also thought the introductions and the first game were great as well. I thought the overall format, flow, and sessions worked well. Although not the same as an in-person experience, this was great.

I loved the great effort put into all of the virtual events and appreciate the
opportunity to have a little fun together too! Thank you for your amazing work. It
was very impressive, well-managed, and included lots of great events. Excellent job! Great pivot to virtual!

Great coordination by your staff team with breakout rooms. Good opportunity to see presentations with vendors. This was just my second meeting and I also felt like I was able to visually-meet more of the attendees in this format. 

What is Included

 Included in our virtual meeting package:

  • Hosting through Zoom can support up to ten concurrent rooms.

  • Concurrent breakout sessions

  • A host for each meeting room as well as one co-host to keep track of challenges and problems, and solve them.

  • A trouble number for leaders, speakers and participants for help by voice call or text.

  • Budgeting assistance to re-price your event effectively.

  • Developing FAQs your staff can use to answer common questions they are likely to receive.

  • Up to 8, one-hour training sessions for up to of four different constituent groups such as Board/Leaders, speakers, breakout session moderators/co-hosts, and participants.

  • Advice on accompanying software such as an Agenda App and what to put into that application for security.

  • Walk-in cycling slides recognizing sponsors, stating etiquette, and giving announcements.

Our Experience & Qualifications

This year, Arden Solutions has successfully converted five three-day conferences, as well as other two and one-day board meetings and events from in-person to virtual with great success.

Our current staff has over 75 years' experience planning and executing events. We have a Certified Meeting Planner (CMP) and Certified Meeting Manager (CMM) on staff. Our experienced staff are adept at winning our clients concessions that less experienced personnel would miss and have helped us create hotel and venue contract clauses that better protect our clients. Arden Solutions has an IATA number, which enables us to get a commission on events held at hotels.

Our services are based on your needs — from a few hours of remote advice to the complete design, organization, and facilitation of your meeting.