EngageVE – Virtual and Hybrid Event Management System

EngageVE – Virtual and Hybrid Event Management System

www.engageve.com

Business Challenges

EngageVE was in search of ways to replace live events during the Covid-19 Pandemic. The challenge was to attract users and keep them engaged. The biggest challenge was to find an online alternative to live in-person events, running these events dynamically and also promoting the services to the user in an extensive yet attractive manner while staying on the top of all business challenges.

EngageVE needed a platform that could serve as a virtual networking and connection tool for both organizers to present their content and also encourage attendees to interact with the brand in as many ways as possible.

In addition, the goal was to set up a leading platform for virtual events where a variety of data points can be collected and then visualized to allow for analysis, during and after events.

Solution

Plego designed and developed a management portal to make the entire Virtual event management experience more efficient than ever, containing dynamic 3D models with the finest data analytics support application. This management system is well designed to provide the user with all the features essential to create, control, broadcast and take part in an event. Its user-friendly and attractive structure gives access to a vast range of customization preferences and sufficient tools to let organizers create a successful event for their brand.

The first page that displays on the application is the login page. Registered Admins can login as well as register the attendees (users) in order to provide them the credentials to log onto the virtual event.

Registered user can then access the following primary components of the system:

Dashboard

EngageVE Demo provides independent features on two separate dashboards, for Admins (event Organizers) and Attendees (events guests) respectively.

A registered attendee is presented with a dynamic dashboard containing 3D models of the live event, alongside some quick exploring options on menu buttons.



These buttons direct onto the following models:

• QuickNav – Quick Navigation menu that displays the overall main sections of the event. Clicking on each, exhibits relevant activities in the separate page (particular section) from the live event.

• Floor plan – A Floor Plan that works the same as the QuickNav except that it displays a map of the event’s 3D Virtual Layout.

• Agenda – An Agenda menu item that displays a detailed schedule of event activities.

• Profile –A profile item where the user is able to view the business information of fellow attendees and can reach out to them as well.
• Support Chat – Live chat support from the Organizer’s end to assist attendees.
• Networking Chat – A chat room where users can chat with online fellow attendees and network with them.

Dashboard for Admin

For Admins, the features on the dashboard are arranged in an optimized manner. From setting schedule to the activity lineup, an Admin can access and navigate through every individual’s experience unlike non virtual events. This system empowers the admin with full control over their Event execution.

The dashboard for Admin is divided into following of the nine different interfaces:

Agenda

Features: Admins can add a new agenda, edit it, delete it or even search it by date.

While the attendee can navigate through schedules of different agendas, an Admin can create, edit and delete all those agenda items as per the decided schedule. An agenda elaborates the date, time, location, and other necessary details of a certain event’s activity.



Feature: A display of data in a reports format, feature to download and real time, exhausted & filtered search system is integrated that can fetch data given a user’s name, location, date or sponsors.

A report contains a display of attendee’s data with their duration consumed over all locations. The report can be downloaded into multiple formats as well.

Push Notification

Feature: Create, edit, delete and view reminders.

Push notifications are the reminders that pop up while the user is in the event to remind them of showings, demos and presentations that may be coming up shortly.

Audience Analytics

Feature: User Control and Management System.

The interface of Audience Analytics is further divided into 3 components:

• Logged In Users
• Active Users

Feature: Extensive and smart search system, report analytics.

Both of these components lay out respective reports on the login activity of the attendees and the active users, by means of preferred formats.

Active Users Summary

Feature: Smart report analytics, map navigation.

This component of Audience Analytics summarizes the path of the active users in the live event. The analytics is broken down into several sections containing short reports of the same data but with respect to duration, time, active visitors, daily visits, new & return visitors and visits paid by the audience on particular dates.

Active users can be further analyzed with the help of the Heat Map:



Heat Map consists of a dynamic floor map. The content (sectors of different locations) on the map changes color (from light to dark) according to the traffic patterns of the audience. This can be accessed and analyzed on a real time basis. This gives the admin a birds eye view over all the attendees during the event.

Registration Data

Feature: Smart report analytics, create, edit, search, upload and delete Users.

This is the component of the management system where all the attendees are registered by the admin. Admin can upload the data or create new registered users here, which can be edited, deleted or searched by applying search filters. The data is then displayed in the form of a report.

CMS (Content Management System)

Feature: Full content management and publishing capability, content designed, added, edited and removed from this interface.

Content Management System itself is a management interface that places the fleeting information (extra content) relating to the particular location throughout the event spaces. The content placement is executed in 3 major steps.

Step 1 – First step is for the admin to choose the location they want this feature to be placed to.

Step 2 – Then the admin chooses the template containing the content that the user will be able to preview. The user sees a ‘plus’ sign on any location of the event indicating the placement of the relevant content, clicking on which they can preview that.



Step 3 – This step gives admin the ability to link any external file, video or website with EngageVE Demo. Admin can integrate the link on the content button of the specific location.

Expo

Feature: Create, edit, delete, analyze Expo Booths.

The interface of Expo is further divided into 3 components:

View an Expo

Display in list of all Expo booths, clicking on each shows the details of that expo.

Create an Expo

A feature for admin to create an expo by adding details of it.

Expo Analytics

This feature enables Admin to look over analytics against a particular virtual booth registered in their event. The admin can use different search filters to look for a particular booth.

Pre Event

Feature: Event layout and design management, create, edit, delete, view.

This feature is used to register and create an event. This gives the user full authority to design and customize the event spaces anyway they prefer to. The PreEvent configuration feature is executed in 3 major steps.

Step 1 – Select the type of the page.

Step 2 – Select the template of choice. Different templates with unique designs and sections are already provided to create eye appealing pages.

Step 3 – This step gives the user the ability to customize the content.

The pages created can be saved, viewed and published.

Technologies Used

3D Vista, PHP, Laravel, Aurora MySQL, AWS, EC2

Services Provided

Virtual Events, Application Development