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How to organize an event in the metaverse?

Did you know that it’s possible to host events in the Metaverse universe? If you’re unfamiliar with the preparations and organization required for events planned in virtual and augmented reality environments, we’ve compiled all the essential information you need to know.


What is metaverse event management?

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Metaverse event management refers to the process of planning, coordinating, and executing a range of activities in virtual and augmented reality environments.

The metaverse emerges from the convergence of physically persistent virtual reality and virtually enhanced physical reality, creating a shared virtual space. This space encompasses immersive digital environments including augmented reality (AR), virtual reality (VR), and others.

Within this realm, event management involves the creation and facilitation of events in these digital spaces. This can include a variety of events such as conferences, concerts, exhibitions, workshops, social gatherings, and more.


Steps to host an event in the Metaverse

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Organizing an event in the metaverse entails several crucial steps to create an engaging digital experience. These steps include defining the concept and goals during pre-event preparation, selecting a suitable platform, creating content, and executing the event in a virtual environment. This approach lays the foundation for an immersive event that can attract a global audience.

In the ever-evolving metaverse, the success of an event is further enhanced by post-event activities. These include hosting follow-up events, gathering feedback, and sustaining connections made during the event.


1.Determine the concept and goals of the event

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The pre-event planning phase is the foundational and most critical step in organizing a successful event in the metaverse. This stage demands a range of strategic decisions and actions that lay the groundwork for the entire event.

It encompasses setting clear objectives, assembling a team of specialists, selecting an appropriate platform, allocating a sufficient budget, addressing legal considerations, and devising an engaging event concept. This comprehensive preparation is vital for the subsequent stages of event design and execution within the dynamic and immersive metaverse.


2.Technical setup

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The technical setup phase is where the event concept is brought to life as a functional virtual experience. This involves setting up the selected metaverse platform, creating avatars or digital representations for participants, and developing the virtual environment.

Furthermore, integrating interactive features such as live chat, virtual networking areas, and multimedia presentations is crucial for engaging attendees. To guarantee a smooth experience, it’s also vital to ensure high-quality audiovisuals, confirm user accessibility, and address any technological challenges.


3. Marketing and promotion

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During the marketing and promotion stages for a metaverse event, the focus shifts to creating excitement and attracting attendees. Utilizing a mix of traditional and metaverse-specific marketing channels is key to reaching a diverse audience.

Effortlessly sparking interest in an event involves producing engaging content, trailers, and teasers. Expanding reach can be achieved through social media platforms, collaborations with influencers, and engaging with metaverse communities. Additionally, driving participation can be facilitated by implementing ticketing systems and offering tier-based access options.

These tiers, tailored to fit user preferences and budget, provide attendees with varying levels of engagement and perks. For instance, a basic tier might allow access to the main event sessions, while premium and VIP tiers could offer additional benefits like exclusive workshops, personalized interactions, and unique content. This approach enhances inclusivity and empowers participants to select their preferred level of involvement, aligning with their interests and needs.


4.Execution of the event

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The event execution phase marks the pinnacle of careful planning and preparation. At this stage, all elements come together to forge an immersive experience. Attendees engage in communication, networking, and participate in various activities, while presenters conduct talks, panels, or concerts in a virtual setting.

Simultaneously, real-time technical support becomes crucial to address any emerging issues. Making swift adjustments to optimize the experience during the event is important, taking into account factors like attendance data, audience reactions, and technical performance.


5.Post-event activities

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The post-event activities phase commences once the event concludes. This stage involves several actions, such as gathering feedback from participants through surveys or polls to gauge satisfaction and gather insights for future improvements. Distributing highlights or recordings of the event helps maintain engagement well beyond its conclusion.

Leveraging user-generated content, like photos and videos, aids in generating buzz on social media post-event. Additionally, nurturing the relationships formed during the event can be achieved by organizing subsequent sessions, virtual meetups, or networking opportunities.


How much does it cost to host an event in the metaverse?

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The cost of hosting an event in the metaverse can significantly vary, influenced by several factors. These include the event’s complexity, the chosen metaverse platform, the anticipated number of attendees, the level of customization desired, and the range of features integrated into the event experience.

Metaverse platforms may charge based on various aspects such as event hosting and the number of attendees. Creating an engaging virtual space demands investments in 3D modeling, interactive elements, and immersive visuals, with costs correlating to the design’s complexity.

Costs also encompass audiovisual equipment, broadcasting services, and technical support staff to ensure smooth technical execution. Promotional expenses might involve partnerships with influencers, social media marketing, production of promotional materials, and similar activities. Other cost-affecting factors include content production, avatar customization, networking tools, security measures, training, and post-event engagement activities.

To accurately estimate costs, it’s advisable to prepare a detailed budget, seek quotations from relevant service providers, and thoroughly explore metaverse platforms. Comparing potential revenue from ticket sales, sponsorships, or other sources against these costs is also important for assessing the financial viability of the event.


Difference between traditional events and metaverse events

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Traditional events and metaverse events embody two distinct approaches to organizing and attending gatherings. Traditional events involve physical attendance at a specific location, fostering face-to-face interactions, depending on physical setups, and are limited by geographic constraints.

Conversely, metaverse events occur in virtual 3D spaces, free from geographical limitations, enabling participants to engage and interact through personalized avatars in a digital setting.

While traditional events provide a physical sense of place and presence, metaverse events offer an immersive digital experience, reflecting the evolving nature of event hosting in a world that is becoming more digitally interconnected.


Disadvantages of holding events in the metaverse

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Hosting events in the metaverse’s virtual spaces has led to an increase in incidents of harassment and inappropriate behavior, such as cases of sexual harassment against women. The anonymity afforded by virtual spaces can lead to behavior that individuals might not exhibit in real-world settings, creating an uncomfortable and unsafe environment for participants.

Other challenges include breaches of privacy, technical difficulties, and a potential digital divide caused by a lack of technological expertise. To counter these issues and foster a welcoming environment, event organizers need to establish clear codes of conduct, enforce strong moderation, prioritize data security, and offer easily understandable guidance.

Additional significant risks involve violations of intellectual property, questions about platform reliability, and miscommunications due to ambiguous interactions. These risks can be reduced through secure content exchange protocols, careful platform selection, comprehensive testing, and clear communication channels. By proactively managing these risks, metaverse event planners can cultivate an inclusive, diverse, and educational environment for all attendees.

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