How to collect videos and content for virtual events

The live event production and conference industry has had to pivot to virtual events, conferences and summits. For virtual event producers and organizers, this has created a common need to collect videos and content for virtual events. Often, virtual event producers and organizers need to collect videos and content from large numbers of people.

To complicate this challenge even more, the need to collect videos and content for virtual events and conferences needs to be efficient at scale, provide organization, and most importantly, it needs to be easy for people that aren’t tech-savvy. EZ File Drop is the perfect solution to collect and receive videos and content for virtual events, conferences, and summits.

Here are some common uses that we have seen virtual event producers and virtual event organizers use EZ File Drop to collect videos and content:

  • Collect self-recorded videos from participants without emailing files.
  • Collect presentation files from presenters.
  • Receive photos from employees for pre-show slideshows.
  • Collect pictures or videos from team parents for youth sport slideshows.
  • Collect self-recorded presentations from guest speakers for virtual events.
  • Collect presentation files from keynote speakers for virtual events.

There are many benefits of using EZ File Drop to collect videos and content for virtual events. 

1. Collect the information you need along with the files.

You can create a custom form to collect whatever information you need to make your life easier, like the name, email address, phone number, and company of the person uploading the files, along with any notes they want to share about the files. You can even use dropdown menus, radio boxes, and checkboxes to verify information, like what format their files are in, if a presentation has audio in it, and if they have read and agree to all of the virtual event policies.

2. Enforce file type restrictions automatically.

If you asked for submissions to be limited to certain files types, like videos files or presentation files, you can save valuable time by not allowing people to submit Word files or Excel Files. With EZ File Drop, you can restrict what types of files people can upload by file type and file size. Instead of spending your valuable time chasing down dozens of people to ask for a different file, use EZ File Drop to make sure you get the right file the first time.

3. Enforce submission deadlines with Upload Form limits in EZ File Drop.

You can set a predetermined date and time to have the Upload Form stop accepting file uploads and display a custom message instead. Now, virtual event organizers and producers have the control they need to manage the collection and submission process. You can even limit the submission by the number of submissions if that meets your needs better.  

4. Notifications

EZ File Drop has powerful and highly customizable email notifications that are perfect for virtual event producers and organizers. EZ File Drop lets you send customized email notifications for as many people as you want to be notified when files are submitted - including a branded, customized “upload receipt” for the person uploading the files. Because you can have multiple recipients, you can have emails automatically sent to your AV team, client, and more.

There are three unique notification recipient groups: the Uploader, Team, and Third Party. You can use our default email notifications or paste custom HTML. If you choose to use your own HTML, we make it easy to integrate variables like upload file quantity, form field data, file URLs, and more.

5. EZ File Drip is simple for the uploader

The upload portal is intuitive and easy to use. This saves you time providing tech support for your presenters, participants, or other users. You won’t have to spend time on the phone explaining file permissions, how to email links, or ask them to “try again.”

Save hours collecting videos, presentations and files for your next virtual event.

Try EZ File Drop for free today and see why EZ File Drop is the best way for virtual event organizers and virtual event producers to collect videos and content for virtual events, summits, or conferences.

Written by Matt Townley

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