ICVDM offers the Rubicon virtual corporate event platform for organizations planning branded online events. The platform scope can be paired with live webcast production, audience access, and post-event viewing requirements. The purpose of this page is to help buyers define what the portal must do and which production responsibilities should be included.
A platform decision should begin with the event format, audience, presenters, access rules, brand requirements, live program, interaction needs, recording, and archive plan. Confirm every included feature, service, permission, integration, support role, data output, and delivery date in the written scope before the event is built.
Define the Event and Audience
Document the event type, dates, time zones, expected audience, presenter locations, agenda, session structure, and whether any audience will also attend in person. A single live webcast has different portal requirements from a multi-session program, an executive town hall, or an event that remains available on demand.
Identify the audiences that need access and whether they should see the same content. Some events may require one viewing page, while others may require different access paths for employees, customers, partners, or invited groups. Confirm how registration, invitations, login, and access approval will be handled for the selected scope.
Plan the Custom Branded Event Portal
A custom branded event portal should reflect approved visual and content requirements. Define the event name, logo use, colors, typography, navigation, page copy, speaker information, schedule, sponsor information, help content, and viewing instructions. Provide approved brand files and content in the requested formats and establish who has authority to approve the portal before launch.
The scope should state which pages or views are included. Possible requirements may include registration, confirmation, lobby, agenda, speaker, live-viewing, help, and on-demand pages. Do not assume a particular page, workflow, or feature is included until it appears in the approved specification.
Confirm the review process, number of revision rounds, content deadlines, and final approval date. Late changes to branding, navigation, access rules, or session structure can affect build and testing time, so the change process should be explicit.
Connect Live Production to the Portal
The platform is one part of the event workflow. The production plan should define how cameras, microphones, presentation sources, graphics, remote speakers, switching, encoding, and recording feed the online viewing experience.
For the broader production workflow, review live webcasting production. For a practical overview of planning the webcast itself, review how to webcast.
Identify who is responsible for the program feed, encoder, stream destination, portal operation, stream monitoring, recording, and communication with presenters. If another vendor supplies any component, document the connection point, format, credentials, test schedule, and escalation path.
Define Audience Access
Audience access should follow the organization’s requirements. The scope should identify whether the event is public, invitation-only, password-protected, or connected to another approval process. Confirm how users register, receive access information, request help, and recover access if they encounter a problem.
Do not infer a security or authentication capability from general platform language. Ask which access methods are available for the selected configuration, how attendee data is handled, who can view it, and how long it is retained. Any security, privacy, or compliance requirement should be reviewed by the organization’s appropriate internal teams.
Specify Viewer Support and Communications
Provide clear pre-event instructions covering browser, device, audio, network, login, schedule, and support steps. Decide where those instructions appear and how they are distributed. Confirm whether the approved scope includes a help page, technical contact, support inbox, or another support method.
The production plan should also define event-day communications between the webcast team, portal operator, presenters, moderators, and client decision-makers. Establish who can approve schedule changes, access changes, replacement content, or a switch to a fallback plan.
Plan Interaction Requirements
If the event uses questions, polling, chat, surveys, downloads, or other interactive functions, document each requirement. Confirm whether the selected platform configuration includes it, who moderates it, what the audience sees, whether the results are retained, and how the information will be delivered after the event.
Interaction should support the event’s objectives rather than create unnecessary complexity. A simple executive broadcast may require a different experience from a training program or multi-session conference. Choose only the functions that have a defined purpose, owner, and moderation plan.
Test Before the Live Event
Testing should cover the portal and the program feed. Confirm the review environment, supported devices and browsers, access workflow, branding, navigation, video playback, audio, captions if required, links, help content, and any interaction functions in the approved scope.
Schedule tests for presenters and production connections. The final rehearsal should use the intended portal path, stream destination, program sources, and communication workflow. Record the approved changes and retest any item that affects access, navigation, or the live feed.
Define Recording and On-Demand Viewing
If the event will remain available after the live broadcast, define what is recorded and where it will appear. Confirm whether the output is the switched program, individual sessions, edited recordings, or another deliverable. State file formats, review steps, captions if required, availability dates, access rules, and hosting duration.
The on-demand plan should also define what happens to registration, help content, downloads, interaction features, and audience data after the live event. Do not assume that the live portal automatically becomes the final archive without an approved specification.
Compare Managed Service With Standalone Software
Standalone software may be appropriate when an internal team can configure the event, manage presenters, produce the program feed, monitor the stream, support viewers, and handle the archive. A managed platform-plus-production scope may be useful when those responsibilities need to be coordinated through an external provider.
Compare options by responsibility, not feature count alone. Ask who builds the portal, reviews content, handles access, connects the production feed, monitors the event, supports viewers, manages changes, records the program, and delivers post-event materials.
Frequently Asked Questions
What is a virtual corporate event platform?
It is the online environment used to organize access, event information, live viewing, and any approved post-event content for a corporate program.
What makes an event portal “custom branded”?
The approved configuration uses the organization’s supplied identity and content requirements. Confirm the exact pages, elements, review rounds, and limitations in the scope.
Does the platform include webcast production?
Only when the approved scope includes the production responsibilities. Confirm cameras, audio, switching, encoding, stream delivery, recording, and staffing separately.
Can the event remain available on demand?
It can when recording, processing, portal placement, access rules, hosting duration, and delivery dates are included in the approved plan.
How do we request a platform scope?
Use the Contact Us page to share the event dates, audience, portal requirements, production plan, access rules, and archive needs. No new form is required on this page.