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our process:

a three phase system

Thank you for your interest in ArchiteX’s technical design and management for virtual events. Below is an explanation of our three-phase system designed to efficiently execute your event at the highest level.

phase 1: Discovery

Due to this pandemic, we are offering customers the option to hire us for the Discovery phase independently of a full event contract. The discovery phase consists of the first steps of work required pre-event regardless; and, when utilized independently, will produce a much more accurate estimate and execution plan for the rest of the event's production timeline.


We hope that through discovery we will find a project scope that meets your requirements and your budget, but you are not obligated to work with us beyond Discovery.

During this first phase we will work with you to understand the scope of the project, educate ourselves about your event and your needs, and educate your team about the process of planning and implementing a virtual event. At the end of this phase we will deliver a detailed estimate along with an in-depth logistics packet detailing the entire plan.

We’ll begin by building out our master workbook, which provides the foundation of the planning process and helps us identify your needs. While things may still change after this initial step, the Discovery deliverables will contain:

  • Day of show staffing plan

  • Cue sheet

  • Graphical asset list

  • Technical equipment list by location

  • Pre-production milestone schedule

  • Day-of-event production schedule

  • Estimate for event design, plan, and implementation

phase 2: Pre-production

We start Phase 2 by sending a modified statement of work based on the event estimate from Phase 1  so we can start hashing out all the details: equipment and labor sourcing, graphics creation, programming, advancing, etc.  We create the motion graphics and titles, program the video switchers, set up the platforms, advance with the talent, and run the rehearsals.

phase 3: implementation

Phase 3 happens on the day(s) of the event. We'll have the previously identified and approved staff, often comprising some combination of the following roles:

  • Director/Producer

    • Main point of contact, overall supervisor, creative director

  • Show Caller

    • Maintaining order of assets and programmatic cues

  • Video Director

    • Operator of the video switching system

  • Meeting Technician/Production Coordinator

    • Tech support and/or operation of breakout rooms or meetings

    • Graphics/Playback Operator

kickoff questions

These questions help ensure we cover all topics relevant to your event:


  • What are the general goals of the event?

  • What does the initial event schedule look like? (i.e. Session block information and timing)​

  • What are the basic desires of live vs. pre-recorded elements?

  • Will most graphical and video elements will be created by the ArchiteX team or by your team?

  • What are the basic desires for in-person production? (If applicable.)

    • For example:

      • A main stage in front of a live audience

      • A camera crew needed to amplify production in an office or living room, etc.

      • Purchased Studio In A Box kits

  • Do you have platform preferences? (YouTube, Hubilo, Zoom, IBM Cloud Video, vFairs, etc.)

  • If you don't have a platform preference, what are your platform-related needs?​

    • Registration gate

    • Exhibitor booths

    • Q&A

    • Closed captioning, etc.

  • Any other important notes that may be helpful?

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