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Bring Attendees Together Under DFI (Demand for Impact)

Many events are focused on building a brand or delivering a corporate message. These types of events have specific goals and key performance indicators (KPIs) that can help organizers prove their effectiveness. However, if your objective is to use your event to create a movement, rather than just a moment, you need to shift your focus. 

Impactful events are designed to unify attendees and empower them to spread the word and support your mission. If you want to motivate your event attendees to mobilize in a meaningful way, you need to incorporate this into your overall event plan. The following eight tips will help you do just that. 

1. Create Real Connections 

Connecting people who are passionate about a cause is an incredible way to build momentum. Make sure you facilitate personal connections and encourage engagement before, during, and after your event by offering networking opportunities and small group discussions that foster idea-sharing and problem-solving. While creating true connections can be more challenging during virtual and hybrid events, it’s critical to make sure you do so. 

To make a true impact, you’ll want to look for ways to build networks that will last far beyond the scope of the event. Remember that events have a unique ability to create a strong sense of community and foster feelings of unity and pride. Promoting your message in the right way can help create a unified vision among attendees that might not have existed before. 

2. Promote Your Message

Your event is the ideal platform to promote, advertise, and encourage support for your mission. This makes it critical to spend some time before the event begins really sharpening your message and making sure it’s both clear and actionable. Once you’ve pinned down your message and your theme, find creative ways to integrate them into nearly every aspect of your event.

Keep in mind that impactful events don’t have to be expensive or flashy, but they must share the right message in a way that truly inspires attendees. 

3. Make the Event Inclusive

Inclusivity is always important when planning events, but even more so when you’re trying to create a movement. To ensure the impact goes well beyond the time your attendees spend at your event, make sure you accommodate as many participants as you can. This may include offering on-demand viewing for those unable to view in person, or offering scholarships or mentors for people who are unable to afford the event or can’t participate for other reasons.

4. Motivate Your Attendees

When designing your event, it’s important to let attendees know they can be a key part of the solution, not just the conversation. Make sure the content provided during your event shows attendees exactly what they can do to further the cause in both the short-term and the long term. To keep motivation high, you’ll also need to demonstrate the real impact their involvement can make. 

5. Invite Memorable Speakers

The keynote speakers you choose can make or break your event. When selecting your speakers, make sure they’ll be able to engage your attendees and motivate them to take action. Try to ensure your speaker is someone attendees will look forward to seeing and who will truly connect with them. 

 You’ll also want to break up your programming with fun and interactive sessions that will allow you to hold your attendees’ attention. In addition, it’s critical to keep the energy high throughout the event. Incorporating plenty of upbeat music, exciting light shows, and other unexpected surprises can help keep everyone engaged. 

6. Create a Spectacle 

To raise awareness on a large scale, think about inviting the Guinness Book of World Records to your event. Breaking a world record is a great way to gain attention, create a spectacle, and ensure your guests have a ton of fun. 

If you decide to incorporate this into your event, don’t forget to submit press releases both before and after the event and invite both local and national media to cover it live. The more media coverage you can get, the greater impact it will have. 

7. Provide the Necessary Tools

If you’re asking your event attendees to take action (and you should be!), make sure you’re giving them the tools they need to be successful. This may be a website with an online toolkit, a private group on social media, a public social media page, or a combination of resources. 

Whatever option you choose, make sure it offers a way to keep supporters informed and connected after the event is done. This is also a great way to make virtual attendees and those who were unable to attend the event feel like they’re still an important part of the movement. 

8. Don’t Forget Your Call-to-Action 

No matter how impactful your event is, if you don’t let attendees know what you want them to do next, you wouldn’t get the results you’re looking for. Make sure you give them a task to do after the event, even if it’s small. This could include things like sharing your message on social media, making a donation that a sponsor will match, or organizing smaller events in their hometowns. 

There are a lot of options when it comes to choosing the next step. No matter what you choose, make sure your request is specific and that you can demonstrate the impact it will make. 

Impactful Events Make a Real Difference

The demand for impact (DFI) is growing in the event space. The most successful event planners will stay at the front of the curve with innovative planning and solutions. Whether you’re hosting live, hybrid, or virtual events, eShow is here to help you make your mark. We offer a large suite of tools designed to help you create impactful events and our team is happy to custom-design the right solution for your needs. Contact us today to learn more and request a personalized demo.

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The AV Producer is Key to Legendary Events

Since the onset of the Covid-19 pandemic, virtual and hybrid events have obviously increased in popularity. To compensate for the lack of in-person connection, businesses and organizations have sought innovative ways to engage audiences while simultaneously meeting their event goals. To hold audiences’ attention during virtual and hybrid events, event managers have taken advantage of technological advances in audio and video production to create engaging content.

To execute stellar events that include AV components, event organizers should consider allowing for an AV professional in the event budget.  An AV producer is that professional and can help the event team by managing all AV, livestream, and production of the event, from set-up to run-through to execution. Think of the event manager as Batman and the AV producer as Robin. Together, these “superheroes” can conquer mediocrity and rescue attendees from a ho-hum event program.

Employing an AV producer is one way for you to streamline event production in an event format including digital, in-person, or hybrid. But we advise to expand your backpack of tricks and be sure to incorporate a fully comprehensive platform into your budget. When you’re working on time-sensitive projects (like events), you don’t want to have to piece together multiple platforms to host a successful event.  

1.  What Does an AV Producer Do?

AV producers perform a variety of tasks and work with audio, video, and lighting equipment. These components need to be properly interconnected to computers to create harmonious and professional video presentations on-stage and online.

AV producers also prepare scripts for teleprompters, monitor live feeds to ensure quality, diagnose and resolve problems, and digitize data. They are the wizards of all things technical in event production!

On a higher level, AV producers plan and manage internal and external AV production communication and workflows, ensuring there’s an effective and prompt exchange of information while simultaneously maintaining high quality in project deliverables. Maintaining the AV budget is often part of the AV producer’s responsibilities.

 2.  Five Reasons to Seriously Consider an AV Producer

In general, an AV producer can assist in providing a smoother, more engaging, and better-branded experience for your attendees. Below are five reasons to seriously consider bringing an AV producer on board for your next event:

  • Your in-house event team has limited time and/or resources (even if someone on the team is qualified).
  • You want attendees to have a broadcast-level experience. 
  • Your event includes VIP speakers or a large number of speakers. 
  • Your event includes more than two sessions.
  • Your event involves multimedia elements such as background music, pre-recorded video, or visual transitions. 

3.  What To Look for in an AV Producer

If you want to ensure that your AV producer can take your events from good to great, here are seven skills you should look for before bringing him/her on board: 

  • Strong Communication:  Successful events rely on effective communication to ensure that the client’s vision is carried out. AV producers must be proficient communicators to receive direction, delegate, and convey any updates to AV staff and clients.
  • Effective Time Management:  AV producers are expected to complete tasks on schedule so effective time management skills such as planning and timely problem solving are essential.
  • Critical Thinking:  The role of AV producers involves complex problem-solving. They should be able to visualize the best solution for the client and troubleshoot and resolve issues that may arise.
  • Perceptive/Detail Oriented:  AV producers work with technological components (software and hardware) that can be problematic at times. Effective monitoring of AV systems and being able to anticipate and meet the client’s needs are required to ensure a seamless installation.
  • Collaborative:  AV producers need to be able to coordinate their tasks and goals with others on their AV team and other members of the event team. They should also be able to adjust their tasks should any parameters of the event change.
  • Customer Service Oriented:  The AV producers that you hire will be seen as an extension of your company. You don’t want to have your brand tarnished by producers who aren’t punctual and are disrespectful to clients. They should also present themselves in a professional manner (i.e. attire, grooming).
  • Keep Up With Industry Standards:  Because technology is ever-evolving, effective AV producers need to stay abreast of changes in the industry. This ensures that their skill sets are up-to-date and diverse.

Final Thoughts   

As virtual and hybrid events increase in popularity, the bar for experiences has been raised. While virtual events overall may be less expensive to produce, they are still held to high-quality standards by both attendees and event organizers. Attendees expect undistorted sound, sharp video, and other media elements that drive your message home and enhance the virtual experience. 

Depending on how robust your event goals are, investing in an AV producer could give your event the lift it needs while leaving you, as the event manager, free to focus on other aspects of the event. You’ll realize the return on investment when you receive positive feedback from attendees and turn them into repeat attendees for future events.

When performing any task under strained conditions, innovation is often necessary for a successful outcome. Holding events under pandemic conditions (virtual and/or hybrid), therefore, requires innovation. At eShow,   we’re always looking for ways to help our clients take advantage of advancements in the event industry.

Contact us today for a no-obligation demo.

We’ll show you how our comprehensive platform will make your role as an event manager easier. Our event platform allows you to scale your event strategy and incorporate virtual production as part of a larger hybrid event format. We help with everything from vendor management to data collection and analysis. You’ll have access to tools that result in legendary events and make you look like a superhero to your clients.

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Spice Up Your Tech-Driven Events

The COVID-19 pandemic has certainly impacted the event planning industry. However, it’s not the only challenge event planners face. While today’s events need to be safer and more versatile, organizers also have to work harder than ever to impress their attendees.

While “traditional” events typically feature things like live music, buffets, and keynote speakers, these offerings rarely excite a demanding audience. To truly make your mark, you’ll need to add in some spice.

Innovative events offer new twists that capture an audience’s attention and keep them talking about it long after they’ve packed their bags and headed home. If you want to impress your guests, you’ll need to modernize your events, make them more interactive, and incorporate a significant number of surprises. Use these seven outside-the-box ideas for inspiration!

1. Virtual Reality

While virtual reality (VR) isn’t a new invention, it’s a novel experience at most events. You can use VR technology to immerse your audience in a wide range of settings, making this useful for everything from demonstrating an important concept to creating fun competitions for guests to enjoy during their breaks.

Consider using VR to create 3D models of flagship products or to offer interactive training sessions. You can also use VR to create a fully immersive tour of the sponsor’s warehouse or home office. Once you start using your imagination, the options are literally endless.

Depending on your budget, you may consider sending inexpensive VR headsets to at-home guests so they can enjoy the experience as well. This is a great way to keep them engaged, even when they’re enjoying your event from a distance.

2. Digital Display Walls

Digital display walls are a great way to set the mood for your event. Not only is this an excellent way to showcase products and highlight a company’s message, but changing the wall can completely transform the look and feel of a room in a matter of seconds.

Animated, panoramic, or even static projections are sure to astound your guests and make them feel like they’ve stepped into a whole new world. 

PRO TIP: You can also engage your off-site guests by providing 3-D or VR tours of the event space so they can enjoy the same immersive experience as your in-person attendees. 

3. Magical Transformations

Often, the biggest impacts are found in the smallest of details. For example, instead of allowing guests to arrive in a large, open hall and awkwardly look for their table, consider managing your floorplans to move guests through various themed areas designed to make them more comfortable before they ultimately sit down.

You can also hold your attendees’ attention by continually pulling exciting tricks in all directions. For example, you may set up dueling stages, turn overlooked spaces into unique art displays or performances, and offer unexpected surprises – like placing a small open bar inside an elevator.

4. Showcase Local

For in-person events, consider ditching the traditional catered dinner and instead showcasing food and drinks from local artisans, chefs, and nearby farms. Encourage your food and beverage providers to find innovative ways to create single-serving portions, making mealtimes interesting and fun while still keeping COVID-19 precautions in mind.

For virtual and hybrid attendees, we highly recommend sending a care package that includes promotional items from sponsors as well as snack-sized versions of non-perishable, locally made food items.

5. Interactive Engagement

Direct audience interaction is one of the hottest trends in event planning today. This is particularly important when planning hybrid and virtual events. By pulling the audience into your presentations, you’ll capture their attention and make them feel like they’re an important part of the event – even if they’re watching from home.

Try using technology like mobile apps and event management software to crowdsource questions during events, integrate live Q&A sessions, and poll the audience. Allowing both live and virtual participants to speak their minds will make everyone feel more engaged.

For in-person events, it’s common practice to pass a microphone around so audience members can ask questions or make comments. You can make it more fun and exciting by using a wireless throwable microphone instead. Not only will this turn your Q&A sessions into a fun game, but it will also allow for more questions by saving the time it would take to pass the microphone around. 

6. Creative Use of RFID

Radio Frequency Identification (RFID) has been used for event registration and tracking session traffic for some time. Now, event planners are getting more creative with this technology. For example, you can give each participant an RFID lanyard and allow them to use it to check into various stations throughout your event. This makes it more interactive and encourages participation. 

You can also take this concept to the next level by using sensor-enabled checkpoints at various locations to trigger custom messages on LED screens. If you want to add another element of fun, turn this into a game, like a scavenger hunt, or offer entries into a raffle or giveaway for each check-in. 

7. Pervasive Themes

Every good event has a theme, and the best ones incorporate this theme into everything they do. You can make a lasting impact on your guests by making sure your theme flows through into all of your event’s design elements.

For example, if the host is all about sustainability, make sure you use recycled utensils instead of plastic silverware – but don’t stop there! Consider hanging repurposed art throughout the venue, using reclaimed furniture, and looking for other creative ways to carry your theme into all aspects of your event. If you’re sending packages to virtual attendees, make sure everything in them clearly conveys the theme as well.

Incorporate Innovation into Your Next Event

To continue “wowing” your guests, you’ll need to include your fair share of surprises, ensure flawless execution, and incorporate a series of unforgettable experiences. This isn’t always easy, but if you do it well, you’ll certainly make your mark. 

If you’re ready to take your events from traditional and monotone to innovative and vivid, eShow is here to show you how. We offer a full line of event management tools to help you take your events to a whole new level.

Our experts are happy to help you explore the tools we offer and design a custom package to meet your unique needs. Contact us today to learn more.

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Event Planning: What to Expect in 2022

During late 2020, the COVID-19 pandemic and resulting lockdowns and stay-at-home mandates severely impacted the meeting and events industry. Companies and countries imposed strict travel restrictions, while mask and social distancing mandates put a damper on live occasions.

What a difference a year makes.

IIn 2021, the meeting and event industry adapted to pandemic-created challenges, leading to innovative events. As of now, in-person events, complete with social-distancing measures, vaccination requirements, and mask mandates, are starting to come back. But what will happen in 2022? The likelihood is strong that even as live events ramp up, digital and hybrid happenings will continue to be part of the event-planning landscape.

Returning, In Person

One hard-to-ignore fact is that people are anxious to get back together, especially when it comes to live meetings and events.

The Global Recovery Insights 2021 report backs this assertion with numbers. According to exhibitors surveyed, half anticipated that their budgets would return to normal by the end of 2022. Additionally, 62% of exhibitors surveyed said they plan to attend shows in person at the same or increased frequency as before.

The report also surveyed attendees; 72% of participants indicated they would be attending in-person events and shows in 2022.

Another interesting fact about this report is that digital events haven’t replaced live events. Respondents noted that face-to-face happenings are preferable when it comes to networking, education, and overall experience. However, this doesn’t mean that digital events are going away.

Hybrid, the Continued Tool

One thing to count on in 2022 is that hybrid events will continue. However, the issue to keep in mind is that “hybrid” can mean various things.

According to Meeting Planners International, a hybrid event combines “technology with traditional event practices to create new types of attendee experiences and content delivery tools.” As such, these events can focus on at least one group of face-to-face attendees, which connects virtually with participants in other locations.

Regardless of the form a hybrid event takes, experts, believe they will be a mainstay of 2022 events for the following reasons.

Young Adults and Millennial Preference

According to Charles Vincent with Spur Impact, younger adults have been partial to in-real-life (IRL) virtual meetings and events. He noted that young adults, especially, are becoming more used to multitasking and working on multiple screens.

Broader Audience Reach

A report from Qualtrics forecasts that while digital (formerly virtual) events are still preferred, a combination of online and in-person events will be essential to appeal to larger audiences. Many attendees and exhibitors are still leery of travel, making a hybrid happening a good strategy.

Continued Remote Work Preference

Not all corporate offices are open. In fact, companies are more accepting of remote work, especially among employees with kids. This has translated to event attendance. During 2020, a high percentage of working parents attended digital events, and this trend continued in 2021 and is likely to continue in the coming year.

More Sophisticated Content

During 2020 and 2021, planners developed content that was ideal for hybrid events. In 2022, session recordings and PowerPoints will be more available for those attendees unable to travel to an in-person event or who could not attend a digital event when it was live.

Potential Emotional Obstacles

There is indeed a pent-up demand when it comes to in-person events. However, people are still nervous when it comes to issues such as COVID-19 transmission rates. As such, it will be easier to offer a hybrid format, especially for those who are nervous about attending events in person.

The Hyperlocal Impact

Another trend continuing into 2022 will be hyperlocality. Rather than hosting a single meeting or event at a centralized location, planners and schedulers will take advantage of regional spaces (such as limited-service hotels or meeting spaces) and host simultaneous events there.

Local events with a robust digital component offer several benefits, not the least of which is a lower risk of viral transmission. Furthermore, this setup will help cut back on travel expenses for attendees. This can be an important consideration, especially as businesses are dealing with last year’s pandemic-created recession.

Worker and Staffing Challenges

Finally, staffing shortages will be an issue as people return to events and meetings (whether in-person, digital, or hybrid). One reason for this is because event planning companies had to cut staff in 2020 and 2021 and are trying to ramp up their teams. As such, labor shortages could mean that “auxiliary” staff, such as artists, technicians, audiovisual specialists, and florists, might be more challenging to find and hire.

Preparing For 2022

When thinking about your meetings and events in 2022, it’s essential to realize that this will be vastly different from 2019, before the pandemic. As such, consider the following suggestions for a successful event next year.

Begin planning now. If you have not already started to book your 2022 event, it’s crucial you do so now. As mentioned above, staffing shortages will be an issue next year. Furthermore, as more companies and organizations plan their events, you could run into competition for experts, small meeting spaces, or even bandwidth.

Make sure your plan covers live and digital components. When setting up packages, people, and assistance, ensure that the correct components are fitted with the proper method deliveries. For example, not all speakers will be comfortable on a virtual platform.

Be flexible and creative. During 2020 and 2021, event planners develop unique and innovative ways to engage hybrid and digital attendees. It’s vital to continue innovation in 2022. Whether they are tuning in virtually or coming to see your event live, your attendees want to be engaged. Speaking of which . . .

Know your audience’s likes, dislikes, and tolerances. In other words, delve deeply into data. Audience feedback in 2022 will be more critical than ever, and understanding what works with your attendees and exhibitors means a better event experience. For example, planning your hybrid event might be a good idea to focus on shorter micro-events spread out over a couple of days versus one large, hours-long main event.

2020 involved shutdowns and the need for digital platforms, while 2021 experienced meetings and events comeback. We anticipate that 2022 will see an even more significant resurgence. Additionally, the positive advantages realized from hybrid and hyper-local happenings will carry over into next year. The best way to take advantage of this is to know what your attendees and exhibitors want. With this knowledge, your next-year event can be the one that is remembered and appreciated.

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Ensure a Positive Experience at Live Post-Covid Events

No one can deny that the Covid-19 pandemic has affected all facets of our lives, including face-to-face gatherings.  Now that restrictions and mandates have been somewhat relaxed, people are yearning to shed their comfy sweats and pajamas, stop Zoomin’, and get back to making real emotional connections. Event managers recognize this and although virtual and hybrid events are seen as a way forward (there are too many benefits for event managers to give them the old heave-ho), they’re still trying to satisfy clients who prefer in-person events. 

As an event manager operating in the post-Covid-19 space, you’ll be tasked with not only ensuring an enriching experience for in-person attendees but a safe one as well. Despite relaxed restrictions and decreasing case numbers, the pandemic is still in force. To give attendees something worth shedding their jammies for, you’ll need to consider the following practices when planning your events:

1.  Consider the Why’s

To have a successful event and ensure that attendees have a positive experience, it’s important to consider why you’re holding the event in the first place. Are you looking to boost revenue or strengthen your brand message? What does your audience hope to gain by attending your event? Even with safety measures in place, attendees expect to see your creativity and innovation on full display. Deliver the goods and they’ll likely attend future events.

If you can create an environment in which you meet company goals and give attendees valuable take-aways, you’ll strike gold.

2.  Take It Outside

Outdoor spaces have become a safer option for everything from baby showers to restaurant dining, so why not consider an outdoor setting for your events? If your events will take place in locales with favorable weather year-round, you won’t have to schedule them during the spring and summer months only.

Be prepared to provide tents, porta-johns, and, of course, PPE (personal protective equipment) like masks and temperature check devices. This will increase your costs and staffing needs but if it will show that you take the health and safety of your attendees seriously, it’s worth it.

3.  Keep ‘Em Connected But Not Too Close

Post-Covid, event managers will need to foster opportunities for attendees to connect yet remain safe. Once events are back in “full swing”, most venues won’t be at full capacity and social distancing will likely still be in place. Consider incorporating additional safety signs and entry and exit points in your event spaces when planning the layout. Some companies are opting for larger facilities and creative layouts to aid in keeping attendees safely distanced.

For added safety, make as many of your processes (from check-in to photo ops) contactless. Take advantage of technology  to accomplish this. When promoting your event, convey the safety measures that will be implemented. Although some attendees may be comfortable throwing caution to the wind and doing the “mask whip-off”, there are some who will still want to see sound safety measures in place.

4.  Gamify the Experience

Whether your event takes place in an indoor or outdoor space, optimize attendees’ experience by gamifying it. Award prizes to attendees who visit the most exhibits or sponsor booths. Put on your creativity cap and find ways to enhance the experience for attendees while driving more traffic to sponsor booths. Want attendees to visit specific booths (i.e. for top sponsors)? Motivate them by holding contests (with prizes) directed at those particular booths.

Encourage and incentivize attendees to join social media conversations and post about the event.

5.  Hybrid For the Win

Although there’s a push for returning to live events, the hybrid event format can be beneficial to both event managers and attendees. For event managers (and their clients), eliminating geographic restrictions leads to increased attendance and reduced costs. Attendees benefit by being able to attend an event without having to travel across the country in some cases. They’re also able to connect with and share feedback with like-minded individuals.

According to Joanne Dennison, School of Hospitality adjunct professor of hospitality meeting and event planning at Boston University, “hybrid meetings will be the norm as opposed to the exception. People can attend face-to-face or virtually.”  Again, this increase in attendance yields higher revenue for companies (in the form of registration fees) and allows those who can’t afford travel costs to participate in the event.

If the benefits of a hybrid event resonate with you, prepare to face what some event managers consider to be their biggest challenge when hosting hybrid events: connecting the two groups. In a survey conducted by Swapcard, of 352 event planners polled, 33.5% said engaging two audiences when hosting hybrid events was their biggest challenge. Most event managers seek to connect the two groups of attendees because they feel it allows for more organic networking opportunities and makes it easier for speakers and moderators to engage with all attendees.

To meet the growing demands for hybrid events and deal with this obstacle and others, eShow offers a full range of solutions that will help you accommodate both your virtual and in-person attendees and save time, money, and resources.

Final Thoughts

Planning an event at any time can be challenging but planning an event when a national health crisis is still in effect presents unique challenges. As companies and the general public yearn for returning to in-person gatherings, event managers are tasked with not only ensuring that attendees have a positive experience but that they have a safe one as well.

Post-Covid, hybrid events are expected to be around for a long time because of the benefits offered to event managers/clients and attendees. With adequate planning, creativity, and taking advantage of available technology, managers can provide all hybrid event attendees with opportunities to make meaningful connections whether they opt to attend virtually or live.

At eShow, we provide event managers with an event “safety net” by helping them move their in-person events (or part of the event) to a virtual format. Our robust platform:

– Allows for better ROI

– Allows event organizers to reach out to attendees who aren’t able to attend in person

– Allows for increased engagement between virtual and in-person attendees

We understand that enhancing the attendee experience is key to having a successful event so we make it easy for attendees and speakers/organizers to connect before, during, and after the event. We can provide everything you need to manage all aspects of your event – from planning to execution. From event branding to strategy to vendor management, we’re with you every step of the way.

Contact us today for a no-obligation demo.

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Audio, Visual and Lighting Tips For your Next Hybrid Event

Let’s face it. COVID-19 has created a profound change in the way we meet and exchange ideas. Event organizers and managers are now faced with a sink-or-swim challenge – creating imaginative new ways to hold events or bust.

Out of necessity, but accustomed to always having a ‘Plan B,’ event organizers quickly pivot to a whole new world of challenges. Now the hybrid event, a combination of in-person and virtual experiences, is becoming the hottest trend in planning and holding events.

Organizing registrations, boosting virtual engagement, and networking for the hybrid option now propels your responsibilities to new heights. No less daunting is the task of ensuring that the technical aspects of hybrid events roll out without a hitch. Requirements for the audio, visual, and lighting aspects of a hybrid event have become doubly important.

Here are some tips to help you take on these technical challenges while considering attendees’ two different experiences during a hybrid event.

Choose A Venue That Can Support Technical Needs

For the in-person piece of your hybrid event, you have many new boxes to check when choosing a venue. Everything from a schedule to sanitize surfaces, to room airflow and physical distancing is now on your list. Audio, visual, and lighting capabilities should also be on your list when narrowing down the venue choices. But more on that below. First, let’s look at the factors affecting the streaming of your event.

High-Speed Internet + Loads of Bandwidth is A Must!

Maybe you’re planning a large-scale hybrid event that includes online learning applications, streaming audio/video, and the ability to download brochures or other digital materials. You’re going to need the highest speed internet and bandwidth possible. This is true, not only for online participants. In-person attendees also need uninterrupted access to their email and any streaming or virtual elements needed to connect with the remote participants.

Imagine a  couple hundred people using mobile devices and laptops simultaneously to participate in online polls, attend virtual lounges, and consume streaming audio/video. That’s going to take a lot of bandwidth! The more attendees you have, the higher the demand.

Inadequate speed and bandwidth can ruin your audio and video with remote participants experiencing lag time, or even worse – seeing a frozen screen and leaving the event thinking they’ve lost their own connection.

Ask the venue for their upload/download speeds. If your venue can’t support the demand or the cost is prohibitive, investigate purchasing an internet package from an ISP that provides wireless service for major events. You might even arrange for your own private network, which means you won’t have to worry about outsiders in the same venue gobbling up bandwidth.

Audio

What is the most common phrase you’ve heard online over the past year?

“You’re on mute.” 

“We can’t hear you.” 

“Sorry, we’re having technical difficulties.” 

Audio problems are one of the most common reasons people get frustrated in a virtual setting and leave, so you must get this aspect of your event right.

For crystal clear audio, include a quality microphone on the checklist for remote presenters. Ask them to ensure that they have a quiet room with no pets or children demanding attention. A good P.A. system is a must at the live venue, and presenters who move around will need lavalier microphones.

As for your web-based system, make sure you’re using an advanced online platform that includes reliable audio technology. For example, consider a Webinar Event Management platform that provides high-end customer support.

To avoid lag when remote participants interact with live presenters, ensure your audio streaming does not automatically include a delay.

Visuals

You’ve become a master of curating content at your events, packing them with fascinating guests, images, slides, and videos. At a hybrid event, you need to boost the engagement of virtual attendees who need extra attention to detail. For example, try adjusting your camera angles to show the presenters’ faces and expressions more clearly for remote viewers.

If you plan to show a remote guest on screen interacting with an in-person presenter, position a screen at the presenter’s side. When not used for conversation, this screen can be turned on to display remote attendees, connecting the two audiences. The live presenter can then turn to the remote guest and interact in a traditional in-person conversation.

For video and slide presentations, do tests to check if all visual elements can be easily seen when viewed on a laptop. You’ll need a high-resolution video feed to ensure your content is clear and legible, especially if the text appears on slides. Recorded videos should be shot with high-definition cameras for a crisp look, and screens should be big enough for both in-person and remote attendees to see the content.

Lighting

At a hybrid event, you need to heighten the immersive experience for your virtual attendees. Good lighting is crucial to ensure remote viewers feel like they really are a part of it all. Your expensive cameras and screens will be wasted without proper lighting.

One way to help remote viewers have the best experience is to include shots of the live audience during the action to ensure that lighting covers both the stage and the audience. In addition, lighting may need to cover specific audience locations, for example, where mics are set up for Q&A sessions.

Ask remote presenters to ensure a clean background with no distractions behind them and request they purchase a video conference lighting kit. These affordable video kits can include a stand, a phone holder, and an LED ring light that clips onto their laptop to soft light their face.

When looking for the best lighting options at the venue, consider brightness, adjustability, and durability. It would be best to choose durable LED floodlights for longer distances or a softer ring light for closeups of the talent.

Enlist Support

Even if you’ve thought of everything, minor and sometimes major mishaps can happen during any event.

If you want extra insurance for a smooth program, ensure technical support is dedicated to troubleshooting at the event. Internet connections, network, visual, audio, and lighting need constant vigilance to prevent and fix any issues.

Hold a rehearsal with support and include a team of testers viewing remotely on laptops to report any concerns. Keep a list of mobile phone numbers for each of your support contacts to quickly troubleshoot any problem that may arise.

The big day is coming! With eShow’s web-based products and services, rest assured you’ll have customer support helping you master the technical challenges of your hybrid event.

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8 Ideas for Effective Networking at Hybrid Events

The Covid-19 pandemic has required event managers to devise creative strategies for safely conducting corporate events. Although virtual and hybrid (part virtual, part in-person) events were initially offered as safer alternatives to in-person events, event managers are finding that these two formats offer additional benefits.

Virtual and hybrid events allow attendees to access the event from anywhere globally, which leads to higher attendance rates. Operating costs are also lower for these two formats because there’s no need to rent a venue (or as large a venue). For these reasons, virtual and hybrid events are expected to stick around post-pandemic.

However, for all of its benefits, the hybrid event format can make networking more challenging. It doesn’t readily allow for the kinds of spontaneous networking opportunities found at in-person events. Hybrid event attendees are looking to build effective relationships with like-minded professionals and expert event managers to facilitate those interactions. But how can event managers foster an effective networking experience when some attendees participate via an online portal and others are at the physical event site?

During breaks, in-person attendees will typically assemble and interact with one another, while virtual attendees will use an online forum to network. How can an in-person attendee network with a virtual attendee?  Also, how can the virtual attendees feel as much a part of the event as those attending in person?    

Although challenging, event managers can create a positive networking experience at hybrid events. Here are eight ideas for making it happen:

1.   Devise a Plan

To make the most of the hybrid event experience and offer attendees the networking opportunities that most interest them, event managers must be cognizant of what attendees really want. If some attendees have opted to participate in person, how eager will they be to interact with virtual attendees?  Will virtual attendees be satisfied connecting only with other virtual attendees?  A pre-event poll could prove helpful in ascertaining how best to facilitate networking at your hybrid event.

If you find that the majority of both in-person and virtual attendees are interested in connecting between groups, plan to provide a way for them to communicate and collaborate. The method that you decide to implement shouldn’t feel forced.

2.   Connect Both Groups Using Technology

Designate an on-site space/room for in-person attendees to log into your virtual event platform and have face-to-face video chats with virtual attendees. In-person attendees could also connect to the virtual platform via their phones or laptops.

Event managers can also use virtual matchmaking tools such as vFairs to connect in-person attendees and to connect virtual attendees. These tools allow attendees to be matched based on profiles and chat face-to-face or via online chat.

Using social networking platforms such as Facebook, Twitter, and LinkedIn offers additional opportunities for attendees to connect. By creating an event hashtag and encouraging attendees to track it, you’re providing another way for them to find others who are talking about the event.

3.   Enable Face-to-Face Interaction

To keep both in-person and virtual attendees fully engaged, provide opportunities to connect in a way that allows face-to-face interaction. There are various methods for accomplishing this:

  • Set up breakout rooms for group discussions
  • Integrate the virtual platform into the in-person event space
  • Arrange for both in-person and virtual speakers to answer questions from both attendee groups

4.   Include In-Person Attendees in Virtual Group Chats

It’s common for virtual event attendees to post comments or ask questions within the virtual event space. Consider giving in-person attendees at your hybrid event the opportunity to do the same. They’ll appreciate it even more if you allow them to access the discussion group via their smartphones for easy access and mobility.

You could also use a large projection screen to show in-person attendees what virtual attendees are saying within the online discussion group.

5.   Include Virtual Attendees in Breakout Rooms

If your hybrid event will have breakout rooms or include activities (scavenger hunts are popular breakout games), take advantage of technology to allow both in-person and virtual attendees to participate. Make sure your venue can accommodate your equipment and technology needs.

6.   Let the Games Begin

Another way to encourage interaction between in-person and virtual event attendees is to incorporate games into the hybrid event. Healthy competition is an ideal way to unite groups. When teams are created, their shared goals (winning the game) will foster invaluable networking opportunities.

7.    Don’t Forget Virtual Attendees’ Swag

To ensure that virtual attendees feel as much a part of your hybrid event as in-person attendees, send them the same swag (welcome packet) they’d receive if they attended in person. Also, send any items required to participate in activities.  

 8.   Don’t Underestimate the Value of Surprise

Although there’s something to be said for executing a well-structured event, add excitement for attendees by creating unexpected moments. An event that’s too structured could cause attendees to lose interest quickly. Leave space in the itinerary should attendees want to connect with friends or start a spontaneous face-to-face chat.

Final Thoughts

Planning an event in any format can be challenging but planning a hybrid event presents unique challenges. Event managers are tasked with ensuring that both in-person attendees and virtual attendees have a positive experience. In fact, a survey conducted by Swapcard found that of 352 event planners polled, 33.5% stated that their biggest challenge when hosting hybrid events was engaging two audiences. Most managers find that connecting the two groups of attendees allows for more organic networking opportunities and makes it easier for speakers and moderators to engage with all attendees.

With adequate planning, creativity, and taking advantage of available technology, managers can provide all hybrid event attendees with opportunities to make meaningful connections. At eShow, we provide event managers with customizable web-based solutions and interactive networking tools that make it easy for attendees and speakers to connect before, during, and after the event. We can provide everything you need to manage all aspects of your event – from planning to execution.

 Contact us today for a no-obligation demo.

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How to Host a Stellar Event on a Tight Budget

As an event manager, you may often find yourself having “champagne” aspirations for your events, but you’re working with a “beer budget.” A tight budget will require you to flex your event-planning muscles to make the most of the resources at your disposal. You can still pull off the successful events that you aspire to even if your funds are limited; you’ll need a healthy dose of creativity and ingenuity to do it.

Add the practices below to your event-planning arsenal, and you’ll be able to host legendary events despite a tight budget:

1.  Pin Down the Budget

Before you can start planning how to make the most of a tight budget, you have to be aware of just how much money you’re working with.  Knowing this can be instrumental in determining the best format for your event.  For example, you’ll know if you should opt for a virtual format if your finances don’t allow for venue rental, catering, decorations, and other aspects of in-person or hybrid events.

As you’re assessing your budget, keep in mind that you’ll need to allocate part of the budget for promoting your event.  Your budget will dictate the types of promotional methods that you employ.  Buying television ad spots and full-page spreads in popular magazines aren’t likely to be part of your promotional plans.  With proper planning, however, you can research cost-effective methods of reaching your target audience.

 2.  Cost-Effectively Booking Your Venue

If a virtual format isn’t right for your event and you must host your event in a physical location, there are some things to consider when searching for an affordable venue.  Of course, the venue needs to be large enough to accommodate your attendee list, but it also has to fit your budget.

As you search for venues, go off the beaten path and consider non-hotel conference/banquet rooms. Hotels typically charge a premium for meals and beverages, and there are often added service fees.  Also, compare venue rental rates for different days of the week and at different times of the year. You may be able to get a lower rental rate on your preferred event space during the venue’s off-season.

To get the best deal on your venue rental, start your search well in advance and stay flexible on event dates. This will give you time to weigh all of your options and compare different locations before making a final decision.

If your event requires specialized equipment (i.e., audiovisual), ask if the venue provides this as part of your rental rate or if you will have to pay extra.  Added fees can wreak havoc on your already tight budget.

Don’t be afraid to ask for discounts or waiving add-on fees. For example, if you plan to have a concert pianist provide the entertainment at your event, some hotels will charge for the use of their piano. If you’re hosting a large enough event, ask for this fee to be waived. Stress to the venue manager that your event could result in repeat and new business for the venue.   

 3.  Keep Food Costs Under Control

If you’ve ever had to organize a social event, you likely know that the way food is served to guests ultimately affects the cost. For example, if you’ll need to hire waiters to provide guests with table service, that will be more expensive than a buffet arrangement.  

Don’t feel that you have to provide a full meal. You could serve lighter fare such as crudités and other finger foods that guests can help themselves to. A spread of desserts, fruit, and coffee is another way to go.  Also, the costs associated with an open bar can add up quickly, so consider eliminating liquor and offer less expensive options such as wine, beer, and non-alcoholic beverages like soda and juice.

 4.  Book Local Guest Speakers Early

Corporate event attendees are accustomed to guest speakers being part of the program. However, booking guest speakers on a tight budget requires a bit of savvy and adequate planning. Not only will speakers’ fees likely be higher if you book them close to the event date, but if they’re not from the area in which your event is held, you’ll need to provide transportation and lodging.

To find suitable speakers in your area, check local public speaking groups or your local Chamber of Commerce. Some speakers may be willing to work for free as a way to promote their businesses if your event topic is in line with their industries.  An online search is another method of finding speakers willing to work pro bono.

5.  Defray Costs Through Sponsorship

The tighter your budget, the more you could benefit from event sponsorship. Not only can a sponsor(s) help offset the costs of hosting your event, but sponsorship from a popular, well-respected brand could also add prestige to your event.

To get sponsors on board, you’ll need to convince them of the benefits of partnering with you. The sponsor(s) that you choose should be closely related to your business/industry (you’ll likely have the same target market), but their product/service shouldn’t clash with yours.  Also, their interests shouldn’t clash with those of your event attendees.  

6.  Make Use of Technology

When you’re planning an event on a tight budget, you’ll need to keep a close watch on all expenditures made by planning team members.  Each member must stay within the budget set for his/her particular task(s). To keep expenses under control, consider using event management tools that make it easy to see where every budget dollar is going.      

Final Thoughts

Planning an event can be stressful, but a tight budget can heighten the stress level. By implementing the above practices, including using technology via budget-friendly event management tools, you can host an impressive event.

At eShow, our tools and web-based solutions can be customized to meet the needs of event planners working with limited resources. We not only help you stay on budget, but we provide you with everything you need to manage all aspects of your event. We’re with you every step of the way: from planning your event to executing it. Contact us today for a no-obligation demo.

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The Future Of Event Planning, Expectations Post-Pandemic

Slowly but surely, people are starting to emerge from lockdown and beginning to mingle once more. As this happens, governments focus on trusted vaccines to boost the level of immunity within the general population. Event planners may take some consolation from this situation and look forward to a sense of normality but, at the same time, realize that things may not be the same as they once were. So, if you’re thinking about staging a live event alongside an online version or as part of a hybrid approach, what do you need to consider – to give you the best chance of success in this new world?

More on Your Plate

For the foreseeable future, event planners will need to be careful and, importantly, will need to demonstrate to everyone else just how cautious they intend to be. Planning was never straightforward before and was always multifaceted, but now there will be even more hoops to jump through to ensure that an event is both safe and successful.

Screening Obligations

Most attendees are going to be very wary. As an event planner, you may need to introduce a screening regimen, so you know if your attendees are healthy or, perhaps, where they may have traveled recently. The easiest way to do this is by including a simple questionnaire within the registration process. You may also need to comply with local rules if regulators require you to screen those attendees upon arrival.

Eliminating Paper

You will want to keep paperwork to a minimum and move your entire registration process online. This move will minimize physical interaction and, at the same time, make your whole process much easier to handle anyway. You can use a product like eShow’s Advance Online Registration. This tool allows you to pre-populate these online forms and produce badge options customized and filled with barcodes before arrival. You will be able to take secure online payments and use all the gathered data for networking and event management.

Being Realistic

When it comes to targeting attendance figures – be realistic. Budget for a smaller attendance and make sure that you give people plenty of space when they are on site. The local government may set rules here, but even if they don’t, ensure that you keep at least 6 feet between seated participants. Work with the venue to handle meal functions and other activities as efficiently and sensitively as possible.

Be Seen to Be Clean

You need to go above and beyond when it comes to on-site hygiene. Event planners would typically leave this to the venue owner, but they will need to micromanage these more challenging days. Somebody will need to sanitize and clean all regularly touched objects during the day. You may need to place freestanding sanitizer stations at the entrance to each function room, and you should have a stock of facemasks available just in case. While the government may no longer mandate masks, some attendees may choose to wear one anyway. You’ll make people more comfortable if you show that you care.

Keep on Top of the Rules

You may also need to interact directly with the government in any case, as local authorities will surely look more closely at events during the early days of this new era. Consequently, you may need to provide them with a lot of information about your event – before, during, and after. You may also need to satisfy the authorities that you have taken the required steps to keep your attendees safe and ensure hygiene throughout the venue. Always be aware of the latest rules and regulations (which can change by the day), and don’t lay yourself open to any criticism.

Work Closely with the Venue Owner

Most event planners work with a third-party organization such as a hotel or conference center. Bear in mind that these companies may face their own challenges as they begin to reopen, and you may need to be aware of some shortcomings. After all, some of these venues may face staff shortages, which may mean that certain facilities on site are not open or running at a reduced rate. Many hotels have now eliminated the daily housekeeping routine. While this may make sense from a safety point of view, some of your attendees may not expect the change.

Always keep in close touch with the venue owner and ask all the right questions during the planning stage. Don’t wait until the event is upon you and run into a shortfall or find that you need to inform your attendees of a change. The more you know in advance, the better your communication can be – both with the venue and your attendees.

Tools and Platforms to Help You

There is no doubt that event planning will be more of a challenge in the post-pandemic world than before. It’ll be tough to create a hybrid and ensure that your virtual event is on par with your live experience. Therefore, it stands to reason that you should look for help from partner organizations that have as much experience in these fields as possible. 

For example, eShow has 24 years of relevant experience and can come to your rescue with a Virtual Event Management platform. This platform seeks to combine the worlds of digital and live into a full event experience. It can cover every element from registration through networking to session management, exhibitors, and sponsors.

You will find a powerful Webinar Event Management tool within the platform, a customizable environment to help you with your online presentations, interactive polls, chat sessions, or Q&A. You can organize customizable booths for virtual exhibitors so that they can promote their products to your online attendees. This can be particularly powerful if those exhibitors are not too sure about attending live events yet.

Opportunities Ahead – Choose Your Partners Carefully

One thing is for sure – you need to be flexible and aware as you plan any live or hybrid event. Yet remember, many of your attendees are hungry for that real-world experience, which will continue to present you with opportunities in the future. So, prepare well, stay safe and work with some forward-thinking partners like eShow to get you across the line.

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11 Essential Roles to Complete Your Virtual Event Team

Virtual events are gaining traction every where you look, and they are bound to gain speed and complexity in the future. With the continuation of events whether virtual or hybrid, a change in event planner responsibilities are inevitable. As an organizer, it is of utmost importance to compose a fully stacked team with a diverse set of skills and expertise that’s going support every facet of a extremely complex process.

Map out the roles and assign necessary responsibilities to your team. Having a dedicated person to a designated task creates a solid foundation and eases the process in terms of planning and execution — creating a well-oiled team machine. Listed here are the most common virtual roles to keep in mind:

Identify the key roles according to your team’s strengths and you can even combine them if need be. One person can take on multiple roles and be a flexible member of the team. Once you have delegated these roles, you can breathe easy since you are now prepared with any possible challenges with a specific person that can instantly and directly jump into it when needed. Do note that each member of your team should be well versed about the theme of the event. Provide all the necessary training and brief them with your goals. Once you have all the pieces together, all you need to do is put some oil on that machine and step on the gas now that your virtual event is good to go.

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