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Event planners are hardy individuals, always ready to roll their sleeves up and turn out miracles. While they may not be afraid to put in the hours necessary to plan a successful event, they won’t turn their nose up at the opportunity to streamline either. And this is where new technology comes to the fore […]
By now, doing things virtually has become a way of life. For event planners, this often means working with clients that you rarely or never see in person. While things are slowly starting to return to “normal,” many people are still working from home and attending events virtually. Living life behind the laptop is now […]
Hybrid events became popular once Covid-19 entered our lives and, although restrictions are being lifted and in-person events are returning, this event format is expected to stick around. The adage “the more, the merrier” should come to mind when planning your hybrid event and direct you to create an inclusive event. You want everyone to have a positive experience.
You should aim to accommodate attendees with disabilities not only because the ADA requires it but because it’s the right thing to do. For being conscientious, you’ll be rewarded with increased attendance which translates to higher revenue from registration fees. You can also tout your attendance rate when promoting future events (similar to a promoter boasting prior sold-out concerts).
Here are ways to make your hybrid event more accessible for both virtual and in-person attendees.
For those who prefer to attend your event in-person, ensure that your venue can accommodate physical limitations. Consider the following:
Is there an elevator or ramp access? When researching venues, some will indicate on their website whether they can accommodate visitors with physical limitations. In addition to an elevator, a parking lot with a cut curb or ramp will give those in wheelchairs or scooters easy access to the building. The building entrance also needs to be wide enough. If it’s not included on the venue’s website, a quick call or email should yield accessibility details.
Is your venue easy to access (for all attendees)? If your event will take place in a bustling metro location, what’s the best route for attendees to take? Is construction taking place nearby? Provide this information in your registration materials to save attendees time and make it easy for them to reach the venue. If some attendees use wheelchairs and will be arriving by subway or train, provide the link to Google’s Wheelchair Accessible Routes.
Is there nearby parking? For attendees using wheelchairs, canes, and walkers, available parking needs to be close to the venue entrance.
What’s the seating set-up? Is there enough space in the seating area to accommodate wheelchairs, scooters, canes, walkers, and service animals (this is important, as other attendees may be uncomfortable being near animals)? Having a designated area for those with physical disabilities is ideal to ensure that their needs are met.
Accessible hotel room options: When reserving a hotel block, include rooms that accommodate persons with physical limitations.
For deaf and hard-of-hearing attendees, you’ll need to accommodate both those who attend virtually and in person.
Will you provide an interpreter? For hearing-impaired attendees, will you employ the services of a sign language expert? Will you provide assistive listening devices? American Sign Language (ASL) includes signs for many words; however, there isn’t a sign for everything. Provide interpreters with written program materials in advance so they can decide how best to express unfamiliar terms to hearing-impaired attendees.
People born with the ability to hear may rely on other forms of communication besides ASL, so captioning video content (for both virtual and in-person attendees) will be helpful. Insist that speakers and attendees use microphones and always face forward to allow for lip-reading. If you’re planning to have background music, this could be distracting to hearing-impaired attendees trying to hear what speakers are saying.
For visually impaired attendees, ensure that sufficient lighting and print materials are easy to read (minimum 16pt sans serif font on gloss-free paper). Blind attendees may request handouts printed in Braille or screen-reading software (virtual attendees).
As earlier communicated, you don’t want attendees showing up to the venue only to find out that an elevator is broken or something else isn’t in place. A few days before your event, call the venue and make sure everything is good to go. If not, you’ll have time to devise a plan B or let attendees know about any changes. They may then opt to attend digitally (formally virtual).
Make sure attendees know the steps you’re taking to make your event accessible to all. To do this:
All digital (formally virtual) and in-person attendees to your hybrid event should be able to access event information and registration easily. To create an accessible website:
To ensure that your hybrid event goes off without a hitch, take the time to become well-acquainted with your digital event platform of choice (Zoom, YouTube, etc.) Conduct run-throughs of any technical and audio-visual elements ahead of the event to smooth out any glitches.
It will take more thought and work to make your hybrid event more inclusive, but if it makes your special-needs attendees more comfortable, it’ll be worth it. Always gather feedback after your event to see if you hit the mark. Did attendees feel they were able to participate fully? Use their responses to continually improve on your accessibility efforts.
Consult disability groups and resources such as the ADA for planning guidance and solutions. Use the information gathered with eShow’s interactive Exhibit Sales & Floor Plan Management module to create an accessible floor plan.
At eShow, we can help with all aspects of your hybrid event – from planning to execution. Our interactive online tools put successful and memorable events within your grasp. Contact us today for a no-obligation demo, and we’ll show you how to ensure that all attendees benefit from your event and much more.
Have you ever received an invitation to an event and had a lukewarm reaction until… you saw that the event was being held in a fabulous locale? According to a study from the Journal of Convention & Event Tourism, you’re not alone. The study found that event attendees hold the venue (and local attractions) in higher regard than the event’s topic, networking opportunities, sessions offered, and cost.
As an event manager, you’ll still have to provide an enriching and immersive experience for attendees but venue selection will be one of the most critical decisions you’ll make during the planning process. But what type of venue will pique attendees’ interest and ensure your desired registration rate? Upscale hotels and top-rated conference centers are nice but (yawn) rather overdone.
Why not think out of the box and offer attendees an experience that can serve double-duty as a business meeting/workshop/trade show and mini vacation? When considering a particular unique venue, it should not only be close to local attractions and have stellar amenities – it should be large enough and have a layout that accommodates your attendee list and technical needs (i.e. AV equipment). During the Covid-19 pandemic, the selection of a larger venue (preferably outdoors) will allow for adequate “social distancing” and is an ideal way to show attendees that you care about their health and safety.
Representing different regions of the United States, below are several “off the beaten path” venues to consider. A business-related event held in a mansion, castle, or winery? Definitely.
Not only is MOMA one of the largest and most influential museums of modern art in the world, but it has the capacity to accommodate your next event.
How would you like to offer attendees an opportunity to experience rolling hills, lush vines, and a striking view of West Grand Traverse Bay? This rustically charming venue has “star appeal” considering it’s owned by Madonna’s father who offers wine selections that honor the “Material Girl”. The capable staff is happy to work with other vendors to ensure a seamless experience.
One of the oldest (and largest) yacht clubs in the world, the Detroit Yacht Club is adjacent to the Detroit River. This impressive venue boasts magnificent Mediterranean architectural details and a spectacular view of the Detroit skyline. The club has both intimate and large spaces, accommodating events of varying sizes. It’s perfect if you’re seeking a unique venue that’s rich in history and grandeur.
If you want to treat attendees to an Old Hollywood glamour experience (complete with gourmet dining), consider this venue. It was built in 1927 and offers three spaces in which to impress attendees with your fresh content: one of the ballrooms, the art salon, or the courtyard garden.
If you’ve ever visited a Planet Hollywood’s location, you already know that your attendees will be in for a truly epic visual experience. Your content will have to be interesting to compete with this venue for attendees’ attention. Flexible spaces featuring iconic movie scenes and rare Hollywood memorabilia will help create an event attendees won’t forget.
If you want an elegant setting with a rich history and modern-day luxuries, Oheka is the way to go (what can I say, it’s a castle after all). It’s designed to impress top executives and corporations in one of the 32 luxury guest rooms and suites, plus it offers 23 acres of formal gardens and lawns. The versatile function rooms can accommodate events of 10 to 400 attendees.
Oheka is situated on Long Island in the serene town of Huntington, NY, between Manhattan and the Hamptons.
Choose from indoor or outdoor spaces at this 140-acre botanical garden located in Papago Park. Attendees will be surrounded by over 4,000 varieties of desert plants and wildflowers and treated to a sumptuous gourmet meal. This venue can work with any budget or vision. It’s an ideal choice for events with a relaxed vibe.
Built in 1867, this Italian-Renaissance style mansion has been home to numerous owners and has survived several natural and man-made disasters with all of its original fixtures intact. The property has various rooms and areas for workshops, seminars, and fundraisers. Small group activities and meetings can take place in the intimate parlor, walnut library, or dining rooms. The spacious marble atrium/ballroom and a grand living room can accommodate larger groups. Tents and/or tables and chairs can also be set up in the gardens and courtyards.
The Chicago Cultural Center is one of the city’s most popular attractions and the cultural heart of the downtown Loop neighborhood. The stunning landmark building takes up an entire city block and is home to the world’s largest Tiffany stained-glass dome. Located across the street from Millennium Park, it can accommodate everything from small corporate meetings to large galas in spaces that include galleries, halls, and a theatre.
It bears repeating; location is the most important factor to consider when planning your event. If one of the venues above piques your interest but you don’t want to travel outside of your immediate area, you can always search for a similar local venue.
Although most of the venues above don’t offer lodging (you’re trying to get away from hotels, remember?), you’ll still appreciate eShow’s Housing & Travel Management module to help you manage reservations and track your room blocks.
Let eShow’s interactive Exhibit Sales & Floor Plan Management module help you bring all of your exhibitor and floor plan tasks into one space. It can transform your hard copy floor plan into a virtual floor plan and allow exhibitors to select booths, add sponsorships, and make payments.
No matter how captivating your chosen venue is, you’ll still need to manage seat and/or table assignments. Our Banquet & Seating Management module makes it easy for attendees, exhibitors, and sponsors to purchase tables and sets for single or multiple events.
To find out more about how eShow can be of service, contact us today for a no-obligation demo.
While many attendees are thrilled to be heading out to in-person events again, before you know it, they’ll also be sick to death of the same-old stuff. Conventional venues are still appropriate for certain types of events, but if you don’t want to bore your guests, thinking outside the box is the name of the […]
As an event planner, you’ve got to wear many hats. You need to be practical but creative, assertive but also compassionate. In fact, you need to be both left-brained and right-brained, even though conventional thinking says that you should be either/or. Certainly, this can make for a challenging but also satisfying career, but it will also require some careful planning along the way to ensure that you are always ready for whatever comes in front of you. In particular, you need to focus on your EQ (emotional quotient) and especially in these unusual times. What do you need to think about here?
Most people are familiar with the concept of IQ, or the standard measure of mental capability. The term is often used in business, and there are tests to measure where you stand according to a scale. Not many people know about EQ, but it is definitely worth looking into it as an event planner.
Your emotional quotient or intelligence can undoubtedly help you to deal with the everyday stresses of event planning. It can help you ground yourself and work out why you are planning the event in question, and it can help you keep your sanity when things get awry.
If you focus on building your emotional intelligence through mindfulness, then you’ll be able to use those emotions in positive ways. You will plan more effective and more meaningful events, become more empathetic, and help to keep stress levels low all around you. In short, you could stop a problem from developing into a crisis while you help others deal with their stressors as well.
Don’t dismiss this idea as “woo-woo.” EQ is valuable, and it can help you be much more successful as an event planner. It can help you to interact with colleagues and customers more effectively and generate positive energy wherever you go. If you are seen as more successful and as pleasant to be around, success, both in personal and professional terms, will follow.
What are some of the ways to foster emotional intelligence?
The global pandemic has brought health and fitness into sharp perspective for almost everybody. While this has been a particularly difficult time for the event industry, it’s been an even more difficult time for millions of ordinary people who have seen heartbreak all around them or may have had to come to terms with their own mortality. This is a serious situation that needs to be addressed by every event planner as they go forward. Planners need to understand that wellness is now a top priority, and it must be incorporated, in one way or another, into each event that they run.
Of course, as you develop your EQ, you will become more empathetic and want to ensure that those around you (both customers and colleagues) are doing well. You’ll want to develop your soft skills and help others around you to do the same. Consequently, each element of the event should be viewed through this lens so that you can create an event that can help others grow.
When you look at every element of your event, ask yourself whether you can improve its delivery from a wellness point of view. If you do that, you’ll make all your attendees feel more comfortable and be far more likely to attend one of your events in the future.
If your event features catering, look carefully at the menu. Of course, you will need to provide options, but add as many “brain-friendly” foods to the menu as possible. Work with a nutritionist, if need be, to help you strike that balance.
If you’re organizing a conference, consider adding a breakout related to mental health and well-being issues. Don’t be afraid to raise these subjects and provide an inclusive environment where people can discuss as needed.
Think about general health in addition to mental well-being. Incorporate some measures to help your attendees and understand that some elements of your event could be stressful from a physical perspective.
No event exists in a vacuum, and planners need to be aware of the environment all around. They need to be able to schedule some activities that recognize corporate social responsibility, to help communities in the general area during difficult times.
These activities can be powerful tools when it comes to building relationships with clients. They can provide added benefits such as increased brand recognition and an all-important “feel good” factor for participants.
According to the International Association of Exhibitions and Events (IAEE), these activities are a perfect example of the positive impact of events and exhibitions on local communities. IAEE leads the way with an annual event called Humanity Rocks – a Celebration with a Cause, which has raised funds for a children’s home and shelter.
When event planners come up with a way to include meaningful activities as part of a CSR plan, everybody wins. Participants feel engaged and more loyal to the company, while you, as the event planner, are seen as somebody who goes the extra mile. Don’t forget that both you and your colleagues can enjoy that feel-good factor as well and add to your EQ at the same time.
Of course, event planners need to use tools and services to help them plan and produce their events, as there is a tremendous amount of work involved. So, in this era of more accountability, corporate social responsibility, and closer engagement, it makes sense to work with a company that is wholly aligned to these principles and goals.
This is why you should engage with eShow, an organization founded in 1996 that’s helped event managers like yourself run thousands of events worldwide. eShow is an agency with a difference, however. They want to help you build meaningful and long-lasting relationships by providing a raft of services – and to help build synergy across the board.
The team at eShow fully understand how an event should be produced from start to finish and can apply this expertise across all three event models – in person, virtual or hybrid. Most importantly, the team truly cares about not just you as the event planner but your team, the attendees, and the end result. After all, they are all about honesty and transparency through engagement and will never stray away from their core values.
So, give eShow a call and see how they can help you to build that all-important event EQ.
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 […]
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 […]
Back in the day – in other words, before COVID-19 – getting ready for meetings and events meant time, preparation, and planning. But live functions had to move to hybrid and virtual platforms due to coronavirus-driven lockdowns and social distancing mandates.
While the way in which meetings and events content is presented differs from pre-2020, preparation is still required for success. There is more to a positive hybrid event than putting together many presentations and speakers, dumping them on a streaming service, and believing that participants will happily show up.
The good news is that these following seven steps can help you develop and implement a successful hybrid event, one that attendees, presenters, sponsors, and vendors will talk about and remember!
This might seem to be a basic point, but before you book your first speaker or sign on that vendor, figure out the point of the event. Not all are created the same. Do you want to educate and inform? Provide networking opportunities? Buy, sell, or swap items? Your answers to these questions will help formulate the type, venue, and configuration of your event.
Take some time and effort to consider your organization’s goals and how the event you’re planning will align with those aims.
Let’s return to the definition of hybrid events. According to Meeting Planners International, hybrid events “include any meeting or event with at least one group of face-to-face participants that digitally connects with participants in another or multiple locations.”
This definition provides a framework for many different set-up configurations, such as the following.
Putting your configurations on paper (literally or figuratively) will lead to more efficient planning. It can help you plan for the right content and activities. Speaking of content . . .
Think about this. When you planned live events before 2020, your focus might have been on keynote speeches, main presentations, or breakout sessions. This planning, in turn, drove the type of content and activities delivered in these formats. Content that might be effective in a breakout session would not have worked out quite as well in a round-table format.
It’s the same with a hybrid event. The highly effective presentations in a live event could fall flat in a streaming environment or pod interaction. While you’re at it, be sure your speakers are comfortable with the designated formats. Someone who struggles with public speaking might do just fine with an online presentation, while another individual with a compelling physical presence would be more effective in person.
Many, many organizations are developing and putting on hybrid events. This isn’t a bad thing, but it does mean that all these events are remarkably similar.
Don’t fall into this rut. You took pains to ensure that your pre-COVID life happenings would be events to remember. Do the same with your hybrid offering. There are various “extras” you can add to move your meeting or event from the mundane to the spectacular.
Consider the following ideas.
Like hybrid event configurations, the extracurricular activities you implement in your event are limited only by your imagination.
Certainly, hybrid events allow for outreach to more participants than ever. But don’t fall into the “if we build it, they will come” mentality. People still need to know that your meeting and presentations are taking place. They still need to understand why such events are important to them and why they are helpful. Therefore, having your promotion plan in place is an essential part of preparation.
For the maximum benefit and impact, be sure that you target your audience, prepare carefully crafted messages, and deliver them through appropriate mediums and at the right times.
Before your live event got off the ground, you made sure that microphones worked and audiovisual equipment was functional. You also made friends with the tech person; in case something went wrong.
It would be best if you did this in preparation for your hybrid event, too. In fact, planning is even more important for a hybrid happening because more technology will be in use. You’ll be juggling streaming services, videoconferencing equipment, webinar software, and audio feeds. In addition, you’ll want redundancies in place should something go wrong. And you’ll want to make friends with the tech person.
How did you determine the success of your live event? How did you ensure that objectives were met? By the way, remember objectives? The first preparation requirement?
At any rate, to answer the above, you would place audience measurements and feedback in place before the first presentation. The same holds for your hybrid event. Before your first participant logs onto Zoom or your first presenter takes the stage at a live venue, you need your key performance indicators and feedback mechanisms in place. This feedback can tell you if that hybrid event met your objectives.
Feedback mechanisms can include emailed surveys following a streaming meeting, virtual polls after a keynote address, or even live commentary during a particular breakout session. Any way in which you can gauge participant response can be helpful for future events!
According to the philosopher, scientist, and Founding Father Benjamin Franklin, “if you fail to plan, you are planning to fail.” This is certainly true for life in general and your hybrid event specifically. Preparation is essential to ensure success and to help reduce any potential problems.
With a sound strategy and plan of action in place, your event will resonate with attendees, presenters, vendors, and others.
To help manage any meeting or event in any format, visit eShow to learn about tools and web-based products that can direct you to success!
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