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As a tike, did you own a book that had (in addition to brightly colored images) little patches of wool-like fabric incorporated into the animal images, images that you could scratch and sniff, and buttons that made squeak or chime sounds when pressed? If so, the author/publisher of that book was on to something. They […]
Everyone wants to make a good first impression. The same is true for events: An event’s overall success hinges on creating a memorable experience—and it all starts with registration. The registration and check-in process set the tone for the event, so it needs to run as seamlessly as possible, which means pre-planning and segmenting your […]
You put a lot of effort into organizing and subsequently staging your event and ensuring it’s a hit with all concerned. But are your participants really looking forward to attending, or does the very thought of it fill some of them with dread? Now, more than ever, it’s time to take a very good look at your package and decide if it makes the grade. Perhaps you need some significant changes to take into account life in this new era, but what do you need to consider?
You may go out of your way to understand your participants already. You may ask them for their feedback so you can improve your next event, and you may have created a notional “avatar” whose characteristics, demographics and personality match your target attendee. This approach is tried and tested in the event industry and is nothing new. But it doesn’t reflect the latest thinking and may not consider today’s challenging, emotional, and even anxious world.
To move to the next level, you need to make your events truly experiential. You should move away from anything generic and do your research to see how you can take advantage of your surroundings. Try to immerse your attendees in the atmosphere or eccentricity of your host town or city. See if you can create some niche experiences for them that help to lighten the overall mood.
Some people call this creating a “sense of place,” but it does not mean that you should simply seize upon the first activity suggested by the local CVB. Look for something different and unpredictable and avoid anything that is purely stereotypical.
PCMA, the world’s largest network of business event strategists, have a memorable name for this approach. They call it “orchestrating serendipity,” or engineering some unexpected but meaningful moments. In fact, they go into detail about this idea in a study that the PCMA Foundation co-authored with Marriott International. The study talks about a clear sense of place, where organizers can leverage the immediate surroundings to create a much rounder experience for attendees.
If your event caters to a younger demographic, you should know that this group tends to be far more interested in an experience than a bright, shiny object. They’re not likely to be impressed by a magnificently laid out ballroom with the latest in AV gimmickry. They’re more likely to be impressed by your cool activity, where they are taken to an authentic and perhaps off-the-beaten-path place to experience something that they may never have seen or felt before.
But this trend is not restricted to the younger demographic – and you may need to do something special to break the ice for a wider cross-section of your attendees.
Most people, truth be told, do not like walking into a crowded room full of strangers. This is particularly true in the wake of the pandemic, as people are still nervous and anxious and maybe even less likely to engage with strangers than before. It may take longer than average to unwind and strike up any conversations, and this may be a problem if your event is relatively short. Your people may not unwind in time to leave them with a good, lasting impression, and they may not have the time to cement new friendships. Consequently, they may feel somewhat empty when they leave.
Think about kicking off your event with several smaller groups and an experience of some kind, rather than bunching everybody into a generic meeting room. Look carefully around your community and ask the locals for their opinion. Find a place or an experience that “gels” with your attendees, based on the type of event and general demographic. Perhaps you can find a local artisan who is passionate about their work or a venue that is steeped in history relative to your group’s theme. Make the activity as low-key and informal as you possibly can, and make sure that it has a purpose or a hook of some kind to get your event off to a flying start.
Perhaps you can stage some of your breakout activities in the local community rather than at the hotel or conference center. Certainly, this may be more challenging to organize as you may have to arrange transportation and be creative with your schedule. But it will allow your attendees to see a lot more of the charm and character associated with the host town or city, and this can, in turn, make them more relaxed and open.
Try and weave some nature into the picture too. If the type of group allows and the weather plays ball, stage part of your event in an outdoor, rural spot.
Event planners must always focus on the deliverable and make sure that they hit the target. If the conference is meant to teach people a new skill, or an exhibition is meant to sell people on a particular product or service, then this is the priority. However, a planner should also spend at least an equal amount of time to cultivate a sense of community in place. They should do whatever they can to bring people out of their shells at the very earliest opportunity and make them feel that they have made a good choice. These people will want to justify their attendance, and if you can include something unexpected and entirely outside the typical event deliverable, you will be making a difference.
Safety is paramount today and more so than it ever was before. You always need to pay attention to cleanliness, social space, transportation methods and venue selection with this in mind. Yet if you can create a unique and safe sense of place for all your attendees, they’ll feel as if you care. They’ll enjoy a unique experience and something that they may not have been expecting. Before you know it, they’ll be raving about your style of presentation and eager to come back for more.
Event planning today is more complex than ever, and to help you do a job, you need to work with partners who truly care. This is why you should talk with eShow, an organization dedicated to support.
eShow helps to simplify your work by bringing many aspects under one umbrella. If you engage, you can take advantage of a comprehensive event management ecosystem of products. And remember, eShow will be there, wherever you need them. They can help you with your live, hybrid or virtual event – and will tell you what products could work best as you craft your new “sense of place”.
Thinking outside the box and keeping your audience engaged are two critical keys to any successful event. Now that virtual and hybrid events have become the norm, organizers must work even harder to keep energy high and hold their attendees’ attention.
Integrating games and competitions into events, also called “gamification,” is one of the hottest trends right now. Adding gamification to your event is one of the best ways to increase engagement, heighten brand awareness, and drive attendees to perform desired actions.
Despite its recent rise in popularity, there’s still some confusion about gamification and what it isn’t. It’s important to note that it’s not about turning your event into a big competition or creating something that resembles a fair; instead, event gamification is simply the process of incorporating game mechanics into the overall event experience.
It works because humans, by nature, like to compete; they also feel a strong sense of satisfaction when rewarded for their efforts. Gamification taps into this psychology to drive desired behaviors in a fun and exciting way.
Defining your desired outcome is the first step to successfully incorporating gamification into your events. Whether you’re trying to build your prospect list, upsell to current customers, or increase brand awareness, it’s essential to know how you’ll measure your success.
While gamification can add a significant amount of entertainment to your event, this shouldn’t be the only purpose. Instead, it should always be linked to a specific goal that directly relates to the success of your event. For example, you may aim for a 30% increase in exhibitor interactions or a 25% increase in attendee referrals.
Once you’re clear on your goals, choosing the best gamification format for your event is much easier. For example, if you want to ensure your sponsors and exhibitors get plenty of traffic, you may offer points for each display they visit.
Some other ways to use gamification to drive action include:
Using a mobile app with gaming capabilities will help you design and launch your gamification plan. While it’s critical to have the right technology in place, simply providing access to an app isn’t enough. You’ll also need to motivate your attendees to participate in the games and make it worth their while. Do it right, and you’ll create loyal brand advocates who will be talking about your event long after it’s over.
Since most people enjoy a bit of friendly competition, providing visual incentives like leaderboards, notifications, and personal scorecards can help keep your attendees motivated.
For in-person meetings, you may also consider giving out color-coded lanyards or badges for reaching certain levels. This will keep your gamification top-of-mind and encourage a competitive spirit.
Make sure your games are challenging enough to give participants a sense of achievement, but not so difficult or complex that attendees get frustrated or lose interest. It’s also essential to monitor your gamification in real-time. Keep an eye on how close participants are to earning awards and how engaged they are. If enthusiasm seems to be waning, make sure to send notifications reminding them how close they are to receiving a reward.
If you want people to get excited about your games, you’ll need prizes or rewards they want. While there are many options, ultimately, you’ll want to make sure the rewards you choose surprise and delight your guests.
For multi-day events, you may consider awarding experiences such as a VIP happy hour, a special dinner, a massage at the hotel spa, or an exclusive outing for those who reach certain levels.
Some organizations offer to donate to a charity of the winner’s choice, while others stick to traditional prizes, like a t-shirt and a coffee mug. As you choose the awards for your event, it’s crucial to think about what the prize says about your organization and the lasting impression you want to make.
Adding gamification to your event is an excellent way to guide your attendees to the actions you want them to take. It also makes them more comfortable, because they’ll know exactly what’s expected of them. In addition, when attendees are fully engaged, they’re more aware of their surroundings, allowing for deeper interaction with presenters and exhibitors.
Properly implemented, gamification converts “attendees” into “participants.” It helps them become fully immersed in the moment, learn new things, and get more out of the event than they otherwise would.
Gamification can create a fun and relaxed atmosphere and ensure a positive and rewarding experience. It can also significantly increase your return on investment by helping you to reach your predefined goals.
While the concept of gamification has created a lot of buzz lately, only a small number of organizers are currently using it to its full potential. By using gamification to upgrade your event experience now, you can ensure your events will stand out from the crowd. It will also allow you to increase both participants and sponsor engagement, encourage deeper connections, increase your session attendance, and improve the overall experience.
To learn more about how eShow can help you add gamification to your next event, request a personal demo. We’re happy to show you exactly how our mobile app works and help you choose the perfect line-up of products to ensure your next event is a stellar success.
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!
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
The New Year is right around the corner, making now the perfect time to re-think your event strategy for 2022. The past two years have been a challenge as planners struggled to find their way through unchartered territory, partially relying on trial and error as in-person events came to a halt and digital and hybrid events became the new standard.
Today, it’s clear that some hybrid event features – like lengthy presentations, unstructured happy hours, and virtual scavenger hunts – are best left in the past. For planners who want to make a splash in 2022 and beyond, it’s time to let go of the old and embrace a whole new way of thinking. Here’s a look at some of the top hybrid event tips to help you set yourself apart in the New Year.
While people are starting to get more comfortable attending in-person events again, it’s safe to say they won’t look the same for quite some time. Instead, most events will be smaller, shorter, and more locally focused.
In 2022, and for at least a few years beyond that, planners can expect to see fewer multi-day conferences and an increase in half-day meetings, roadshows, and local business retreats. Instead of centralized mega-events or events held only on the east and west coast, many companies will host multiple smaller events in various locations across the country.
One advantage of keeping things small is that it allows planners to focus on creating personalized, intimate experiences. For the time being, this is going to be even more important than the content and speakers – particularly for in-person event attendees. Since it’s now easy to consume content from the comfort of your home, attendees need a better reason to take on the expense and potential risks that come with traveling to an in-person event.
Event attendees no longer want to deal with scheduled event sessions and keynote speakers with limited access times. Instead, they want to access presentations when it’s convenient for them. This makes it important not only to live-stream speakers but to also record the sessions so attendees can easily view them after it’s done.
Not only is this far more convenient, but offering this option will keep your event, hosts, and sponsors top-of-mind for weeks after the event is over. One thing to note – if you offer your content for months after the event is done, the excitement will die down. To make the biggest impact, offer it for a couple of weeks or a month at most. This will give attendees enough time to consume the content while also encouraging immediate action.
Creating hybrid events is hard work and it requires planners to wear many different hats. To thrive in this arena, you’ll need to start thinking of yourself as not just a planner, but an “event producer.” Your job duties will include designing an engaging and effective program, creating an agenda that will work for both virtual and in-person attendees, and putting on a top-notch production.
Cutting-edge virtual event management software is now non-negotiable if you want to ensure your hybrid event runs smoothly. In addition, you may consider hiring a professional production team to create a thrilling sense of excitement for both in-person and virtual event attendees.
Sending event merch and swag bags to virtual attendees is still a great concept, but mailing generic kits to everyone is a trend that’s best left in the past. Now, you’ll want to take the time to customize the bags before shipping them out. While this does require more effort, doing so will create a more pleasing and intimate experience for your attendees.
There are many ways to add a personal touch before shipping out your packages, from allowing participants to choose food and drink preferences to providing certain items based on a participant’s job role or industry,
Continued uncertainty may make some sponsors hesitant to make large investments in in-person events. However, hybrid events offer them unique and exciting opportunities. Since opening up events to both in-person and virtual attendees increases the size of the audience, this offers much greater exposure. It also creates new ways to increase lead generation and raise brand awareness.
The more value you can bring to sponsors, the more money they’ll be willing to put into your events. Make sure your event management software makes it easy for you to promote them. Some options to consider include adding sponsor logos to registration pages and webinar presentations, offering both physical and virtual sponsor booths, and making it easy for all attendees to schedule appointments with event sponsors.
While it’s starting to look like things are getting back to “normal,” if the events of the past two years have taught us anything, it’s that you always need to expect the unexpected. To give yourself the best chances of success, try to think of everything that could possibly go wrong and develop an action plan for what you’ll do if it actually happens.
While this doomsday-mentality might cause you a bit of anxiety, knowing you have covered all your bases will make you feel more confident when the time comes. If something does happen, instead of breaking down or panicking, you’ll handle the situation without breaking a sweat.
If you truly want to thrive in the world of hybrid events, you need a top-notch suite of integrated software solutions. Trying to cobble together multiple platforms or making do with what you have simply isn’t good enough anymore.
That’s where eShow comes in. We offer a comprehensive platform for all of your in-person, virtual, and hybrid event needs. From registration and virtual event management to meeting logistics and RFID tracking, we’ll help you shine from beginning to end. Contact us today to schedule your free demo!
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:
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.
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.
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:
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.
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.
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.
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.
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.
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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