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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7 Ways to Prepare for your Hybrid Event

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! 

1. Define Your Objectives

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.

2. Determine The Configuration

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.

  • Live main and virtual participants, consisting of in-person presenters in one location and content streamed to virtual viewers.
  • Main and one-way pods, in which virtual viewers come together in groups to watch the live event together
  • Main and two-way pods, which allows attendees to present from different locations or to share perspectives on a topic
  • Studios and pods, which uses space to create and broadcast content to small groups in remote locations

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 . . .

3. Match Content to Delivery Systems

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.

4. Stand Out From The Rest

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.

  • Hire musicians to play live music between sessions and panels
  • Produce and show short, fun videos that tie into the theme of your event
  • Involve participants in interactive games, such as trivia, scavenger hunts, or virtual board games
  • Encourage attendees to become involved through a virtual show and tell

Like hybrid event configurations, the extracurricular activities you implement in your event are limited only by your imagination.

5. Promote. A lot

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.

6. Check, Check, and Re-Check The Technology

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.

7. Put Measurements & KPIs In Place

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!

Benjamin Franklin Was a G-enius

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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Research and Understand What Your Audience Wants from Your Hybrid Virtual Event

As an event planner, you know how important it is to have your finger on the pulse of attendee engagement tactics and tools. After all, you always want to produce an noteworthy event with content to remember. Now we are facing a new landscape in the post-pandemic world and may need to craft a hybrid event that features both in-person and virtual attendance. So, how can you make sure that you achieve your programmatic objectives on one-hand, while also ensuring that attendee’s feel connected, engaged and satisfied with their experience? How can you take advantage of some of the best tools in the marketplace today so that you leave nothing to chance?

Do Your Research

Before you begin to draw up your plans, gather as much feedback as you can. You may need to ask more pointed questions than you may be used to, and bear in mind that those who attend virtually may have different objectives than those who come along in person. Also, get into the habit of asking leading questions.

  • Ideally, you would have a survey at the end of each event to help you prepare for the next while memories are sharpest. Otherwise, schedule a discovery call with some key prospects so that you are aware of their expectations and can tailor accordingly.
  • You need to get a clear picture of your audience demographic. This can help you craft those different “avatars” that symbolize each type of attendee and can tailor your approach and content.
  • If you need to deal with different levels of experience, drill into each carefully. You may need to compromise in certain areas or generate backup collateral to help bring newcomers up to speed.
  • Do your attendees prefer to be led by the hand, or can you get away with a less formal presentation? The answer to this question will help you determine whether you need a workshop-style event or need to bring in some keynote speakers instead.

Remember, the more information you gather at this early stage, the better. Choose a broad cross-section of potential attendees, virtual and “live,” so you know what is likely to engage people and plan your event accordingly.

Presentation Options

When it comes to the type of presentation, you have several different formats to choose from.

Conference

You can create a hybrid conference and mix several hundred live attendees with, potentially, thousands of virtual participants.

  • Make sure that you bring in interesting, expert speakers who can provide in-depth material for all involved.
  • By all means, schedule some breakout sessions but plan these carefully so that virtual attendees can still engage.
  • If need be, create separate online sessions that will run simultaneously alongside your live breakouts.
  • Remember, it is far harder to hold the attention of a virtual attendee as they may have many other distractions that you cannot control.
  • Your schedule must be as flexible as possible so that attendees can show up for the sessions that mean the most to them.

Networking is, of course, a key component of any live event, but there is no reason why you should leave your virtual attendees in the wilderness. Use the latest tools so that they can engage with other attendees online or at the venue. Allow them to connect with speakers or do business with exhibitors, and remember, some speakers and exhibitors can be virtual themselves and may work alongside those attending the event “live.”

Training

If your primary goal is to educate, you can establish a training session that is both live and virtual.

  • Ensure that each session is as engaging or interactive as possible and guard against boredom.
  • Your approach will be essential if your content tends to be relatively dry, so choose your trainers carefully.
  • Presenters need to know the topic inside out, but they must be highly personable and connect well with remote attendees.

Exhibition

If you are planning an exhibition or tradeshow, you need to take a different approach.

  • You may be dealing with a large audience, and some people may be at various stages of the buying experience.
  • Try to make your virtual attendees feel that they are part of the action, so create an experiential or immersive event.
  • Ramp up your efforts to connect attendees through robust tools that enable networking and interaction at every stage.
  • If some of your attendees are exhibitors and their primary goal is to generate sales, integrate e-commerce facilities to make this as simple as possible.

Working with Tools

In today’s highly connected world, you do not need to work alone anymore. Industry experts like eShow have a range of products that can make it easy for you to connect with your attendees, whether virtual or in person. You’ll be able to gather data from these sessions so that you can analyze behavior and understand attendee objectives. You’ll also be able to integrate your own tools and services so that you always pull accurate data and push enriched data back to your platforms for the best effect.

Provide your attendees with mobile apps to refine their experience. They can download your app to their favorite device to help them find exhibitors, view interactive floor plans, and review session information. They’ll be able to read up about all of your speakers or take notes as they network with other attendees.

If you want to ensure that you provide your attendees (whether virtual or in-person) with the full event experience, consider eShow’s Virtual Event Management platform. You’ll be able to introduce a seamless registration experience where you can collect all of the information about your attendees while processing payments. You can open up your platform to  virtual exhibitors and sponsors who can design a customized virtual booth to converse with attendees. Make it easy for attendees to interact with exhibitors through discount coupons, brochures, and video chats.

If your event is webinar-based, eShow has that covered as well. The Webinar Event Management platform enables you to stream live or on-demand sessions through various presentation options to your virtual audience, so they do not miss out on anything. You can also engage your online attendees through interactive polls or chat boxes.

Plan Carefully and Choose Your Partners Well

Before you start planning your event,  make sure that you fully understand what your attendees are looking to gain from attending your event. Gather as much intelligence as you can ahead of time, and work with companies like eShow to help you plan it all out from registration to execution.

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Best Tips For Hybrid Events To Ring In 2022 With a Bang!

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.

Plan Shorter and Smaller Events

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. 

Focus on the Experience

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. 

Offer On-Demand Content

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.

Shift to an “Event Producer” Mentality

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. 

Customize Your Swag Bags

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, 

Focus on Your Sponsors

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.

Have a Backup Plan

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.

Embrace Digital Technology

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!

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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 Spark Memorable Conversation At Your Next Virtual or Hybrid Event

One of the beautiful things about in-person events is the ability to make true connections with the people you meet. Whether you’re interacting with clients, vendors, or speakers, there’s just something about being able to engage in natural, organic conversations.

The good news is, it’s totally possible to spark memorable conversations during your virtual or hybrid events as well! The key lies in taking deliberate steps to increase interaction in ways that create a natural and exciting experience for your attendees. Start with these tips.

1. Allow for Detailed Profiles

Allowing attendees to create detailed profiles is one of the best ways to encourage engagement. Make sure your virtual event platform gives online attendees the ability to add a photo, bio, contact info, and more. Not only will this allow everyone to showcase their personalities and interests, but they’ll also easily be able to follow up with each other after the event is done.

2. Add a Private Social Feed

Adding an environment where both in-person and virtual attendees can chat with each other during the event will create bonds. This will also allow them to share their thoughts and ideas and interact with each other in a way most people are already familiar with. To ensure the best possible participation, make sure you let attendees know about the platform ahead of time and encourage them to use it throughout the event.

Once your social feed is in place, you can also spark interesting conversations by asking interesting questions. This may be something event-specific, like “Which upcoming speaker are you most excited to see?” or something more random, like “What smell brings you back to your childhood.”

3. Use Breakout Rooms

Using a virtual event management platform will allow you to incorporate breakout rooms into your virtual and hybrid events. By allowing smaller groups to get together at certain points during the event, you’ll give everyone a chance to speak, ask questions, and share their thoughts and opinions.

4. Make it Fun!

No matter how exciting your event is, sitting in front of a computer all day can start to feel a bit boring. Break things up by adding in some fun and light-hearted sessions throughout the day or, at a minimum, at the end of the day. Virtual happy hours have grown in popularity. If that doesn’t appeal to your audience, you could add a cocktail class, virtual baking class, or a fun craft.

You can also involve your sponsors by having them offer swag that goes along with your planned event. For example, a sponsor could mail each attendee a cocktail glass engraved with their logo. While this is will require some pre-planning to make sure all attendees have the materials they need, the payoff is well worth it.

5. Add a Chat Feature

Providing a chat feature will keep your off-site attendees engaged and ensure they feel like they’re an important part of the event. By allowing attendees to chat with each other, you’ll also encourage personal connections that they can pursue after the event has ended. For best results, make sure your platform allows for both group and one-on-one chatting.

6. Group Attendees by Interests

During sign-ups, it’s a great idea to ask attendees why they’re joining the event or have them choose from a list of interests. Then, when you’re planning your smaller breakout rooms, you can use this information to match up attendees based on their shared interests.

7. Create Comfortable Spaces

When planning hybrid events, it’s important to pay attention to the comfort of both on-site and off-site attendees. In addition, you’ll also want a set-up that makes it comfortable for in-person and virtual attendees to interact with each other.

Luckily, there’s plenty of modern technology that does just that. Many event spaces are already equipping their conference room with systems that help everyone communicate. While it’s normal to focus on the comfort of your in-person space, it’s also critical to make sure you can make it work for everyone. Live attendees must feel that they have enough space to walk around and not feel over-crowded, while virtual attendees must be able to contribute to the conversation just as if they were there.

8. Pan to the Crowd

One of the benefits of hybrid events is the ability to use cameras to make everyone feel connected. When recording your events, take advantage of the opportunity to cut to the crowd and put their faces up on the big screen right alongside your featured speakers. This can break up an otherwise monotonous event and create unexpected conversations. Even better, the randomness of this unexpected move can make everything feel even more real.

9. Add Some Friendly Competition

There’s nothing quite like competition to get the conversation going. Plan a fun event that both virtual and in-person attendees can do together. This could include taking certain actions during the event, solving puzzles, posting photos, or having a scavenger hunt. You may even consider creating teams made up of virtual and in-person attendees, so they have to work together to achieve their goals. This is also another way to involve vendors, as they can provide branded prizes to the contest winners.

10. Get Social

The excitement of your event doesn’t have to end after everyone goes home! Consider creating a Facebook group for attendees. This will allow them to connect more deeply. You can also share photos of the event, create posts to spark additional conversations, and start generating excitement for the next year’s event right away.

eShow Helps You Create Unforgettable Events!

At eShow, we provide the technology you need to make true connections during your virtual and hybrid events. Ask us today how we can help you create memorable conversations that will have your attendees thinking about you and your company long after your event is done.

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