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Audio, Visual and Lighting Tips For your Next Hybrid Event

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

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

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

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

Choose A Venue That Can Support Technical Needs

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

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

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

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

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

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

Audio

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

“You’re on mute.” 

“We can’t hear you.” 

“Sorry, we’re having technical difficulties.” 

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

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

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

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

Visuals

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

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

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

Lighting

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

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

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

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

Enlist Support

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

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

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

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

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8 Ideas for Effective Networking at Hybrid Events

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

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

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

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

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

1.   Devise a Plan

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

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

2.   Connect Both Groups Using Technology

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

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

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

3.   Enable Face-to-Face Interaction

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

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

4.   Include In-Person Attendees in Virtual Group Chats

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

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

5.   Include Virtual Attendees in Breakout Rooms

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

6.   Let the Games Begin

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

7.    Don’t Forget Virtual Attendees’ Swag

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

 8.   Don’t Underestimate the Value of Surprise

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

Final Thoughts

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

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

 Contact us today for a no-obligation demo.

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How to Host a Stellar Event on a Tight Budget

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

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

1.  Pin Down the Budget

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

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

 2.  Cost-Effectively Booking Your Venue

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

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

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

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

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

 3.  Keep Food Costs Under Control

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

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

 4.  Book Local Guest Speakers Early

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

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

5.  Defray Costs Through Sponsorship

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

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

6.  Make Use of Technology

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

Final Thoughts

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

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

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The Future Of Event Planning, Expectations Post-Pandemic

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

More on Your Plate

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

Screening Obligations

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

Eliminating Paper

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

Being Realistic

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

Be Seen to Be Clean

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

Keep on Top of the Rules

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

Work Closely with the Venue Owner

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

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

Tools and Platforms to Help You

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

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

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

Opportunities Ahead – Choose Your Partners Carefully

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

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11 Essential Roles to Complete Your Virtual Event Team

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

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

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

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