In case you hadn’t noticed, the way we communicate has changed over the past four months! For virtual and hybrid events, there are a few minor changes that make major differences.
Applicable to All Events
Great participant experiences, in-person or virtual, start with the understanding of WHY we’re having an event and WHAT components will deliver the outcomes we’re expecting.
First off, it’s important to define WHY we have events. Organizations have different expectations but they usually fit within a few general categories.
- Share Vision / Team Building / Inspire
- Award / Celebrate / Acknowledge
- Education / Training
- PR / Exposure
- Fundraising
- Entertain
Which of these apply to your event(s)? You’ll likely find three or more WHYs are relevant … that’s good! Next, every event is unique but there are a few core components, the WHATs, that naturally work for different organizations or types of events.
- General Session / Keynote
- Breakouts
- Exhibits / Trade Show
- Training / Demonstration
- Recognition / Awards
- Fundraising / Auction
- Reception / Socialization
- Entertainment
- Networking / Bonding
Like the WHYs of events, there are likely several WHATs you’re used to including too. Identify which of these are regular components of your event(s).
Virtual and Hybrid Events Specifically
Once you’ve identified WHY you’re having an event and WHAT core components will deliver the best participant experience, you’ll be ready to talk about solutions. Since in-person events are fairly common knowledge, we’ll only focus on virtual and hybrid. Effective solutions you need to consider:
- Adaptability – Start with something you’ve done before and tailor based on specific needs
- Scalability – Easily add/subtract participants and features
- Interactive – Design your whole event with participation in mind
- Cost Flexibility – Platform options, sponsorships, and co-branding opportunities
- Anticipation / Buzz – Pre-event promotions to build excitement
- Tiered Experiences – Customize participant experiences
The first three considerations apply largely to platforms. Virtual platforms are important … but they’re just a tool from a much larger tool box. It’s important to apply all six considerations to the platform as well as your production partner, funding alternatives, promotional potential, and customizable experiences.
Virtual Event Solution: All Online
An all-in-one virtual event solution should address …
- Content Generation – Video content (from a studio, on-location, or via 1:1 platform connection) and graphics that are played back during your live event.
- Pre-Event Promotion – Utilize the content to “tease” through social networks and direct communications.
- Scripting and Show Flow – Scripts and Show Flows need tweaking to accommodate a broadcast-style production.
- Delivery Platform – There are lots of platforms available (from Facebook Live to fully custom alternatives) which might make or break your event experience.
- Live Support – As important as the platform itself is someone to help participants that aren’t able to connect or having other issues.
- Post-Event Archive – Archival isn’t just for participants to re-watch but also becomes a searchable link and potential source of additional revenue.
Hybrid Event Solution: with In-Person Viewing Location(s)
This solution is for organizations that need/want a virtual offering plus one or more in-person experiences. In-person viewing solutions should address …
- Shared Group Experience(s) – VIPs gather to share the event … maybe even a meal … together. If you have sponsors/donors/partners that could fund a unique experience, this would be the option for them.
- Onsite AV Support – If the in-person experience is important enough to host, don’t leave technical support to in-house or volunteer staff.
Hybrid Event Solution: with In-Person Broadcast Location(s)
Like Viewing Location(s), this solution includes that virtual offering plus one or more broadcast experiences (and might be the origination point for your entire event). In-person broadcast solutions should address …
- Live Feed from Venue – Just like a multi-site TV production (imagine the New Years Eve broadcasts), we can turn in-person viewing locations into broadcast locations. This would enable specific sites to present live during your event and could be an additional source of revenue.
- Onsite Production – Technical support is even more important in broadcast situations … everyone, even those enjoying the virtual experience, sees wht happens at these locations … and should always be staffed by your production partner.
Add-On Modules:
These ideas are derived from traditional in-person solutions. It’s important to remove the barrier of in-person versus virtual and deliver the same experience to both audiences. Add-On Modules might include …
Curated Deliveries:
- Themed Materials (SWAG) – Including branded and/or sponsored registration packages, clothing, customized Zoom backgrounds … even centerpieces for a dinner event.
- Meal and Beverage Partners – This provides a comparable, planned experience for participants that don’t attend an in-person event. Consider a chain with locations in your target market(s) or a caterer you’ve partnered with in the past (odds are they’ll appreciate the business!).
- Delivery Partner – Delivery services (GrubHub, Uber Eats, Door Dash, etc.) have an extensive network and “large delivery” options. Alternately, using your organization’s volunteers maintains a personal connection with participants. Also, tips could be included in a nonprofit donation following your event.
Entertainment:
- Adding entertainment during breaks, receptions, and meals is a great way to retain participants. A DJ, band, or comedian are just a few options. These breaks can also be sponsored to generate awareness and/or additional revenue.
Auctions:
- Live and Silent Auctions can increase revenue for nonprofit organizations or donations to your favorite nonprofit group.
At Encompass, we have unique backgrounds that situate us perfectly to produce high end and complex offerings. We’ve worked in broadcast television, touring entertainment, live sporting events, and countless convention facilities across the country.
We have technical design experience and a disciplined process in place that allows us to easily scale events and shift from in-person to virtual without angst. There isn’t much that’s beyond our scope and we love the intensity of putting on events!
If you’re a planner working to create an event, seeking help with virtual event technology, or simply want to learn more … we can help! Sign up below to receive our updates (we promise to keep your contact information secure and won’t “overshare”).