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Elevate Your Next Virtual Event: Top 10 Tips
Virtual events are convenient but may preset attendees with many distractions at the same time: While it may be easier to attend a virtual event, it’s also easier to leave one. Distraction is only one click away. Online audiences are value conscious, and they expect more—more interaction, more entertainment and more conversation.
Now more than ever, it’s vital that organizers invest in their virtual events, up the production values and boost the experience for their attendees. We’ve put together our top ten tips to help you elevate your next virtual event and keep your audience glued to the screen.
Get all of the Virtual Event Top 10 Tips by clicking the button below:
Ready to get more done, save time, and reach your hybrid event goals quicker?
As a supplement to the Hybrid Event Handbook, this dynamic Hybrid+ Event Checklist is a planning tool that will help you ensure you’ve covered all of the components you need to consider for a Hybrid event of any size.
Check off safety measures, recording capture, data analytics and more through our checklist which is broken out into these 6 key drivers:
- Environment
- Experience
- Engagement
- Connectivity
- Content
- Production
6 Key Drivers
“There are more ways to join audiences and presenters across multiple venues and locations.
And there are more ways to use technology – both traditional audiovisual and cloud solutions – to enhance your brand or association, engage your participants, and collect data that offers new insights into the event experience.”
Environment
Experience
Engagement
Connectivity
Content
Production
Related Planner Tools
Download Now
Do you have the right infrastructure, bandwidth, and support for your next Hybrid event?
As a supplement to the Hybrid Event Handbook, this dynamic Hybrid Event Internet Connectivity Checklist is a planning tool that will help you assess the capabilities of your event location.
Determine your network needs around bandwidth delivery and overall network capability. Consider the value of:
- Network data
- Back-up solutions
- Clear dedicated connection
- Dedicated and knowledgeable support
- And more
Download the Hybrid+ Internet Connectivity Checklist
6 Key Drivers
“There are more ways to join audiences and presenters across multiple venues and locations.
And there are more ways to use technology – both traditional audiovisual and cloud solutions – to enhance your brand or association, engage your participants, and collect data that offers new insights into the event experience.”
Environment
Experience
Engagement
Connectivity
Content
Production
Related Planner Tools
Download Now
Download Now
Hybrid Event – Leadership Conference
Objectives
Consulate Health Care needed to pivot their annual 3-day in-person Leadership Conference to a hybrid format. Using a Presentation Stage™, the leadership team set out to share their vision for emerging beyond the pandemic with a positive outlook. They were looking for a meeting solution that could: Host their awards ceremony bringing award winners onsite. Engage their team members located across the US to join and earn CEU’s. Integrate 3 – 5 sponsors into their event.
Line of Business: Senior Healthcare Services
We Delivered: Presentation Stage, Chime Live Platform, Live and Pre-recorded Presentations, Networking Session, Awards Presentations.
Solutions
Develop and execute a virtual leadership conference that had all the elements of their traditional live event. Implement a hybrid event solution using the Chime Live event platform to connect and engage with teammates, sponsors and keynote speakers. Integrate their “Superhero” theme at the Presentation Stage™ and throughout Chime Live. Host 11 networking breakout sessions for team members, to engage with Executive leaders. Activate sponsors by having them virtually introduce the keynote speakers, display banner ads within the platform and enable team members to post their pictures with their sponsor swag in the interactive tab.
Results
Successfully shared strategic objectives, recognized exceptional performance, connected, and inspired all participants. Almost doubled participants from 250 in-person in prior years to over 400 joining virtually. Consulate Healthcare will be hosting their July event at the Encore Presentation Stage in Orlando, FL.
What our clients have to say:
Attendee Comments: “What an energizing first day”, “Leaving this conference… SPIRITED!”, “Absolutely enjoying this presentation.”
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
‘Hybrid’ is defined as the combination of two different elements. In the context of hybrid events, it’s;
"a physical meeting in which an online audience also participates. Essentially, both the physical as well as the online audience come together and participate in the same experience or content at the same time, from different locations."
The benefits of a hybrid event for meeting and event planners lie in the benefits of hosting both the in-person experience as well as the virtual.
So why go hybrid now and not wait until restrictions ease so we can go back to ‘normal’?
The short answer is, the days of only in-person events may be long gone. Restrictions don’t appear to be easing anytime soon, and event planners are starting to capitalize on the benefits that hybrid events can bring. Another growing indicator for an adaptation to hybrid is the fact that participants are more engaged and are enjoying the new format.
According to IMPACT, in 2021, video (including web conferencing) is projected to account for 80% of all internet traffic.
The shift to hybrid events reflects changing attendee behavior and expectations. If you’re looking for reasons to add a digital or streaming component to your event – here are some key benefits of hybrid events.
Why adding virtual to your event can create positive ROI
Event planners are well-versed in the benefits of an in-person experience, so let’s look at what adding in a virtual component can bring:
Increased Attendance
While a venue has capacity limitations for in-person attendees, hybrid events provide an opportunity to reach audiences across the world. By removing the need to travel, you’re effectively able to increase your number of registrations and appeal to a broader audience.
Thought-leadership
If cost-savings leave you with a larger budget, consider reaching out to presenters who may have previously been out of reach or who are new. This creates an opportunity to build new connections, give your attendees access to new and in-demand speakers and gives presenters exposure to new audiences.
Networking
Interactive virtual platforms like Chime Live are designed to facilitate engagement and networking online. Whether
via chat, live polling, virtual break-out rooms, video chat, or connecting via social feeds, the digital experience opens up new opportunities for presenters and attendees to engage on a more intimate level than in the past. The beauty of an event platform like Chime Live is the connection created between the in-person and virtual
attendees. Rather than treating them as separate audiences, the platform is designed to be all-inclusive, giving each attendee the same experience no matter where they login from.
A New Revenue Stream
Take advantage of the online environment and seek creative virtual event sponsorships that will bring in more revenue and ultimately increase your ROI. If you’re streaming your event live or offering it on-demand, it’s a great opportunity to drive revenue via banner ads, ticketed content, sponsored segments, digital swag bags and more.
Data to Report on
The qualitative nature of in-person events make it a challenge to determine if you’ve successfully hit your goals and targets. The benefit of a hybrid event that introduces a virtual element, is in knowing who attended, when they attended, for how long, what they watched and so much more. This gives you the ability to provide sponsors with data to justify ROI, and importantly, it provides you invaluable insights for improvement.
On-Demand Viewing
A key benefit to adding a virtual component to your events is being able to stream it live or on-demand. This eliminates any time-zone or scheduling conflicts and means your audiences can access the content at a convenient time. Similarly, allowing attendees to view on-demand extends the life of content investment beyond event day.
The Opportunity for Social Connection
With travel and lifestyle restrictions impacting the way we connect, hybrid events provide the benefit of social- connection with people around the world. Integrating social media into your virtual event platform is a great way
- to connect your participants and amplify the social reach of your event.
Why you need to keep the in-person experience
Humans are social by nature. We need to belong, to connect, and to share moments. We even communicate subconsciously through body language and pheromones, with powerful impact.
The benefits of a hybrid event lie in the elements of in-person interaction and the benefits of adding a virtual component. When executed well, hybrid events have the ability to create truly transformative experiences.
Level up your hybrid event game and earn CE credits!
Get the best hybrid event production with Encore
Encore are experts at planning and delivering successful hybrid events – the ones that stand out and keep your attendees coming back. With unparalleled creative, production and technology solutions, you can be confident in the end-to-end production of your hybrid event. We’ve also developed a set of industry-recognized MeetSAFE guidelines for the safe and responsible delivery of events. In response to the pandemic, our production and technical teams implemented these guidelines amidst changing restrictions to ensure room layout, traffic flow, hygiene and technology safeguards meet local requirements. Our teams are well-versed in adapting to the needs of any hybrid event. A successful event starts with a conversation. Let’s have one today! Get in touch with our team or call 866-351-1144.
Hybrid Event
Custom Broadcast Studio at TIBCO headquarters, Presentation Stage, Virtual Event Design, Creative and Technical Execution
Objectives
TIBCO’s first-ever, all-digital TIBCO NOW brought together 6,000 TIBCO leaders, customers and partners from over 99 countries to share exclusive insight and solutions around sustainable innovation.
Line of Business: Software
We Delivered: Custom Broadcast Studio at TIBCO headquarters, Presentation Stage, Virtual Event Design, Creative and Technical Execution
Solutions
With a decade of production partnership in the books, TIBCO challenged our team to develop and deliver a dynamic and informative engagement that exceeded previous event experiences.
Traditionally an in-person event gone Hybrid to reach a broader audience, the focus was to step outside of the confines of a standard event space to create an experience like no other.
Results
With the event goals in focus, we worked closely with our client to treat their global attendee roster to an orchestrated feast of the senses.
In partnership with local government officials and health + safety guidelines, we recommended a custom broadcast studio featuring a dynamic presentation stage design to showcase a mix of pre-recorded and live presentations.
Mix in a line-up of impactful speakers including World Cup Champion Megan Rapinoe, F1 Champion Lewis Hamilton, Activist Padma Lakshmi, engaging creative content and 120 breakout sessions all featuring an interactive agenda, chat, video playback, file download functionality and helpdesk support and you’ve got an experience that TIBCO NOW attendees won’t soon forget.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Hybrid events are paving new ways of doing business
Hybrid events allow planners and participants to reach more people. Having the ability to engage more businesses, thought leaders, and decision-makers has long-term benefits and immediate short-term benefits as well. Planners and show organizers benefit by understanding how to uncover those benefits in a way that enriches both the on-site and remote experiences. In this guide, we’ve developed a framework to help you do just that!
Hybrid events have also increased in popularity simply because participants expect a certain amount of flexibility to attend a meeting in-person or have the option to attend virtually. Today’s event customer experience needs to meet participants at their comfort level.
Hybrid events are the norm, for everyone, for the foreseeable future. The good news is, you’re not alone. The great news is, there are resources to meet you exactly where you are, like this one.
Download The Hybrid Event Handbook
What's Inside:
A framework to help you plan
any hybrid event
The key drivers for a successful event – for planners and participants
How to tie it all together – with different meeting types as examples
6 Key Drivers
“There are more ways to join audiences and presenters across multiple venues and locations.
And there are more ways to use technology – both traditional audiovisual and cloud solutions – to enhance your brand or association, engage your participants, and collect data that offers new insights into the event experience.”
Environment
Experience
Engagement
Connectivity
Content
Production
Related Planner Tools
SITE Texas - How to Hybrid: Planning a Safe, Engaging Event
In this session, “How to Hybrid: Reimagining Meetings & Events”, learn how SITE TX produced their first successful hybrid event. From 90 expected attendees to 700+ virtual and 35 in-person attendees, SITE TX’s expectations were exceeded in terms of content and global reach. Explore the challenges they faced and learn how to plan a hybrid event. Venue and production partners come together to work through challenges and create a successful hybrid event.
PRESENTERS:
- Bud Monefeldt, Director of Sales, Encore Global
- Lorraine Mahoney, CITP, President-Elect for SITE-Texas, Global Account Manager for Marriott International
Recorded on August 24, 2020
Drive Value at Every Click
The recent pivot to virtual in the meeting and events industry has brought new sets of tools, platforms, and insights. With virtual general sessions, multi-day conferences, and tradeshows now reaching audience sizes like never before, now is the time to start leveraging sponsorship opportunities for your virtual and hybrid events.
As your virtual and hybrid toolbox grows, a virtual monetization approach that delivers on value, fair pricing, and a clear return on investment will ensure a satisfied sponsor, and a profitable event for you.
In our guide, Monetizing Your Virtual Events, we’ll take you through the basics of getting started with your sponsorship plan including:
The benefits of sponsoring a virtual event
Ideas on how to monetize a virtual platform
Using data to prove your events’ value
Download our guide today to get started!
Host a professional looking online event from one of our presentation stages™.
The only constant in our industry is that creating impactful events, regardless of virtual or in-person attendance, remains a top priority. As our industry navigates the transition between virtual, hybrid, and live events, solutions that support that objective must be adaptable to the current environment.
Encore launched Presentation Stages™ to bridge local and remote presenters and attendees together in a presentation environment with which they are familiar. With a Presentation Stage, our team provides a clean, safe location for you to record or broadcast a message for your hybrid or virtual event. Powered by MeetSAFE™, our healthy and safety protocols, we ensure the safety of both your team and ours onsite.
