Looking for support at your upcoming exhibit? 
In-person events are back. But there’s no ‘business as usual.’
“It’s evident that the events industry is still finding its feet, post-pandemic,” says General Manger of Concise UK Jim Hughes. “Whilst many venues and planners are seeing a return to near 2019 business … the world is different. The pandemic has encouraged even the least tech-savvy to master the basics of technology. We can’t think of returning to the old world of paper-based events and printed agendas.”
Additionally, audience attitudes have evolved. “Over 70 percent of Americans list Family and Physical Health and 67 percent list Mental Health as their priority over work, career development and travel opportunities,” Hughes adds.
The most successful events will be the ones that can integrate the easy connectivity and interactivity of virtual events into the in-room experience and cater to audiences with these new priorities. Let’s look at how organizers can do this by engaging audiences before, during and after the event.
Pre-event engagement strategies and tools
Your event website is the best tool to use to encourage pre-show audience interaction. “Extend the access to your event site or event app platform,” counsels Encore Digital Solutions Product Manager Ryan Sheehan. “Your attendees can have access to sneak-peak content, surveys, even pre-work on the registration site. Going live before your event … allows attendees to learn about your speakers and sessions beforehand. You can generate buzz and by the time the event pulls into the [venue], excitement can be high.”
Gathering data pre-event can also help organizers customize the onsite experience. Encore Director of Sales Engineering-Digital Solutions Rob Wilcox says that pre-event engagement should be part of a multi-pronged and multi-channel marketing approach. “It is an opportunity to listen to your audience with polling and surveys. That helps event organizers gain input that addresses [audience] needs and ‘what’s in it for me.’ It sets the tone and expectations for the event.”
Pre-populating online event websites and app platforms with agendas and other tools that allow participants to plan their ‘personalized’ experience in advance, is another effective way to engage future event audiences. Wilcox recommends that in addition to event sites, organizers should also leverage social media and emails to increase event registration and build buzz and momentum.
Case Study: Using pre-event engagement data to increase the effectiveness of regional road shows
Hughes says that the engagement metrics collected pre-show or during previous shows can be used to increase the effectiveness of future events. One of his clients did this for a series of roadshows they produced.
“The organizers were able to identify what areas of the program and learning were consistently well-understood, and any topics needing more follow-up or support,” Hughes says. “From their data collection, they also realized that there were some regional differences that meant they needed to adjust their approach in those areas.”
The event organizers were able to subtly adjust elements of their program to embrace these regional differences and preferences.
“Their roadshow was particularly successful because the client identified their objectives and understood the data that they wanted to collect in advance of their event, and so were able to build a program that measured what they needed to know.
Event day engagement strategies and tools
During the pandemic, many event organizers relied on online polling and chat tools to engage audiences. The great news is the technologies developed to engage online audiences can be and are being adapted for in-person use.
Sheehan points out that Encore has several digital tools that can provide polling functionality for in-person events. “What you are looking for will determine which solution is best,” he says. “But at a high level, we can integrate polling into your event app, help you design content around digital audience response system tools or even engage your in-person and remote attendees with low-latency streaming.”
Hybrid Latency — the lag time between when something is happening on stage and when it reaches the remote viewing audience — is a huge challenge to engaging hybrid audiences. Current streaming platforms tend to have a latency lag of 40 to 50 seconds. That makes it hard to get remote viewer responses to polls, Q&A and chat responses that sync up to what’s happening in real time for the in-person audience.
“Encore is just about to release a new low latency streaming option, reducing latency delays to around three to five seconds, which will radically change the opportunities for interaction and gives remote attendees a near equitable experience,” Hughes says.
“When using the Chime Live℠ engagement platform’s new ‘Low Latency’ streaming service, we also [can] track an individual’s dwell time, and see who is participating, measuring down into two-minute time blocks. This means that you can see who has watched what, and if at any point there was a significant drop-off.”
Presenters often use polling to keep audiences engaged during presentations. But organizers can use polls to tailor the conference content.
“When you have too many experts or too much content for the time that you have available, you can poll the audience to identify the topics that are of most interest to them – before or during the event – and pick the content most relevant to them and focused on what they want to hear about,” Hughes says. Because adult learners only retain information they’re interested in learning, this technique enhances learning and retention as well as content engagement.
Polls also can be employed to take participants’ ‘pulse’ to measure sentiment throughout the event. “These check-in/check-out questions help the meeting planners understand where they need to focus their message, so that it connects as best as possible with the audience,” Wilcox says. “The last thing you want is to spend a lot of time and effort producing an event only for the message to fall flat.”
Audience engagement tools can also be used during presentations as knowledge checks to gauge the level of understanding on the subject they are presenting on. For example, presenters can ask the audience a question to test how much they know about a topic before diving into it, then test them after to see how much they retained. “This technique can help presenters customize how they deliver the content, which is another win for event participants,” Wilcox says.
Another technology that enhances audience engagement during the event is second-screen technology. “Second screen technology refers to the use of a mobile device to provide an enhanced viewing experience for a television broadcast or live presentation,” Sheehan says.
One technique event organizers can borrow from television producers is to embed the stream with special content that encourages the audience to interact with the stream as they’re viewing it live. An example of this is the ‘Story Sync’ content broadcast alongside “Breaking Bad” episodes during its fifth season. During the broadcast, an icon on the screen let viewers know that there was an Easter egg they could unlock on their mobile device. This special content included behind-the-scenes photos, trivia, interviews, and more.
“The coolest part [of] using second-screen technology, such as iPads, for events is the ability [of] your attendees to pinch and zoom presentation content to get a better look, skip backwards for a moment to catch something they may have missed, and ask questions right in the moment without stepping up to the mic,” Sheehan says.
One of the best examples Sheehan has seen of this was at a client event for doctors. “While facilitating the training, the presenter provided an image of an x-ray used for a diagnosis discussion. The doctors were able to pinch and zoom and get a great look at the x-ray,” he says. “Normally, they would have been limited to what was on a projection screen.”
Case study: Polling event day audiences for input and buy-in
Polling helps everyone at the event have an input and say in decisions that impact them. One client Hughes had wanted to revive and relaunch its company’s environmental, social and governance (ESG) policy.
“They wanted to get more buy-in from the staff and collaborate on solutions,” Hughes says. “Teams worked in small groups to come up with ideas at an organizational level, branch level and department level that supported their ESG policy.
Then each team pitched their ideas to the whole group, who used the polling function to rate and prioritize the most appealing and viable solutions.”
Post-event engagement strategy and tools
How do you keep people from forgetting your event? Use a different version of the same strategy you used to engage them prior to the event, Sheehan says.
“Whether your event is fully in-person or mixed with hybrid attendance, you can provide extended access to an event site with cool stuff like archived or on-demand session recordings, PDF copies of speaker presentations, and even post-event debriefs with polling or surveys. To be honest, this is also the perfect time to start teasing about your next event.”
Wilcox points out that if you want to gauge event return on investment (ROI), post-event engagement is just as important as pre-event engagement. “The sales and real work happen after the event, so your post-engagement strategy is key to optimizing your results.” You want to keep the event’s themes and core call to action items front of mind until your next event.
Here are a few examples of how organizers do that:
- Send ‘thank you’ emails to those who attended
- Send ‘sorry we missed you’ emails to those who could not attend with an invite encouraging their attendance next time
- Encourage participants to share feedback through surveys
- Create a post-event page with relevant event highlights and content, key downloadable materials, and a post-event report out
- Create a community forum or other way(s) to facilitate networking beyond the event walls
- Celebrate key successes around high performance relevant to event goals
- Have sales or customer teams personalize their own follow-up/touch-base communications
Don’t forget to analyze the data received from your audience engagement efforts. “Going through post-event survey data to learn how participants felt about the event [will help you] gain insight on how to improve the next one,” Wilcox says.
In addition to the quantitative metrics of event platform dashboards and surveys, incorporate qualitative data, like anecdotal feedback gathered onsite through conversations with event participants, the pulse surveys, chat streams and feedback shared on social media about what participants liked, what went well and what needs improvement.
Case study: Using data to increase post-event revenue
A client using the event platform Chime Live for a product launch wanted to track post-event revenue. The client took the sales team through all the sales aids and support materials using Chime Live to house all the resources.
“Immediately after that session, they used a ‘Chime feedback form’ to ask the 200 attendees to identify three clients that they would pitch the new product to, in the three weeks immediately following the meeting,” Hughes says. “As the attendees had interacted with all the content, and felt confident in the product, it was easy for them to identify and capture 600 opportunities for the new product.
“The organizers had an action plan and immediately hit the market and generated opportunities and revenue as a direct output from that session.”
It’s clear the meeting industry has changed due to the pandemic, and this has a lot to do with the mindset and behavioral changes of event participants. What kind of strategies and tools are you using or planning to use to keep participants engaged at your events going forward? Let us know by commenting below or tagging us @encore on social media.
Are you tired of seeing attendees checking their phones during your event? It’s the surest sign that someone is disengaged from what’s going on. And when one person does it, everyone around them feels a need to do the same. The average person interacts with their phone nearly three times a minute or a staggering 2,617 times a day.
Why are your event attendees disengaging? According to Fast Company, there are several reasons why people might not be paying attention to your presentations, including:
- Difficulty paying attention to both spoken and written words at the same time
- Finding the presentation boring,
- Or not being able to visualize the ideas being presented.
Therefore, how do you nip extracurricular activity in the bud and ensure participants engage with conference content? One of the best ways is to provide them with a dedicated Chime Live℠ enabled iPad.
This solution not only keeps phones out of your attendee hands, but it also elevates the in-room experience by providing multiple ways participants can interact with the event, presenters and each other. Let’s take a look at the boundless possibilities for engagement this technology creates for meeting and event organizers.
Event technology that engages
Chime Live is a mobile event technology platform that delivers real-time conference content, interactive quizzing and polls, and essential event analytics. When attendees walk into a room where an iPad is waiting for them, it immediately makes them feel important. And it lets them know that this is an event that welcomes their participation.
Chime Live-enabled iPads act as a second-screen, and is a perfect in-person event solution, displaying the speaker presentations in an interactive handheld format. Attendees can pinch and zoom each slide to see details, go back to review anything they’ve missed, and take notes on content they want to remember.
By having an iPad in their hands, they’re less tempted to pull a phone out, especially since the iPad allows them to zoom in on what’s being presented. The ability to go back and review or capture the content also aids learning and comprehension. And the technology prevents participants from skipping ahead, so audiences remain focused on what is happening in the room.
The Q&A feature allows attendees to ask questions from the comfort of their seats. This encourages both introverts and extroverts to participate in the conversation. It gives everyone a voice and eliminates the need to wait for a mic to express it.
Additionally, the platform provides presenters with interactive tools, such as polls and quizzes, and heatmaps, which provide an interactive image for participant voting.
For example, presenters can display a world map. As attendees touch the countries they’re hailing from, the heatmap will display color-coded concentrations, with the greatest number reflected in warmer shades and areas of lesser concentration in cooler colors.
Event technology that connects
Networking tools are another compelling reason to utilize the Chime Live event platform for in-person meetings. Chime Live offers features to help your event attendees connect prior, during, and after your live event. Here are ways you can get your attendees to enhance their networking participation:
- After participants create a user profile, they can open the “Connect” feature, which uses a matching algorithm to suggest fellow attendees with shared interests or attributes.
- Event organizers can customize these designations to increase the relevance of these matchmaking suggestions for their group.
- The “messaging” feature then allows participants to contact and connect with people they want to meet.
Event technology that informs
Chime Live-enabled iPads can push out surveys and feedback forms to collect responses from event participants. The Analytics dashboard offers real-time insight into conference activity. Post-event reports also can provide the planner with insights into engagement levels.
One of the benefits of using the Chime Live platform is the full-service Encore event team that comes with it. In addition to helping event organizers develop and execute on their engagement strategy, the Concise team provides planners with an analytics dashboard that displays real-time information on how many participants are turned in, how engaged they are, and what live polling response levels look like. Onsite, Encore technicians push all these interactive elements to the iPads at carefully timed moments to keep attention levels high. If any metrics are lower than expected, the Encore team can cue notifications to boost in-room interaction. Post-event, Encore provides event organizers with in-depth analytics reports.
Interested in creating anticipation, increasing engagement and promoting two-way conversations between conference presenters and participants? Contact us for a free consultation on how Chime Live and iPads can enhance your next event.
Hint: It depends on how much time you have to plan.
You may not have the luxury of a generous planning window to put together your next hybrid event, but that doesn’t mean you don’t have options to bring people together in exciting new ways. In fact, a wealth of high-quality platform solutions exist to help you expand your in-person event reach, connect with new audiences, encourage remote/in-person participant collaboration and engagement. One of the best ways to determine which event platform and how much support you need is to start with how much time you have to plan.
Too pressed for time to shop for an event platform? Encore provides a curated selection of best-in-class solutions, which we’ve highlighted below. (And if you’ve already selected a platform, the Encore team can provide production and/or creative support.)
Here’s our short list of platform solutions for hybrid meetings and events, based on your event lead time. Read on to learn about the boundless possibilities these platform technologies offer.
If you only have 1-2 weeks to plan
Zoom video conferencing is best for small, casual meetings. It’s also often used to stream content, like webinars and concurrent sessions, that is embedded in more dynamic viewing platforms.
This is the go-to hybrid event platform for several good reasons. But even with the slimmest of planning windows, you’ll have a better-quality event if you don’t try to run it off your company’s Zoom license.
What you may not realize is that Zoom comes in three flavors:
- Basic (free) accounts which are bound by a 40-minute time limit and a restricted set of features
- Professional accounts, which companies or individuals purchase to extend meeting times and gain access to more robust features, like webinar registration
- Enterprise accounts, which are only available to companies like Encore
What’s the difference between using your company’s professional Zoom license and using an enterprise Zoom account provided by Encore?
- Multiple licenses are at your disposal, which helps you create educational “tracks” or concurrent streams for your event
- Content can be recorded to the cloud rather than desktop-only
- You don’t have to purchase a new license if your event grows; enterprise licenses can scale to handle groups of 500 or 5,000
Plus, if you go with a full-service event technology provider, like Encore, your event will be supported in real time by a human staff who can troubleshoot and produce a seamless event for you. Another benefit of partnering with Encore is that our team stays on top of the newest third-party Zoom integrations, which means we can point out solutions that you can add to Zoom to increase functionality and enhance participant engagement. To make planning easier, Encore has created a new solution for Hybrid Small Meetings that’s ideal with Zoom and essential technology ready to go — so you can just show us and let us worry about the set up.
If you have at least 3 weeks to plan
Looking for a self-service solution? The Cvent Attendee Hub* is best for events that need a way for exhibitors, sponsors and attendees to network and set up 1:1 appointments with each other before they arrive on-site. It also works well for conferences that have multiple sessions and activities. (*Customer must purchase Cvent Registration directly through Cvent.)
Cvent Attendee Hub allows you to quickly get your event up and running. Features include:
-
-
- Integrated video equipment to create virtual events with live or pre-recorded content
- Engagement features like live Q&A, chat, polling, and feedback surveys to keep sessions interactive
- Meeting scheduling capabilities for groups or individuals so participants, exhibitors, and sponsors can connect and network
- CEU tracking and certificate delivery for professional development education
- Participant tracking to analyze attendee patterns of attendance and survey responses
-
If you’d rather have a fully-supported quick start event app, you might prefer using Chime Go. Chime Go is a paired down mobile-friendly solution that works well for conference organizers who want to give participants the ability to customize their event schedules.
The Encore team can configure Chime Go in multiple ways to support in-person, virtual and hybrid meetings. Chime Go features a mobile-based agenda and in-room engagement tools, as well as a microsite that can be built around your streaming conference content or hybrid meeting. Benefits include:
-
-
- A quick start, branded conference site accessible via mobile or other devices to elevate the attendee experience , with self-registration, agenda, map pdfs, ability for participants to ask questions (customer moderated), upvote other’s questions, and take notes that they can send to themselves. Add-on options include sponsor banners and fundraising links
- A hybrid-ready microsite with all of the above, plus the option to include streaming windows for participants to watch live broadcast or on-demand content. Other options include chat and sentiment stream, closed captioning, Zoom meeting integration , and more
-
If you have at least 4 weeks to plan
Interested in blending the in-person experience with the digital one? Consider creating a choreographed hybrid experience with Chime Live, a powerful digital storytelling platform. Chime Live works well for high-profile events where you want attendees to feel special. It also is a good fit for events that prioritize two-way conversations between the presenters and the audience, as it provides robust collaboration and engagement tools.
- Pre-event, Chime Live provides a branded registration platform, sponsor areas, social media sharing, and pertinent event information.
- During the event, participants interact with Chime Live via mobile app to view, vote on, submit questions, and interact with conference content.
- Post-event, Chime Live shares insights on participant interactions, submitted questions, and other data
If you have at least 6 weeks to plan
Looking to maximize engagement and impress your audience? Chime Live is ideal if you have at least a six-week planning window. These Chime Live engagement add-ons enhance the in-person and remote elements of events by providing a deeper way for presenters to connect with the audience, and for event participants to customize their event experience. You’ll receive all the bells and whistles mentioned above, plus:
- Choreographed event design to focus attendees on what they need to see or do in the platform by pushing slides and pop-up interactive polls, Q&A, and more, in real time
- Customized user interfaces for in-person and remote experiences
- Personalized journeys featuring segmented or integrated experiences and customized agendas to support your organization and participants’ objectives
Another option is the Cvent Attendee Hub platform, which you can transform into a full-service solution by engaging the Encore team to help . The Encore team can support you during the design, set-up, and production phase. It’s a great choice for larger events, especially if you want to maximize engagement and let professionals manage the technology for you. In addition to the bells and whistles with the self-service option, the full-service version offers:
- Worry-free tech set-up, streaming and production support, provided by the Encore team
- Integrated Cvent registration
- On-demand viewing functionality
- Gamification
- Customized attendee hub configured to suit your needs
If you have more than 8 weeks to plan
Consider leveraging all the above-mentioned perks of the Chime Live platform and elevating the experience for your remote attendees by adding a virtual lobby that allows them to “physically” interact with each other and content at the event through avatars. This functionality works well with global expositions, conferences and trade shows that need to provide an interactive online environment that is as compelling for its remote participants as for its in-person ones.
Create an immersive 2-D or 3-D virtual environment that recreates elements familiar to in-person conferences, such as lobbies, theaters, virtual trade show booths and networking lounges with Notified from Intrado. This platform accommodates large events and exhibitions and is a fantastic choice for events attracting a large number of remote attendees. Benefits of the platform include:
- Broadcast studio-quality streaming
- AI-driven matchmaking software and video chat options
- Sponsorship packages
- Custom-branded areas
- Full-service creative, production and design assistance from the Encore team
If you have more than 12 weeks to plan
If Notified by Intrado is on your list, and you have a three-month window before the event, you can add an integrated registration option to the immersive elements mentioned above. These options work very well for virtual expos and conferences.
It’s no secret that conference content not only drives attendance, but it also generates on-site brand publicity through social media engagement and can generate significant post-event revenue. If you have a generous planning window of at least 12 weeks, you should consider hiring a content development team to design, source and produce different elements of your conference content. Encore offers Creative services that can:
- Design presentation templates and create presentations
- Transform your brand logo into an animated asset
- Produce short and long-format video segments and interstitial video “stingers” to introduce speakers, promote sponsors and highlight event elements before, during and after the event
- Create motion graphics and animations to spice up in-person and broadcast content
- Coach speakers and ghost-write executive speeches
- Capture images and video on-site
Encore can also provide on-site presentation management with Content1, a fully supported system for collecting and distributing presentation files to meeting spaces at events. Presenters can upload their presentations from their home or office pre-event, then check into our Speaker Ready Room on-site for final revisions, uploads, and review.
Presentations are automatically transferred to the meeting rooms and delivered from a single, customized computer, ensuring the final revision is presented without delays during the meeting.
Where do you fall on this spectrum?
Has this guide helped you select a potential hybrid event platform? Or are you still wondering what the best options are for your event? Encore is happy to help. We offer free consultations. Even if you’ve selected an event platform, we can consult with you on how to elevate your event. Connect to an Encore team member here.
To help you remember the different platform solutions, we created this infographic you can download and keep with you.
Platform solutions by lead times
One of the easiest ways to select a hybrid event platform is by how much time you have to organize it. Here’s what we suggest. If you want help selecting a platform, or need assistance setting up and running one you’ve already selected, Encore can help, too. Get in touch for a free consultation.
When you’re broadcasting content during a hybrid or virtual meeting, there’s a lot that can go wrong. Why would you want to start with a set-up that’s doomed to fail? If you’re depending on Wi-Fi internet, that’s exactly what you’re doing.
“For hybrid, the success of the meeting is dependent on having a good internet experience,” says Alex Wedesky, Encore Director of Internet Operations. “You need a more reliable connection to hinge your meeting on.” That’s why wired internet solutions are superior to Wi-Fi ones when you’re producing a hybrid event.
The downside to Wi-Fi
Why does relying on a Wi-Fi connection make your meeting vulnerable?
- Even a small group of people can have an intense internet demand, and Wi-Fi forces your meeting to share bandwidth with all the devices in the space.
- The stability of your connection could be jeopardized by a group of people outside your room, if they have devices that are trying to connect to your Wi-Fi network.
- The strength of a Wi-Fi network’s signal relies on the number of radios in the space that act as access points, how old they are, how old or new the device you’re using to connect to the internet is, the number of people connecting to the same network and your distance from the access point.
Using a wired internet connection eliminates all these disruptive elements, Wedesky says. Plus, it provides greater peace of mind.
“Free is not always the best option,” Wedesky says. “Free often means unsupported. You can’t troubleshoot free stuff.” Paying for a wired connection gives you a real-time support team whose job is to make sure your event isn’t interrupted by internet glitches.
Questions for event technology providers
Wedesky recommends meeting and event professionals ask the following questions to guarantee they secure the best possible internet solution for their hybrid event.
- Is there wired internet in the space?
- Can the venue provide the right bandwidth for your meeting?
- Will you be sharing bandwidth with other events happening at the same time?
- Does the venue have a failover or backup solution?
You want to be able to secure your camera and laptops to a wired internet line. Having a dedicated pool of bandwidth guarantees you’ll have the exact amount of bandwidth you need, and it will not ebb or collapse as other connected parties join. Finally, networks are no more reliable than cell phones. If yours goes down, you don’t want your participants’ screens to go blank. That’s why every event needs a failover or backup solution, even if your internet is on a wired connection.
Tiered internet solutions
Think of the internet as a highway. When a lot of people get on the road, you end up with a traffic jam. But, if you’re able to ride in the HOV lane, you can quickly bypass any hold-ups.
In terms of tiered internet solutions, using a Wi-Fi network or sharing bandwidth with other events is like being on a highway. You may not have any issues. Or you might find yourself at a standstill as demand clogs the road. The cost savings might not justify the risks. These types of connections are available at 3MB and 5MB speeds, which are adequate for streaming content, but may not be able to handle complex demands, like video playback and product demonstrations.
Want your own HOV lane? Talk to your event technology provider about dedicating bandwidth to your event with a wired internet connection. To provide this service, they will construct a VLAN network specific to your group inside the venue’s larger network. This dedicated connection also offers perks that can enhance the experience and provide additional monetization opportunities, such as:
- Customized/company-branded network name
- Splash page with customized content (e.g., terms and conditions, COVID policy, etc.)
- Automatic redirect to a target site, such as a company homepage or product offering, after participants log in
The benefits of working with an end-to-end event solution
“Overall, if Encore is providing all services, there are efficiencies we can add in,” Wedesky says. For example, being able to increase the amount of bandwidth if the meeting is approaching its limit to keep the broadcast stream from hiccupping.
Another perk Encore provides is a cellular back-up solution that can be ported into any facility. If anything happens to the internet connection, the cellular solution adds a layer of safety and comfort around the meeting and ensures it stays online.
“Encore also uses a content distribution network for most of our hybrid broadcasts. That can lower the bandwidth demand in some instances.”
Working with an all-in-one team like Encore also means that you’re eliminating some of the problems inherent when you work with multiple vendors.
“We can communicate with each other and know exactly how to get your content from capture to broadcast, Wedesky says. “Plus, there’s lots of great data we can capture when Encore is providing the total solution.”
Encore offers a variety of wired internet connection options to help meet your event’s needs. Speak to one of our professionals to learn more today!
Don’t let audio issues disrupt your event
When speakers are presenting their message, it’s crucial to make sure all participants can hear clearly. Taking the time to ensure your audio components are working properly will improve your attendees’ experience and help them fully engage in meetings. That’s why choosing the right audio-visual equipment and technology is so important. Encore developed a guide to help you improve the interaction between presenters and audience members, especially for events with audiences in various locations.
In this guide you’ll learn about:
- How to identify typical audio-visual issues
- Which sound solutions work for various meeting formats
- Best practices to improve sound quality
- And more!
hellod
Download our guide to step up the sound quality of your hybrid events today!
Discover what camera options work best for
your meeting
Video cameras play an integral role in both your participants’ experience and your hybrid event’s production. Proper visual equipment has the power to connect your in-person and remote participants to help them stay engaged and feel included in the conversation. That’s why choosing the right camera package is so important. Encore developed a guide to help you deliver an interactive event experience.
In this guide you’ll learn about:
- The importance of the audio-visual experience
- How to define your desired experience
- Factors that can impact your meeting quality
- And more!
Download our guide to step up the quality of your hybrid events today!
The Importance of Hybrid Events Stays
While we all look forward to the day when in-person events are back at full capacity, having the option to attend virtually has become an expectation among participants. However, as many meeting planners know, hybrid events are complex and can present a number of challenges. Encore created this quick guide to help you plan and execute successful hybrid events of any size.
In this guide, you’ll learn about:
- The six key pillars of a hybrid event
- The importance of the attendee experience
- Tips to help you design a successful meeting
- And more!
We hope you enjoy your download of this guide and use these tips for planning your next hybrid event with success!
How It Works:
Step 1:
Check the boxes for the categories that apply to your event. It isn’t necessary to select all categories.
Step 2:
Using the guidance listed under each category, complete the information requested.
Step 3:
Below the categories you’ll find a summary of the estimated bandwidth by category and the total estimated bandwidth for the event.
Step 4:
Contact an Encore Representative or Ask a Question for further consultation on Event Internet.
Not sure if you need dedicated bandwidth?
Enter Your Event Details:
Discover what’s in store for the
events industry
Want to stay in-the-know with industry trends? Encore knows knowledge is power, which is why we continuously report on how our industry is evolving to help set you up for success. We poll meeting and event professionals across the globe to deliver the latest findings on everything from popular meeting formats and expectations to budgets, planner priorities and more.
Key insights from the Winter 2022 Planner Pulse report include:
-
-
- The need to meet face-to-face will propel in-person events further in 2023
- 62% of planners expect attendee size to grow up to 25%
- Human connection and engagement are the most impactful values for in-person events
- The industry growth we experienced last year will continue despite rising costs
- Six of ten planners will see budget increases this year, driven by food and beverage costs, room rates and transportation needs
-
Download your free copy of the full report and infographic for insights that can help give you confidence in planning transformative meeting or events that resonate with today’s audiences.
Download the Planner Pulse & Infographic for full insights
Search Options
Professional Edge Webinar Series Videos
Lorem ipsum dolor sit amet, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo.orem ipsum dolor sit am et, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo. et, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo.
Register for one or all our interactive and educational webinars that will bring meetings and events industry experts to a screen near you. Earn continuing education hours and sharpen your skills through sessions covering relevant topics like choreograph experiences, industry insights, upcoming meeting trends, and much more.
Once you have registered, simply use your Chime Live login credentials when it’s time to begin.
To Register or log in: click here
Boundless Possibilities for Event Engagement
Access On-Demand Sessions: To Register or log in click here
Date Recorded: June 15th, 2022
As a part of the Hybrid webinar series, the first step to maximizing boundless possibilities for event engagement is to realize that engagement opportunities begin way before the doors open and continue far after the last session ends. In this webinar, you’ll learn pre-show strategies, such as how to create audience engagement with your registration site and marketing campaigns, how to extend excitement and create curiosity from one event to another, prepare your event participants for the upcoming experience, and learn more about who’s coming. You’ll be introduced to inventive ways you can leverage second screens and engagement technology to keep participants engaged during the event, and you’ll also learn about post-show strategies that will improve the desired actions, sustain the momentum, and generate interest, including earned word-of-mouth sharing and recommendations, in your next event.
Learning Outcomes:
- Learn how leveraging advanced technology can increase participant engagement
- Examine different strategies and tactics used to engage in-person and remote attendees
- Discover creative ways to activate and engage participants’ senses (sound, sight, smell and touch) during in-person, hybrid and virtual events
Hybrid Essentials for Small Meetings
Access On-Demand Sessions: To Register or log in click here
-
Hybrid essentials
-
Driving positive outcomes
-
Participant insights and engagement
-
Digital solutions & platforms
-
Future of events
In-person meetings are back. But not all meeting participants are. Even in-person meetings need to have a fully integrated and immersive hybrid component. During this 45-minute session, you’ll learn about the most important hybrid tools to make your small meetings more inclusive, why these tools matter, and how they work in real-life room sets. Join us for this free webinar and learn about the most effective ways to transform your hybrid events into something extraordinary.
Learning Outcomes:
- Learn how to best connect in-person and virtual participants
- Understand the different hybrid essentials for small meeting
- Describe how each component enhances the experience for in-person and remote participants
- Identify ways to maximize attendee engagement with hybrid room set-ups
Related Articles
DIY digital event platforms demystified - In partnership with Cvent®
Access On-Demand Sessions: To Register or log in click here
Date Recorded: February 16th, 2022
According to recent Encore Planner Pulse insights, only half of event organizers surveyed consider the needs and goals of their events prior to selecting a digital platform. Yet, to produce successful events, you need both the right platform and tech team. If you’re struggling to make the connection, this webinar is for you. We’ll examine real-life case studies and solutions that range from do-it-yourself to full-service support so you can elevate your next event experience.
Host:
- Donna Hubley, Vice President, Field Sales
Panelists:
- Karri Hobson-Pape, Executive Director, Organ Donation and Transplantation Alliance
- McNeel Keenan,Vice President of Product, Cvent®
- Andrew Rohland, Project Management, Encore
- Erik Bockelman, Sales Manager Virtual & Hybrid, Encore
- Corey Bryant, Senior Director, Organ Donation and Transplantation Alliance
Related Articles
Professional Edge 2021 Recorded Sessions
Next Practices: Successful Fundraising & Social Events
Access On-Demand Sessions: To Register or log in click here
Date Recorded: December 1st
Whether you’re a corporation, association or non-profit, now is a great time to think about social events or adding social aspects to your next event. For non-profits, as much as 80 percent of their net operating income may come from a once-a-year event. While for corporations, giving back is a key goal this time of year. Or maybe your organization is looking for ways to recognize and celebrate key contributors to your 2021 success?
Host:
- Donna Hubley, Vice President, Field Sales
Panelists:
- Audee Kochiyama-Holman, Director of Alumni relations, Advancing Justice – Asian Law Caucus
- David Eck, DES Virtual & Hybrid Specialist, Global Sales
- James Hess, Virtual & Hybrid Sales Manager
Related Articles
Post-pandemic meetings and events: What does the future hold?
Planning Complex Events in Times of Uncertainty
Access On-Demand Sessions: To Register or log in click here
Date Recorded: October 13th
Planning a large-scale conference or exhibition is no easy task, even in in ‘normal’ times. But with Covid-19 variants potentially impacting the best laid plans, how can you organize events in smarter ways?
Join our panel of experts from Encore, Intel and Notified as we discuss the process of planning complex events, Virtual & Hybrid event formats, contingency plans, special considerations, exhibitor integration and methods for maximizing sponsorship ROI.
Host:
- Donna Hubley, Vice President, Field Sales
Panelists:
- Jim Huss, Director, Event & Experiences at Intel Corporation
- Tony Lorenz, Global Head of Event Solutions | SVP, Strategy, Notified
- Kaelynn Mahalak, Director Global Sales, Encore
- Alan Gillis Jr., Program Producer, Encore
Related Articles
Notified from Intrado – Virtual Event Platform
Questions you need to ask your key meeting and event stakeholders
Next Practices: Hybrid Event Room Design and Engagement Through Technology
Access On-Demand Sessions: To Register or log in click here
Date Recorded: September 15th
If you’re still designing physical spaces for hybrid experiences the way you did for in-person meetings, you’re wasting money and alienating remote participants. Designing rooms to stream content require adjustments to traditional sound, lighting and equipment set-ups. You also need to tweak how you communicate with speakers and participants pre-event. Learn what these hybrid event “next” best practices are and what new technologies can help you engage and elevate the experience for everyone.
Host:
-
- Donna Hubley, Vice President, Field Sales
- Donna Hubley, Vice President, Field Sales
Presenters:
-
- Karla Reyes, Senior Sales Manager
- Irina Batchelor, Sales Director
- Damein Futch, Product Manager
- Tommy Kotz, Product Manager
Related Articles
Creating an Accessible Meeting with Diversity, Equity and Inclusion in Mind
Access On-Demand Sessions: To Register or log in click here
Date Recorded: August 25th
Hybrid drives expanded reach of content and collaboration, diversity and inclusion of attendees, lowering the environmental impact of events and improved accessibility for those with disabilities.
Host:
- Donna Hubley, Vice President, Field Sales
Presenters:
- Samantha Evans, Certification Manager, International Association of Accessibility Professionals (IAAP)
- Kevin McFarlane, Director of Product Development, Concise
- MaryBeth Costello, Vice President Talent, Global Learning & Corporate HR
- Gloria Gonzalez, Sales and Marketing Manager, CSI
Related Articles
How Choreography Creates Transformative Events
Access On-Demand Sessions: To Register or log in click here
Date Recorded: July 28th
Planning events can be daunting. With so many details to manage and stakeholders to please, how do you bring clarity and focus into the process? Learn how to strategically plan and deliver Choreographed Event Experiences — and drive positive outcomes for participants, presenters and planners with this approach.
Host:
- Jo Merriman, Client Services Director, Concise Europe
Presenter:
- Doug Kunnath, Client Experience Director, Concise US
Related Article
Why Your Upcoming Event Needs a Plan B (or even Plan C)
Access On-Demand Sessions: To Register or log in click here
-
Back-up plan
-
Driving positive outcomes
-
Participant insights and engagement
-
Digital solutions & platforms
-
Participant journey
Date Recorded: June 30th
Have you ever lost power, internet, meeting space, presenter content, etc. during your meeting? You’re not the only one who’s had mishaps. Learn about challenges your peers have experienced in planning and executing events and how they were addressed successfully.
Host:
- Donna Hubley, Vice President, Field Sales
Presenters:
- Alex Wedesky, Field Operations Manager, Internet Services
- Derek L. Coleman, Vice President, Power Distribution Services, Design and Integration
- Brandon Goodman, Senior Director, Project Management, Encore
Related Articles
Plan Your Meetings with a Purpose
Planner Tips: Event Strategy and Design for Hybrid Meetings
Hybrid Help – Ask the Experts
Access On-Demand Sessions: To Register or log in click here
-
Hybrid essentials
-
Driving positive outcomes
-
Participant insights and engagement
-
Digital solutions & platforms
-
Future of events
Date Recorded: April 28th
It’s the ultimate AMA session! Ask the experts and get a recap of the most commonly-asked questions from the entire How-to-Hybrid series. This is a great session if you’re having trouble identifying how the drivers work in concert with one another. Don’t miss your opportunity to talk to our panel of experts, each a specialist in their respective subject area:
- Environment
- Experience
- Engagement
- Connectivity
- Content
- Production
PRESENTERS:
- Matthew Johnsen, Vice President, Product Management
- Robert Parrish, Vice President, Field Sales
Related Articles
The Art of Planning – Building an Effective Event Strategy
Access On-Demand Sessions: To Register or log in click here
-
Hybrid essentials
-
Driving positive outcomes
-
Participant insights and engagement
-
Transformative experience
-
Event design
-
Future of events
-
Complex event planning
Date Recorded: February 17th
Using proven methods and a creative mindset, Tara Higgins, walks you through event strategy and design – specific to hybrid events. As the first course in our How-to-Hybrid series, Tara shares ways to develop a deeper understanding of your audience and then transform those insights into a creative, enriching in-person and online experience. Learn how to set event benchmarks that yield success, and learn how to develop hybrid engagement strategies to meet them.
PRESENTERS:
- Tara Higgins, Senior Vice President, Commercial and President, Hargrove
- Jim Huss, Director, Event & Experiences at Intel Corporation
How to Hybrid 101
Access On-Demand Sessions: To Register or log in click here
-
Hybrid essentials
-
Driving positive outcomes
-
Participant insights and engagement
-
Maximizing ROI
-
Participant Journey
-
Event formats
Date Recorded: March 3rd
Class is in session! John Rissi, and Debra Mategrano, dissect the anatomy of a successful hybrid event. By breaking down its components, John shows you how to take any event and adapt it into a worthwhile hybrid experience. Learn how these 6 Key Drivers – environment, experience, engagement, connectivity, content, and production – support every participant’s objectives. Learn how the key drivers are able to scale for a variety of meeting and event types and find out how they all work together to create an unforgettable hybrid experience.
PRESENTERS:
- John Rissi, Senior Vice President, Customer and Industry Relations
- Debra Mategrano, Regional Sales Director, Field Sales
Related Articles
A Meeting Environment to Suit Every Hybrid Experience
Access On-Demand Sessions: To Register or log in click here
Date Recorded: March 17th
Brian Johnston, guides you through the moment it’s time to select a meeting environment for your hybrid event. Learn how your event environment influences the delivery of your content and supports both the in-person and remote participant experience. Pick up tips for optimizing your hybrid event space and create an environment built for learning, multiple presentations, and keeping the focus of your in-person and remote attendees.
PRESENTERS:
- Brian Johnston, National Director, Creative Innovation
- Zoila M. Rivera, CMP, Regional Sales Director
- Joe Pasterkiewicz, Regional Vice President, Venues
Related Articles
3 Tips for a Versatile Hybrid Event Environment
Design a Hybrid Event for Every Participant
ProEDge Special Edition - Women in Business: Cause, Effect & the Future
Access On-Demand Sessions: To Register or log in click here
Date Recorded: March 29th
In honor of Women’s History Month, we take a deeper dive into a case study with Women’s Business Enterprise National Council (WBENC), a leading non-profit organization dedicated to helping women-owned businesses thrive. Join us for this compelling session with WBENC’s Sr. Vice President of Marketing, Pat Birmingham joined by our very own Tara Higgins, Senior Vice President, Commercial, Encore & President, Hargrove. Learn how the pandemic has affected women owned businesses. As part of the discussion they will focus of the future of events, and how WBENC reimagined a format to continue to support the growth and revitalization of women owned business and how as a community we continue to support women in the events industry.
Key Takeaways:
- Learn how WBENC have changed their approach to events in order to get critical content to their community
- How female entrepreneurs and careers in general have been impacted through COVID
- How WBENC are thinking about event planning for their events in the future
PRESENTERS:
- Tara Higgins, Senior Vice President, Commercial, Encore & President, Hargrove
- Pat Birmingham, Senior Vice President, Marketing & Technology, Women’s Business Enterprise National Council (WBENC)
Related Article