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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
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‘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.
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.
McCormick's Unsung Heros
McCormick, an American spice company, est. 1889, has a long-standing tradition of corporate responsibility. We were honored to help them with their annual recognition program and scholarship awards to high school seniors. They weren’t able to host their event in-person and held a virtual scholarship award program instead.
Objective
McCormick has been recognizing high school senior athletes through its Unsung Heroes program for the past 80 years. In honor of their eightieth year, it was important to McCormick to hold a virtual ceremony to create a “feel good” event experience for high school seniors who were already forced to forfeit events like prom, graduation, and other year-end celebrations because of the coronavirus outbreak.
Alignment
Encore provided McCormick with a customized microsite with Zoom livestream capabilities. Each student was recognized individually with their photo and name called out. Each scholarship recipient was also given dedicated screen time with mini press interviews. To prepare for the interviews, Encore spent time coaching the event’s speakers and engaged in rehearsals of the event to ensure a seamless, enjoyable experience.
Outcome
The McCormick team and their scholarship recipients gave high marks for the virtual 80th Unsung Heroes program.
McCormick reported that Encore created emotional, rewarding, and memorable experiences for all of the reward recipients.
McCormick took the opportunity to pivot and the custom-themed microsite with live feed was the perfect solution for the 2020 event.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
K-12's Annual Leadership Institute
Attending an annual meeting is often one of the highlights for an association’s membership. The Arizona K-12 Center decided to pivot their 15th Annual Leadership Institute into a completely virtual program with keynote speakers, breakout sessions, and event platform engagement tools.
Objective
The Arizona K-12 Center needed to pivot to virtual for their 15th Annual Leadership Institute. They challenged us to host a 2-day engaging and interactive virtual experience inclusive of breakout session to provide numerous topics to choose from for their attendees.
Alignment
Utilize the Chime Live platform to livestream keynote speakers and 9 on-demand breakout sessions while enabling interaction and engagement inclusive of polling, chat, Q&A, social feed and more.
Strategy, content development, event management, registration management, virtual production, platform selection and technology management.
Coaching for the presenters and individual production kits to guarantee speakers had optimal sound, lighting and equipment.
Outcome
“The PSAV team that we worked with was phenomenal and I couldn’t have asked for a better experience. They truly lived up to all of my expectations”.
— Kristin Moon
Professional Learning Designer
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Celebration of Life -Hybrid Event
A virtual / remote memorial service was held at the Hyatt Regency Huntington Beach with 20 in-person attendees and over 20 virtual attendees. The hotel production crew was pleased to help by using technology to bring people together during their difficult time.
Objective
Ensure that those experiencing the memorial service remotely would still be offered a simimlar quality experience as those who were on-site. It was important that all the loved ones, whether near or far, had a chance to participate in this service to celebrate and offer closure. This celebration of life was held at the Hyatt Regency Huntington Beach with 20 in person attendees and over 20 virtual attendees.
Alignment
We took a couple different approaches. The first an most important was to apply our MeetSAFE Guidelines for physical distancing, equipment cleaning and personal protective equipment (PPE) for our technical team. Next, we provided a hybrid solution that allows on-site participants to see and hear remote partcipant speeches. And lastly, we provided the technical support for the live video steam, presentations, and a photo slide show.
Outcome
We helped ease their stress as they juggled various challenges in the planning process.
Pre-event rehearsal, coaching and trouble-shooting set our customer up for success when it was time to go live and share their love.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Family Medicine Residency Graduation
Graduating from Medical school is an amazing achievement. After years of intense study and real-life work as a hospital resident, it was critical for this group of medical students to celebrate how far their studies have taken them – in a safe, eventful way.
See how professors, graduates, family and friends were able to connect with one another in a hybrid setting.
Objective
Our in-house team was asked to hold a ceremony at the South Seas Island Resort for 10 physicians graduating from a State University College of Medicine, Family Medicine Residency Program. The college professors delivered their commencement speeches to the graduates via Zoom.
Each graduate was able to bring one guest in order to stay in compliance with social distance guidelines.
Alignment
Our virtual events team provided two-way conversation with the graduates onsite, professors, plus over 100 virtual attendees. In the days prior to the event, our production team arranged and provided guidance through rehearsals, practices and during the event.
To ensure the health and safety of our in-person guests, we applied our MeetSAFE™ Guidelines for physical distancing, equipment cleaning and personal protective equipment (PPE) for the entire technical team.
Outcome
Even with short notice, we were able to help the event organizer plan and execute the event with success. The customer was pleased and the South Seas Island Resort was thrilled that Encore Global could offer this service to its clients. Many of the virtual attendees posted congratulatory messages in the group chat. All comments and congratulatory messages were projected on-screen for the in-person attendees. Sharing those messages with the in-person guests helped bridge the barrier between in-person and remote attendees.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Annual GMTA Live Convention
Over 100 association leaders, members and sponsors attended a three-day annual convention with classroom-style ballroom setup that included MeetSAFE™ guidelines for in-person events with the public’s health and safety in mind. Social distancing, sanitizing equipment, and personal protective equipment (PPE) for the technical team was observed to accommodate the health and safety of all present.
Objective
The Georgia Motor Trucking Association (GMTA) held their 3-day annual convention at The Ritz-Carlton — Amelia Island, FL. It is the largest event of its kind in the region where over 100 Georgia’s trucking leaders, members and sponsors attended this year.
Alignment
The venues largest ballroom was set up in classroom style and integrated the MeetSAFE™ and venue guidelines to address physical distancing.
Apply MeetSAFE™ Guidelines for equipment and surface cleaning after every session and personal protective equipment (PPE) for technical team.
A greater number of microphones were secured to avoid sharing and larger screens were used to accommodate the increased distancing.
Outcome
Attendees felt safe and welcomed knowing that social distance guidelines were followed, and they could focus on the topic presented.
GMTA (a repeat customer) appreciated the extra precautions PSAV team members took to make their meetings as safe as possible.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Women in Business Seminar
An in-person seminar turned into a successful live networking event at the Park Plaza Royal Sonesta Hotel. The event space provided the ideal backdrop for 100 women in business to learn strategic social media tools to boost their businesses. Attendees were socially distanced in the room, making guests feel at ease and allowing business to carry on.
Objective
Park Plaza Royal Sonesta Hotel to teach women how to use social media for their business. Provide a comfortable ambiance for up to 100 attendees while ensuring room set up followed physical distancing guidelines.
Alignment
Classroom set up integrated the MeetSAFE™ Guidelines to address physical distancing concerns.
Accommodate safety requirements such as configured seating for distancing, masked tech.
Outcome
Attendees felt safe and welcomed knowing that social distance guidelines were followed, and they could focus on the topic presented. More people attended than what was expected resulting in a successful live networking event