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Virtual & Hybrid Event Case Studies
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!
All Events - Made Easier
Our team members have the technology and expertise to help transform any event experience with ease—whether in-person, virtual, or a hybrid of the two. Since 2009, Encore has been seamlessly connecting in-person and virtual audiences around the globe. We have a full range of leading-edge solutions to engage with those at your location and participants joining for anywhere. Let’s create the perfect event together.
Elevate Every Event with the Best Platforms
With hundreds of event platforms on the market today, choosing the right solution for any meeting or event can be daunting. So, we’ve curated a portfolio of best-in-class platforms, selecting partners with deep industry expertise to meet your needs. From self-managed one-hour online meetings to fully-managed multi-day in-person conferences and trade shows with hybrid components, we can help you find the best solution and recommend the right level of support from Encore production and technology specialists.
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Related Hybrid Content:
Cvent Attendee Hub®
Guided Self-Service Platform
Elevate your virtual event experience beyond streaming services with Cvent Attendee Hub. Create more memorable, measurable, and valuable experiences for your attendees. Provides solutions to plan, promote, and drive engagement for your virtual and hybrid events reliably and securely.
Cvent Attendee Hub®
Chime GoSM
Quick Start Full-Service App
Chime Go is a fully-supported, quick start event app that’s easy, affordable & professional. We can configure Chime Go in multiple ways to support your in-person, virtual & hybrid meetings. With Encore experts by your side, feel confident that you can take your event to the next level.
Chime GoSM
Chime LiveSM
Choreographed Event Experiences
Transform your next event with the Chime Live platform, built to drive engagement whether your attendees are joining onsite, online or in combination. Our full-service solution can be customized to tell your story, highlight what’s important and deliver the outcomes you need pre-, during and post-event.
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Notified®
Virtual Event Platform
Immersive Virtual Expos & Conferences
Immerse remote attendees in event spaces that emulate the in-person experience with the Notified Virtual Event platform. Encore and Notify bring you seamless large-scale hybrid conferences and exhibitions with in-app streaming, production expertise and creative services.
Notified® Virtual Event Platform
Even if you bring your own platform, Encore can provide creative, production, and technology support services to enhance your event.
End-to-End Event Solutions
From strategy and creative to production and technology to the event and post-event follow-up, we have expertise to help you deliver boundless inspiration, connections and engagement.
We'll Work With You Every Step Of Your Event
Benefits of Extending Your In-Person Meeting to Hybrid or Virtual
Expand your in-person meeting to accomodate remote participants with or convert your event to virtual if you can’t meet in-person. There are boundless benefits of engaging your audience virtually and in-person , during and after events that
you may not have considered such as:
Increased Attendance & Scalability
Thought Leadership
Networking
New Revenue Streams
Richer Event Data
On-Demand Viewing Flexibility
Expanded Social Reach
Case Studies for In-Person, Hybrid & Virtual Event Platforms
Need some inspiration? Check out our in-person, virtual and hybrid case studies for some real world examples of our successful customer collaborations.
Let’s Talk About Your Event Experience Needs.
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What Our Customers Say:
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!
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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!
Determine which technology features you need for a successful event
In this workbook, you’ll discover the pros and cons of audio-visual technology, including:
- External cameras and audio
- Wired internet
- Additional displays
- Enterprise video conferencing tools
- Laptop rentals
- Event technology provider
- And more!
Download the workbook today!
We hope you enjoy your download of Encore’s workbook and use it for planning your next hybrid event with success! Want the entire scoop?
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:
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 our must-have dynamic planning tool Today!
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
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.
For the best user experience, please use Google Chrome.
This post is the first in a series on event internet from Matt Harvey, VP of Internet Services at PSAV
Internet is cited as one of the most challenging items in event planning and often leads to apprehension over using Wi-Fi dependent tech like polling, streaming, and audience engagement tools. Without the confidence that these tools will work, it’s hard to invest in their use and, in turn, this limits the meeting experience.
Connecting people is quite literally in PSAV’s purpose statement, so in this series, I’ll lift the lid on meeting Wi-Fi – focusing on how to buy with confidence and successfully connect and inspire your audience. For this post, the often-misunderstood concept of bandwidth is the focus.
Bandwidth is something we all know something about since we buy it for our homes. It makes sense to us that more bandwidth means we can do more “stuff” at once with the internet. But in an event setting, getting the balance right between too little (resulting in a poor experience) and too much (resulting in overpayment) bandwidth can be tough. In other words, how much is just enough?
Shared vs. Dedicated
The first thing to know is the difference between shared and dedicated bandwidth. You can watch our explainer video on that here. It’s only two minutes long, and we’ll be right here when you’re done.
Now that you know the difference, it’s important to note that the home internet is an example of shared bandwidth. In an effort to make us upgrade, the cable operators tell us that we need faster services for all our devices. “Ultimate Internet (up to) 300 Mbps suitable for 10 devices!” they say.
This type of marketing leads to confusion. If 300Mbps is good for 10 devices, then each device needs 30Mbps, right? Not so fast. Dedicated bandwidth is different. For large groups, we actually need less bandwidth than we otherwise might think, and in the dedicated bandwidth world of events, it’s easy to assume that the numbers are the same as the cable company marketing which leads to an overestimation of bandwidth needs.
Calculate It
Next time someone tells you they need 30Mbps each because that’s what they get at home, take a breath and remember there’s a calculator for that. This tool will give you a good starting point for attendee bandwidth needs.
What if a presenter requests a lot of bandwidth as part of their requirements? Chances are, the presenter is also thinking about shared bandwidth in-home internet terms. Have a conversation about the presenter’s intended use of the internet and include your trusted techie. Most everything a presenter will need to do from a presentation laptop can be done in less than 5Mbps.
Remember:
- Use the bandwidth calculator to estimate your needs.
- Make sure your venues are providing bandwidth usage reports, showing your total bandwidth consumption over time. These will help you dial in on exactly what your needs truly are.
- If you are concerned about running out of bandwidth, consider pre-negotiating an optional on-site upgrade with the venue. If you need to use it, pull the trigger with the confidence that the additional cost is already understood.
- You can always email us at Internet@psav.com. We’ll answer all of your internet-related questions, regardless of venue.