Looking for support at your upcoming exhibit? 
Virtual & Hybrid Event Case Studies
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:
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- 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
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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:
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- 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
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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!
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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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.
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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.
Call us at (866) 351-1144 or click the button below to get started!
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 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
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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.
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