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How to hold a hybrid event

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As technology advances, hybrid events are becoming increasingly more popular and accessible. Hybrid events combine a live (in person) and a virtual (online) audience experience, blending and engaging the two elements. The technology and capability for web streaming is growing rapidly, and event organisers are actively trying to include this option in as many events as possible.

Hybrid and online events can be great for an array of event types, including meetings, product launches, conferences, trade shows, company announcements, training, and sales and marketing updates. Those that attend virtually can view live streamed content of the event, such as keynote presentations, guest speakers, workshops, launches and education sessions via a webcast direct to their computer, tablet or smart phone. Generally, these attendees are also able to interact with the speakers and other virtual attendees via messaging tools such as live chat or social media.

When holding a hybrid event, you need to consider whether your event is fulfilling for all attendees both in person or online. It is important to effectively engage both audiences, and where possible, facilitate interaction between them through networking or online chat features.

Here are some things to consider:

Be prepared

To have a successful virtual experience, you must have a flawless live streaming experience. Information such as video, presentation slides and other event data needs to be prepared, input into the streaming system and tested in advance to ensure everything is working as planned.

Make sure you identify the ideal camera positioning on the stage, the main focal areas and the spots to avoid filming. Some time should be taken to ensure your speakers are prepared and comfortable. Some people may be a little more nervous knowing they are being live streamed to a much larger audience.

Keep on time

It can be hard to keep events strictly on time, but this is even more important when conducting a hybrid event. Like waiting for a TV programme to start, your virtual attendees will log on specifically at that time, for that speaker or presentation, and if there are delays or confusion with timing, they may log off or become disengaged.

Acknowledge your virtual attendees

More often than not, many presenters fail to acknowledge or communicate with the online audience. Take some time during introductions to acknowledge both in person and online audiences – this will ensure that both will feel welcome and part of the event.

Participation and engagement

Allow time and access for both online and in person attendees to participate in discussions or workshops, and remember to allow time for online attendees to contribute, as they may not be able to answer as instantly as those within the room. Consider having a session chairperson to monitor the online platform for questions via Live Chat or other Q&A modules.

Hybrid events that utilise live streaming are a powerful communication tool and can assist you to save money, extend the life of in person events and broaden your audience and exposure, offering different perspectives and an exciting experience for all involved.

To find out more about our Online & Hybrid Event services, please contact us or check the following links.

Contact Us Online & Hybrid Event Services Online Event Production Services

 

 

Apps for event planning

Planning an event is a huge and complex undertaking, with countless tasks to keep track of, tight deadlines and multiple stakeholder demands.

Thankfully, with the use of digital technology, the enormity of event planning becomes a whole lot easier.

And with most solutions now offered through apps, you gain the added convenience of accessing them on your smartphone or device, while on the go.

Here are our favourite apps for event planning:

Eventbrite – a ticketing website and app that allows you to go paperless through online event registration and ticketing. The app allows attendees to show their tickets on their phone, and for hosts to quickly scan at the door, with the attendee list updated in real time.

QuickCal – an intuitive calendar app that lets you create events using natural language, for example, ‘event starts @5’. It gives you reminders, shows you multiple calendars and provides views of upcoming events.

Scanner Pro – go paperless with your documents and receipts by scanning them into the Scanner Pro app. It scans documents with a snapshot and converts them to PDF, ready to email or save.

Super Planner – don’t stress about running out of drinks or overcrowding anymore, Super Planner calculates venue capacities, staffing, and catering to avoid these kinds of issues.

Asana – a task management app, Asana let’s your team collaborate seamlessly together. It allows for project teams to allocate, organise and manage tasks or communicate directly using chat functions.

What apps can’t you do without when planning events?

Media release: Perth Convention and Exhibition Centre adopts event app technology, thanks to AVPartners

AVPartners has launched an innovative events app at Perth Convention and Exhibition Centre, set to create a genuinely interactive event experience at the world-class venue.

The app, PCEC, integrates social media tools, gamification, surveys and live polls with up-to-date event information to ensure Perth Convention and Exhibition Centre events are accessible and relevant for event attendees online, as well as offline.

Delegates can post updates, tag their location, like and comment on posts and send private messages all from within the app. They can also access up-to-date event documentation, such as programs and flyers, speaker, attendee and exhibitor information.

Using PCEC, event organisers can easily update event information and send targeted push notifications to attendees in real-time. Event sponsors can also benefit through branded content and advertising within the app.

Designed for all smart phones, the app also facilitates reporting on active users and interactions within the app, thanks to a built-in analytics function.

Leveraging the latest in event technology, PCEC is provided through a partnership between AVPartners and American mobile event app developer DoubleDutch.

AVPartners Perth Convention and Exhibition Centre Partner Ryan Taylor said, “Perth Convention and Exhibition Centre is known for delivering some of Australia’s most innovative conferences and events. PCEC will take the attendee experience at the venue to the next level.”

Nigel Keen, General Manager at Perth Convention and Exhibition Centre said, “AVPartners is always on the hunt for new ways to add value at Perth Convention and Exhibition Centre. The event app will further bolster our reputation as a world-class MICE destination.”

With numerous unique spaces including a 2,500 seat theatre, Perth’s largest Ballroom, six exhibition pavilions, multiple meeting rooms, boardrooms and two unique outdoor spaces, PCEC is a great choice for events no matter what the type or size. Each year, over 500,000 people attend one or more of the 600 plus events conducted at Perth Convention and Exhibition Centre.

The news of the event app launch follows a bumper year for AVPartners in Perth, with the provider hitting a number of milestones in 2014. AVPartners re-signed the Audiovisual Services agreement at Perth Convention and Exhibition Centre and was awarded the Exhibition Rigging contract with PCEC.

AVPartners has enjoyed a partnership with PCEC for over five years. AVPartners provides audiovisual and exhibition rigging support for events at the venue and professional technical assistance for delegates.

About the PCEC events app
PCEC combines social media tools, gamification, surveys, and live polls with up-to-date, user-friendly event information; ensuring events are accessible and relevant for the modern event delegate.

Event delegates can post updates, tag their location, like posts, comment on each other’s posts, send private messages, and respond to surveys and live polls all from within the app. The app also integrates with Facebook, LinkedIn and Twitter.

Conference delegates can access up-to-date event documentation such as programs and flyers, videos as well as speaker, attendee and exhibitor information through the app.

The app transfers crucial event information traditionally delivered as hard copy documentation or through in-person announcements online. Event organisers can easily update event information at any time without the hassle and cost of printing. They can also send targeted push notifications to attendees giving event organisers a direct line to delegates.

Delegates can leave reviews on sessions, speakers, venues and exhibitors; making it easy for delegates to have their say and conference organisers to collect feedback.

Event sponsors can also gain further visibility with delegates through branded content and advertising within the app.

PCEC includes an analytics function which allows event organisers to comprehensively report on active users, attendee interactions in the app and reviews.

PCEC accommodates all smart phones and is accessible across iOS, Android and HTML5.

About AVPartners
AVPartners is a leading provider of tailored and integrated event audiovisual services including technical production, audio, visual, lighting, event design and event styling.

AVPartners creates integrated event experiences through combining state of the art audiovisual technology, unrivalled expertise and a highly tailored approach.

www.avpartners.com

AVPartners launches cutting-edge events app

AVPartners has launched an innovative events app set to revolutionise the Australian conferencing landscape.

The AVPartners event app combines social media tools, gamification, surveys, and live polls with up-to-date, user-friendly event information; ensuring events are accessible and relevant for the modern event delegate.

Delegates can post updates, tag their location, like posts, comment on each other’s posts and send private messages all from within the app. The app also integrates with Facebook, LinkedIn and Twitter and the event’s hashtag is automatically added to outbound tweets.

Designed as an interactive conference guide, the AVPartners app allows delegates to access up-to-date event documentation such as programs and flyers, videos, maps and local weather as well as speaker, attendee and exhibitor information.

Founding Partner Gary Hackett said “At AVPartners our focus is on enhancing event experiences.”

“An event app was a logical next step as it combines what we do best – the smart use of technology, responsive customer service and ingenuity.”

The app transfers crucial event information traditionally delivered as hard copy documentation or through in-person announcements online. Event organisers can easily update event information at any time without the hassle and cost of printing. They can also send targeted push notifications to attendees giving event organisers a direct line to delegates.

Delegates can leave reviews on sessions, speakers, venues and exhibitors; making it easy for delegates to have their say and conference organisers to collect feedback.

Event sponsors can also gain further visibility with delegates through branded content and advertising within the app.

The app includes an analytics function which allows event organisers to comprehensively report on active users, attendee interactions in the app and reviews.

The AVPartners app accommodates all smart phones and is accessible across iOS, Android and HTML5.