Even the smallest event can involve surprising complexity: innovative technology, remote participants, not to mention on-site changes. And with each vendor or production partner, that level of complexity becomes amplified by the need to manage additional people and processes, expectations and production schedules. That’s why – especially if you have limited time and resources – partnering with a single event production provider to weave together all your creative, production and technology needs will make your (and your team’s) life exponentially easier. Here are three smart ways to leverage the power of a single event production partner.
1) Align on strategy and solutions to enhance the participant experience
The best event production partner will be with you and your team from the very beginning – getting to know your event goals, history and patterns and co-creating the event strategy with you. Understanding why you are meeting and what you’re trying to achieve will help them make recommendations on how to bring your vision to life.
If this partner can manage everything from the creative design/branding to sets/décor, speaker content and coaching to onsite production and technology, then you don’t have to worry about reiterating your vision to every vendor. Your event production partner bridges that gap, ensuring that all the disparate pieces of your event are united under one coordinated, well-communicated umbrella designed to help you achieve your event goals. A single provider also means no surprises: They’ll guarantee that software is up to date, presentation audio and video synch up, SSOs and APIs are integrated, and more. This eliminates many of the barriers to enjoyment attendees experience when tech infrastructure is cobbled together between different vendors.
Even better alignment is assured if your partner has a relationship with the host venue. Partners embedded with your host venue can facilitate relationships with the venue team and help them align with your event strategy, desired participant experience and goals. In-venue partners also have the inside track on identifying potential challenges and proposing solutions to anticipate your needs. For example, their insider knowledge and relationships with hotel service groups helps you maximize room layouts, set-ups, quick turns, show flow and the timing of breaks and meals so they synch with other events happening in the venue. This also helps them troubleshoot problems that typically pop up during live events. This optimization and alignment between all your event vendors amplifies the cohesive nature of your event, creating a truly memorable experience for your participants as well as a relatively stress-free experience for you and your team.
Once you find an event production partner you work well with, engage them to work with you across your event portfolio. They will be able to track important per-event and year-over-year metrics that will demonstrate how your work contributes to achieving organizational objectives. And they can ensure quality, ease and consistency from one event to the next while creating an economy of scale across venues. Best of all, they’ll already know how you like to work, what you’re trying to achieve and what’s worked or needs to be improved from event to event without you needing to educate them. This kind of relationship provides an excellent customer experience that translates into exceptional events and outcomes, no matter where in the world you produce them.
2) Leverage production partner expertise
A single production partner isn’t only an expert on event technology. Creative branding, presentations, exhibitions, hybrid events, mobile apps, general sessions or audience engagement – they comprise teams with expertise in all these areas.
The best partner will be able to explain good, better and best solutions for creative, production and technological aspects of your event goals and budget parameters. If the partner knows the venue, they’ll know what works in each room, and how to show each space off to its best advantage. They may be able to offer bundled services or special event packages you can’t find anywhere else. They’ll also know which options might produce a similar result at a different price point, so be transparent about your budget and other constraints so they can customize recommendations for you. There’s an incredible benefit to working with a team that knows you. And who can replicate established best practices for your events, no matter where they are organized.
You want a partner whose team is up to date on the latest trends, technologies, audience engagement and customer satisfaction strategies. When interviewing potential partners, ask how their team members are educated and trained. What kind of capital investments are they making in their people, products and technology solutions? What is their approach to customer success? Do they see challenges or solutions? Alignment with your organization’s brand values is another crucial factor to consider, as it’s an important indicator of whether they will match your organization’s commitment to delivering service excellence and customer support.
3) Trust your production partner to coordinate resources and relationships
The fastest way to put time back on your calendar is to trust your event production partner to coordinate the resources and teams needed to execute your event. If they helped set the strategy and have deep knowledge of the host venue, then they only need your brand guidelines, feedback and approval to run with the other elements.
For example, you don’t have to worry about sourcing separate providers for audience engagement technology, an event app and in-room audiovisual. The event production partner can provide all those services and teams and make sure that everything works together. You can rely on them to do everything from producing walk-in motion graphics, designing lower thirds and choosing the audio stingers to livestreaming the general session and packaging it for your online learning management system post-event. They can provide stage managers and set designers.
When you engage one provider to do everything from creating the event strategy, designing the branding and content, producing the show and executing it, then you are more easily taking a holistic approach to your event, where every element is completely aligned with your event goals. This enhances the customer experience for your participants, exhibitors and/or sponsors.
This relationship makes your life easier because you have a single point of contact: the event production partner’s project manager, who sets deadlines and deliverables and ensures all the event elements are on track. The event production partner’s team will manage the inter-team communications with the creative, production, technology and on-site team.
Because of the variety of services, products and solutions, your partnership can scale based on your needs. A single event provider puts a strong network of resources at your disposal. This is especially important if you have a complex event. If they have a regional network of warehouses and venues, they can quickly scale up to provide you with additional resources, staff and equipment to amplify what may already be onsite.
In short, engaging with a single event partner will save you time and headaches as they coordinate the moving parts required to bring your vision to life. Having a single point of contact for all your event needs streamlines communication and simplifies the planning process. Because they’re aligned with your event goals and can help you track their achievement, they make you look good and help you demonstrate the value of your event portfolio in ways that will raise your profile within your organization. Best of all, when you partner with one team from strategy to execution, you maximize alignment and deliver truly memorable experiences.
How to leverage color psychology to
Unlock the Unforgettable
Colors play a vital role in helping us navigate the world around us. Certain hues can influence how we feel, behave and even respond in various settings, giving them an intriguing role in human psychology and fueling our long-held fascination with them.
This year, Pantone, the industry leader in color forecasting, declared the vibrant Viva Magenta as the Color of 2023. Described by the institute as “bold” and “unapologetic,” this shade was chosen to evoke a sense of confidence and optimism in the post-pandemic world.
*Photo caption: Courtesy of ARTECHOUSE
Each year’s color is carefully selected based on current trends, social and political events and global attitudes. Once announced, it becomes a symbol of the times, evoking emotions and memories specific to that moment.
In our industry, for example, we’re seeing the sense of optimism that Viva Magenta is meant to signify with the surge of in-person events — which are expected to continue increasing. This hopeful sentiment is reflected by audiences who have shown their desire for the return of face-to-face interactions.
In a number of other business sectors, ranging from fashion to marketing, the color of the year is used to forecast trends in branding and design, product development and purchasing decisions. It’s become so influential that the 2024 color of the year has already been selected (Apricot Crush), and there are predictions for which hue will hold the glory in 2025 (Future Dusk)! But what grants a singular shade such power?
Read on to explore the impact of color psychology and how to leverage it to promote certain mindsets, further engagement and participant learning, and deliver an inspiring attendee experience at your next meeting or event.
Color psychology: Why certain hues affect
Colors are not just a matter of aesthetics; they can have a profound impact on our mental state. Research in this area has confirmed what we have long suspected: that colors can influence our internal physiology and create unconscious reactions.
Consider the neurological effects of warm versus cool tones. Bright and warm colors, like red, orange and yellow, stimulate our senses and can evoke feelings of happiness, optimism and energy. Contrastingly, cool and calm tones like blues and greens are typically internalized as soothing.
This fascinating field of research shows us that, not only does the presence of color affect our cognition and mood, certain hues affect how we internalize information and interact.
How color enhances participant learning and the event experience
Humans are more sensitive to the impact of color than you may expect, something that grants you a unique capability to strategically influence audiences. How? By leveraging this aspect of your meeting or event design, you can boost engagement and participant learning to strengthen the power of your programming.
“There has been a lot of research dedicated towards neuroscience recently and one really neat finding as it relates to our business is that when the right colors are added to a meeting, attendees are more engaged, message retention increases and the overall atmosphere is improved.
“What this means in layman’s terms is that by using certain colors within the meeting space, we can adjust an audience’s mood to best match the content being presented,” explains Drozd.
Combine these findings with research that demonstrates 80-85 percent of our perception, learning and cognition is mediated through vision, and it’s clear to see how being purposeful about color use can work in your favor.
Amplify your impact with vibrant
Having the optimal technology solutions and expertise on your side can ensure you’re showcasing the right colors, and at the right moments, to shape the participant journey and reach new levels of success in achieving your meeting objectives.
Here are a few of our top recommendations:
LED technology and scenic elements
LED technology is a perfect way to incorporate greater use of color at indoor or outdoor gatherings. This solution enables you to cast screens or even full walls in color, delivering striking visual content in high resolution, regardless of surface or image size.
If you’re planning a gala where you want to promote interaction, for example, you could incorporate sweeping use of yellow visual content with LED walls. The attention-grabbing technology and brilliant hue would serve to encourage these connections and even boost participants’ moods.
Focused on long-range planning during a critical small meeting? Add a dynamic aspect to your space with LED table lamps set to cast purple tones. This hue can support goal setting to support your desired outcomes.
No matter your program’s aims, LED technology provides you with a rich palette to play with. Using this lighting in place of a traditional incandescent fixture allows for endless color mixing, including saturation and intensity. Change the ambiance of your event space at any time — color mixing is executed seamlessly.
Another way to dazzle audiences with chromaticity? Reinforce the effects of your intentionally chosen tones through the use of scenic elements, such as spandex soft sets or backdrops, like BackDrop Pro. These can serve as palettes for your lighting fixtures and amplify their presence in your space.
Whether you’re planning a large-scale event or small meeting, our experts can help you choose the right color-creating tech to captivate and impress audiences. Plus, by partnering with a full-service provider like Encore, you’ll have an industry-leading team on your side to provide guidance on enhancing your meeting or event design, creating stunning content, and managing technology before, during and after the production.
Want to discuss your personalized meeting or event needs? We’d love to provide a free consultation on how we can help deliver a memorable experience that leaves audiences amazed.
Interested in learning more about one of our popular colorful technology solutions? Click the button below to explore our experts’ guidance on how to reimagine the possibilities of creating transformative events with vivid LED technology!
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.
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
- 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.