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.
Produce a memorable experience for your meeting participants by grabbing their attention, sparking their curiosity and leaving a
lasting impression
In today’s ever-changing landscape, the way people consume content has undergone a rapid transformation. What does this mean for meeting and event professionals? You’ve likely faced unique challenges in capturing (and keeping) your audience’s attention to deliver a memorable experience. To address these hurdles, let’s consider some key audience facts:
- Shortened Attention Spans:
With the proliferation of smartphones, the average adult’s attention span has significantly decreased. Encouraging participants to disconnect from their devices has become more challenging than ever. - Higher Expectations for Content:
When it comes to the crowd-pleasing content people routinely engage with, such as popular streaming shows, even singular episodes have soaring production value. Episodes of The Crown cost an average of about $13 million, and high-end streaming dramas like Stranger Things now see price tags of $4 to $7 million per episode. - Higher Expectations for Digestible Content:
Thanks to platforms like TikTok, which deliver fast-paced, hyper-targeted content to each of its 1.67 billion users, the bar for engagement is set incredible high. Your tech-savvy participants are used to being able to find, filter and immediately interact with media specifically selected for them by the platform’s scarily effective algorithm. If you want to earn (and keep!) attendees’ attention in today’s digital landscape, your content needs to fulfill their higher expectations.
- Shortened Attention Spans:
Considering the impact of these trends, it has become more difficult to entertain and engage an audience and easier than ever to distract them. So, what should you keep in mind to ensure your content is compelling and has a lasting influence on your participants? Read on to learn insights that can help you revolutionize your storytelling.
Engagement is a metric that matters
A recent Encore survey revealed that planners prioritize attendee engagement and advanced content delivery. To revamp your content strategy and recapture the hearts and minds of your audience, here are three powerful approaches to consider:
- Cultivate community through content
Remember the viral Ice Bucket Challenge, which united people around a common cause? It brought ALS, and the ALS Association’s mission, to the forefront of Americans’ minds (and phones).
The content developed around the social media challenge was not only attention-grabbing but also prompted immediately achievable action.
Taking part was cheap, easy (except withstanding the ice water part), enthralling and, most importantly, repeatable. Meanwhile, the call to action rallied individuals into a community for a shared goal.
Photo credit: ALS Therapy Development Institute
2. Craft Your storytelling as a unifying thread
Your content should seamlessly weave a compelling narrative throughout the entire attendee journey, from initial contact to post-event communications. However, avoid generating content that merely starts and ends there.
While the content onstage might be the main focus during your sessions, to deliver truly resonant messaging, consider how your programming ties into the tentacles of broader, ongoing conversations within your audience’s communities. By designing content that’s relevant to your participants and what’s going on in the world around you, you can leverage your meeting as a chapter in a much larger and powerful discourse.
3. Appeal to your guests’ emotions for lasting impact
Some of the most memorable event moments are emotionally charged rather than purely intellectual. Consider award shows in pop culture, where speeches, interactions and reactions generate buzz for days, weeks and even years.
Ultimately, you want your program to live on with a life of its own, and fueling similarly strong emotive responses is a great way to drive connections with your content. Is yours designed with that intent? Is it working hard enough to become unforgettable for your attendees? If the answer is no or you’re unsure, think through how you can better speak to and influence attendees’ emotions through your storytelling.
We’d love to help you do just that! Our Creative Services team dreams big when it comes to crafting inspiring content, amplifying it through strategic event branding and design, and influencing the purposeful connections that set programs apart.
Want a sneak peek into our capabilities? Explore some of the riveting content we created for Marriott International’s exclusive three-day conference for their general managers that created a customized experience just for them!
Let’s partner on incorporating these content strategies into your planning process for a program that captivates participants and extends the reach of your message well into the future.
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
our moods
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.
“When people are in an environment that has a fair amount of red accent light, their pulse rate increases slightly and they tend to breathe a little bit faster, which actually equates to them being able to think more analytically. This means that they are able to crunch numerical data better than in say a blue room which has the converse effect.”
The sway color has on our mindset and behavior has become so renowned, in fact, that prisons have even used a specific shade of pink, known as “drunk tank pink,” in efforts to calm violent prisoners.
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
technology solutions
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!