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IT’S YOUR BIZ» SKILLED A/V PARTNERS ELEVATE HYBRID AND VIRTUAL EVENTS

VIRTUAL AND HYBRID EVENTS will be the norm for quite some time. To effectively host an event that is completely virtual or hybrid, meeting planners will need to partner with a skilled audio-visual (A/V) team to provide the technical expertise and show production knowledge.

Although virtual events may feel different, they are powerful and scalable—allowing people from around the world to gather remotely. With a hybrid meeting, you can engage both the in-person and remote viewer in a meaningful way. A skilled audio-visual team understands the technical wizardry that is required to bring everything and everyone together, using a combination of professional equipment and software platforms. They will help you navigate the new landscape when it comes to the planning, coordination and execution of your virtual or hybrid event, guaranteeing a professional result that will impress your audience and presenters.

When done right, virtual and hybrid events are engagement-driven, value-added experiences that produce results extending past the screen, generating revenue and supplying recorded sessions that can be used for future promotional opportunities. Good show flow and scripting are critical for both in-person and virtual events. Professional moderation is the key to creating engaging virtual events that “flow.” During a virtual event, “stage management” comes in the form of carefully timed introductions for videos and presentations, interacting in the comments field and creating a two-way experience for attendees that runs on time.

Speaker coaching is also critical in virtual settings and differs depending on how the presenter will interact with the audience. Your A/V partner will guide presenters through individual “tech checks” to orientate them to the platform, show them how to share documents and make sure their presentation is displayed in an engaging way. They will also work with presenters to confirm there are not any connectivity or speed issues that will negatively impact the presentations, as well as advise the virtual presenter about posture, dress code and maintaining eye contact.

To support the live audience, your A/V partner will oversee the chat for those needing technical assistance, create a queue to take live questions and manage audience polling.

Not offering a virtual component in today’s environment is a mistake—attendees expect an option to join virtually. For meeting planners, that means budgeting for elements of livestream or other types of webcasting in addition to anticipated, in-person A/V event costs.

Think of your A/V partner as an extension of your team who enables you to focus on other elements of your event. With all the moving parts in hybrid or virtual events, planners shouldn’t have to worry about the technology—that’s for your A/V partner to handle.

Mark Miller is president of the Rental and Staging Network (RSN) and president and CEO of Markey’s Rental & Staging, a national rental and staging company, headquartered in Indianapolis, Indiana. With more than 35 years of experience in the event technology business, he leads RSN, a top-tier network of live event production companies throughout North America. The network allows event planners and producers to access the very best in live event production throughout the United States, Canada and Mexico.