How To Optimize Your Hybrid Event

Hybrid Events

How To Optimize Your Hybrid Event

Learn how to optimize your hybrid event by following these pro tips!

A hybrid event combines a live in-person event with virtual online components. When it comes to planning a hybrid event, it is all about blending the “live” in-person and “virtual” digital channels to create a seamless shared experience for your entire audience. The following tips provide a great starting point to pave the way towards successful hybrid events.

Identify Your Event Goals 

Before you can begin to optimize your hybrid event, you should identify your goals and objectives. Start by determining your target audience, the event type/scope, and the type of design and engagement you are going for.

Identify the event type, size and experience you wish to create for your attendees – will you host a 30 minute webinar, a 1 hour single stream event, a full day event with breakout sessions, or even a 2-4 day event with multiple streams and sessions?

Choose The Right Virtual Event Platform 

Once you have determined your target audience and event goals, the next step is choosing the right technology and virtual event platform to support the experience you aim to deliver. In order to create an engaging experience for your both your “live” in-person attendees and your “virtual” remote participants, it is important to choose a virtual event platform that meets all of your needs. There are numerous event platforms that offer various digital features to engage your audience both on-site and online. 

When choosing your virtual event platform, a few components to look for include: 

  • High Quality Streaming Capabilities 
  • Custom Branding
  • Live Audience Engagement (i.e. Live Chat, Polls and Q&A) 
  • Social Hubs or Virtual Lobbies
  • Second Screen Capabilities
  • Ease of Use/User Friendly 
  • Data Analytics to measure the success of your event with advanced reporting

Second screens help bridge the gap between in-person and virtual audiences by encouraging cross-channel participation. The first screen at an event is the stage and main presentation screen. The second screens are your mobile devices (i.e. tablets or smartphones) that are used by audience members to see and interact with the presentation content. Second screens allow your audience to participate in presentation slide sharing, note-taking, polling, survey and Q&A participation, games, quizzes, and more!

Plan Your Production To Optimize Your Hybrid Event

After you have determined which event platform is best for you, it is time to starting planning and putting together all the pieces of your production. 

First, make sure you have assembled a professional media production team in order to handle all aspects of the live and virtual production including on-site audio/video requirements and remote speaker management. Give yourself the peace of mind in knowing you’ll have a team of professional to deliver broadcast-quality content and provide support for A/V production. Plus, as media professionals we can offer multi-location productions to bring speakers at various sites together in a single shared experience. There is never a reason to cancel sessions for presenters or panelists that cannot attend physically, we can bring them in remotely!

Next, choose a theme and determine what content you want to deliver.  Keep in mind, it is important to create a mix of live and on-demand digital content that is easy for viewers to find and follow. Offer a variety of content including welcome videos, keynotes, panels, and breakouts.

Incorporate audience engagement by enabling live chat, Q&A, polls and more to encourage your audience to interact and communicate with one another. You can engage an even larger audience by sharing your stream on your social media channels (i.e. YouTube, Facebook Live, LinkedIn Live, etc.) this will help you amplify your hybrid event by spreading the word and reaching a wider audience, allowing viewers from around the globe to tune in and participate!

Live chat tools allow your audience to interact from anywhere in the world. During our live broadcast of the Feeding Matters 8th Annual Community Event, the live audience chat was a fan favorite!

If you’re asking yourself how to optimize your hybrid event, follow these tips to help you prioritize your event framework and choose the right virtual platform that will allow your attendees to network with each other and optimize your overall event experience!

Be sure to subscribe to our blog and newsletter for more great tips at HautePhotoVideo.com and contact us when you’re ready to start planning your next hybrid event!

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Virtual Event Video Production: 3 Secrets to Success

Virtual Event Video Production

Virtual event video production has become increasingly popular over the past year. For event planners, corporate professionals, and business owners, it is important to understand how to utilize professional video production to enhance your overall event experience.

At Haute Media, we recently had the amazing opportunity to work with The Scottsdale Charros to produce the 2021 Scottsdale Charros Virtual Education Awards. The Scottsdale Charros are a non-profit organization dedicated to supporting students, teachers and schools within the Scottsdale Unified School District. The Scottsdale Charros believe that “education is the cornerstone of any community and proudly celebrate Scottsdale’s best and brightest during the Scottsdale Charros Education Awards.“

Every year, The Scottsdale Charros recognize one specially selected teacher from each SUSD school as Outstanding Educators of the Year. Additionally, an Outstanding Male and Outstanding Female Student of the Year are recognized from the Class of 2021 at each school, as well as SUSD School Nurses and High School Athletes of the Year.

It was an honor to work with The Scottsdale Charros to produce their first ever virtual event! You can view the full virtual event live stream recording at the link below. Continue reading to learn our 3 secrets to successful virtual event video production and how we incorporated these techniques in the Scottsdale Charros Virtual Event.

Scottsdale Charros 2021 Education Awards

Every event is different. When it comes to virtual events especially, a little extra planning and production can transform your ordinary virtual meeting into a unique online event experience! The production quality of your virtual event will reflect the professionalism of your business and importance of your event. Poor audio/visual components can negatively impact the energy of your event. Successful event planners hire professional videographers to handle their virtual event video production to ensure a seamless production process and a polished presentation for the final event. Here are three ways professionals utilize video production to enhance virtual events…

Virtual Event Video Production: Secret to Success #1 – Get Creative With Pre-Recorded Video!

Exciting content and inspiring speakers are key to a successful virtual event. Pre-recorded video production provides endless creativity when it comes to content and delivery. Utilizing pre-recorded video offers flexibility in scheduling multiple speakers to participate in your virtual event, either remotely or in-person. It also gives you the ability to record high-quality video of your speakers in multiple locations, which provides even more exciting visual content to keep your audience engaged!

Combining exciting locations and inspiring guest speakers such as community leaders or local athletes is guaranteed to keep your audience engaged. For The Scottsdale Charros Virtual Event, we pre-recorded several speaker segments in various locations that reflected the theme of the event. We filmed at three relevant locations including Scottsdale’s Museum of the West, Grand Canyon University, and Gateway Trailhead at McDowell Sonoran Preserve in North Scottsdale. A few of the guest speakers we pre-recorded include:

Virtual Event Video Production

Secret to Success #2 – Choose the Right Platform to Engage Your Audience!

Virtual events are a great way to deliver your message to a much larger audience and offer global networking opportunities in real time. To ensure a successful virtual event, rely on professional video producers to use the right hosting platform and streaming software to broadcast your live virtual event while keeping your audience engaged. 

Features of virtual event platforms that enhance audience engagement include Live Polls, Q&A Discussions, Chat Boxes, and more! Enabling the live audience chat feature during The Scottsdale Charros virtual event allowed viewers from all over the country to tune in and communicate with other event participants.

Secret to Success #3 – Promote Your Event With Professional Video Production!

The success of any event is directly related to the amount of marketing you put into promoting your event. Professional video production is a great tool to market and advertise your events! An effective way to promote your events through video is utilizing clips from pre-recorded video production to share on your website and social media to make your audience aware and excited about your event.

Social media integration is also a fantastic way to promote networking and grow your following during and after your event. With the right virtual event platform, we can stream your events to multiple channels including Vimeo, Facebook, YouTube, LinkedIn, and more!

Another awesome promotional feature is live graphics which we can incorporate in pre-production or add in real time during your live stream. During the Scottsdale Charros Virtual Event, we incorporated graphics and branding throughout to keep their audience entertained and promote the different event elements.

Learn more about virtual event video production and subscribe to receive updates at HautePhotoVideo.com.

Congratulations to all of the Scottsdale Charros’ 2021 Outstanding Students and Educators, SUSD School Nurses and High School Athletes of the Year! View the virtual event video at Charros2021.HautePhotoVideo.com and support the Scottsdale Charros Education Initiatives by making a donation at Charros.com.

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Best Corporate Event Videographer in Phoenix Arizona

Best Corporate Event Videographer in Phoenix Arizona

Haute Media is a top rated award-winning media production team, providing the Best Corporate Event Videography in Phoenix Arizona.

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4 Tips For Planning A Successful Corporate Event

planning corporate events

Planning a successful corporate event is a great responsibility that requires plenty of preparation. Corporate events range from conferences, trade shows and conventions to award ceremonies, networking, team building events and more. Whether you’re hosting a large incentive reward retreat or an exclusive company gathering, here are 4 great tips that will help you succeed in planning any corporate event!

Choose A Fun Theme

In the early stages of planning your corporate event, it is important to select a unique theme that will reflect your brand and resonate with your guests. 

Select a theme based around your event objective and make it memorable by incorporating creative decor, pops of color, festive food and drinks, and of course your logos and branding. 

If you’re hosting a corporate party or team building event, consider a Casino Night or a Western Barnyard BBQ!

planning corporate events

Pick A Great Location 

In addition to themes and decor, another important element in planning your corporate event is choosing the perfect location! 

Phoenix is home to some incredible event venues including a wide variety of large resorts, the Phoenix Convention Center and smaller spaces for exclusive corporate gatherings.   

When choosing a location or booking a venue for your event, a few important factors to consider are size/space, budget, and convenience. Ideally, the location should be easily accessible to your guests, which will help promote a strong turnout.  

Be sure to take advantage of the seasons! If weather permits, outdoor events are always a guest favorite and give you endless possibilities for activities (not to mention offer beautiful views for your event backdrop)!

planning corporate events

Include Interactive Entertainment and Activities 

Whatever theme and location you decide on, make sure to also include interactive entertainment and activities to keep your guests engaged! Choosing the right type of entertainment will help ensure your event is successful and memorable. 

Live music is always a great way to attract your audience and you can also wow your crowd with different performances from comedians, magicians, artists, and more!

Trade show exhibits are a great opportunity to show off your products while interacting with your guests. During conferences and conventions, include breakout sessions and hands-on workshops that focus on audience participation. You can even turn a corporate meeting into your own game show – the possibilities are endless when it comes to corporate event planning!

planning corporate events

Promote Your Event

After putting together the perfect plan with a unique theme, location, entertainment and activities, it is time to spread the word and promote your event! 

Getting the word out to your guests early in advance and sharing the details online is important to ensure a strong event turnout. 

To promote your event, send your entire contact database a custom newsletter or e-blast with the event invitation and details. Also share it on your blog, website, and social media channels. You can even create a Facebook page or a custom landing page on your website for event promotion!

Whatever platform you use to reach your target audience, make sure your communication is clear and includes all of the important event information, plus a few sneak peek details to get everyone excited about what’s to come. 

Planning and executing a corporate event is no easy task but keeping these 4 tips in mind during your preparation will help you host a successful and memorable corporate event!

Subscribe to receive more great updates on our website HautePhotoVideo.com and contact us when you’re planning your next corporate event!

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4 Socially Distant Outdoor Team Building Activities

As the Phoenix weather starts to warm up over the next few weeks, it’s the perfect time to start planning an outdoor company team building activity!

Team-building activities offer fun and creative alternatives to build camaraderie and trust among your employees. Building company morale and strengthening relationships has never been more important. With the past year we have faced, it is important to remind your employees that you are a team and are stronger and more resilient because of each other.

Getting outdoors and engaging in some positive adventurous activity is a great way to kick off the new year and there are several activities you can participate in this season to enjoy the great outdoors with your team while staying safe and socially distant.

From horseback riding to ATV tours through the desert, Arizona is the perfect location for outdoor fun and now is a great time to get out and explore with your team! Here are some of our favorite socially distant outdoor team building activities your employees are guaranteed to enjoy…

ATV Tours

If you’re looking for a unique off-roading experience, schedule an ATV Tour! Arizona ATV Adventures offers custom guided tours in Phoenix, Sedona, and Tucson, AZ. Your employees will have the chance to drive their own ATV while viewing beautiful scenery all over Arizona!

Hiking and Mountain Climbing

Our beautiful Grand Canyon State is home of some of the most incredible hiking trails in the nation. Whether your choose a short and easy hike or a more strenuous climbing trail, hiking in Arizona is always a magical experience.

Horseback Riding

Take your team on an authentic horseback ride through the desert and mountains! Cave Creek Trail Rides offer guided tours while sharing stories of the old west and historic mining town and Arizona Horseback Adventures at Spur Cross offers sunset rides through the Sonoran Desert.

Golfing

If you’re looking for something a bit more leisurely, golfing is a great option and there are tons of golf courses across the valley to choose from! The Arizona Biltmore Golf Club, Grayhawk Golf Club, and Troon North Golf Club are a few of our client favorites.

More outdoor team building activities to consider:

  • Tennis
  • Archery
  • Fishing
  • Segway Tours
  • Yoga
  • Biking
  • Kayaking

Make sure to review the safety precautions and guidelines for each activity on the company websites.

View more of our team building inspiration at hautephotovideo.com and contact us to capture your next team building excursion!

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