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Eclipse Hybrid

The novel coronavirus pandemic brought the events industry to its knees. In light of these developments, event planners were forced to adopt a hybrid model overnight as social distancing measures and travel restrictions were increasingly tightened.

But even as the effects of the pandemic begin to ease thanks to vaccine roll-outs, hybrid events, which have proven to be economical, sustainable, and scalable, are hopefully here to stay.

If you need help coming up with fun hybrid event ideas, this guide is for you.

What is a hybrid event?

As the name suggests, a hybrid event combines the characteristics of both virtual and physical events. In other words, the event takes place both in an online and offline setting simultaneously.

A live audience who wants to participate in a conference centre can do so. At the same time, remote participants who are unable to be there in person can dial in via a virtual events platform.

For example, a company hosting an in-person conference in London and live-streaming its sessions and keynotes to a global online audience would be considered a hybrid event.   

Hybrid events could be conferences, lectures, fairs, seminars, trade shows, training sessions, workshops, meetings, and so forth. Traditionally, these types of events have always been in-person rather than virtual. Now, thanks to advances in technology, event planners have figured out how to combine the best of both worlds.

So why do people go hybrid? It could be because there isn’t enough space to accommodate everyone, or the host wants to reduce travel costs. This is especially true when international participants who might be unable to attend due to various factors are involved.

What are the advantages of going hybrid? The advantages of hybrid meetings are vast. Flexibility is arguably the most important benefit of adopting a hybrid approach. Regardless of how attendees choose to participate, they have similar opportunities to engage with one another.

Secondly, hybrid platforms enable increased participation because there is no limit to the number of online attendees.

Thirdly, hybrid models are more accessible than face-to-face only events. With an option to join an event virtually, those who live with disabilities won’t have to face any barrier to attending the meeting.

Finally, hybrid events can significantly cut an organisation’s overhead costs. Operational expenses like utilities, office supplies, and tea breaks rise steadily when you conduct in-person-only meetings.

hybrid events

How hybrid events open up global opportunities for your business

The shift from in person events to hybrid model has brought plenty of opportunities, including more international representation. With that in mind, let’s look at how this approach can open up global opportunities for your business.    

Hybrid events mean less travel

The major advantage of hybrid meetings is that they remove the need to travel. A face-to-face meeting is wasteful, and honestly, unnecessary in this day and age.

Instead of taking a week to travel overseas to present a report – which results in lost productivity –you can do so through a videoconferencing app. Less travel means less spending on food, accommodation, and flights. These costs that could have hindered attendees’ from attending a live event are no longer a problem.

You get more opportunities

Traditional events were not always ideal for people with disabilities, busy schedules, ill health, and people who live far away from the venue. The move to host these events both physically and virtually means that many people can now participate in networking opportunities. The hybrid system has challenged the conventional wisdom that networking can only happen in a physical meeting space.     

Lower carbon footprint

Sustainability is becoming vital for all organisations, across all industries. It attracts global investors, reduces waste, increases productivity, and enhances its compliance with the regulation.

With optimised internet connections and lower carbon emissions, research shows that virtual events are a better option. Less air travel, less food waste, less commute, and less land travel, means less greenhouse emission.  

Leverage global talent

Virtual teams allow businesses to search for talents internationally. This brings together specialists and experts from across the world to work together on specific projects. Greater innovation and increased knowledge sharing occur as business’ attendees share their knowledge of local and global markets.      

More sponsorship opportunities

A virtual event and engagement is a wonderful avenue for a business to tap into sponsorship deals. This offers you the opportunity to boost sponsor revenue and ROI.  

What are the future possibilities for hybrid events?

So what will hybrid events look like in the future? How will it evolve? And what can event organisers do to prepare for this next normal? First, traditional, in-person, and virtual meetings aren’t going anywhere even after the pandemic.

Experts anticipate the emergence of omnichannel events, where rather than having two methods like videoconferencing and in-person, events in the future will incorporate multiple options.

Some people will be physically present in an event, some will use video conferencing to attend events virtually, and others will participate via mobile phone or instant messaging.  

As hybrid events shift to an omnichannel model, it is crucial for event companies to have the necessary infrastructures and technology capabilities in place to deliver a fantastic experience to everybody. 

virtual studio

10 engaging hybrid event ideas

An excellent hybrid event idea can help you enhance engagement with industry leaders, clients, and team members. Below we cover the top 10 hybrid event ideas that are sure to wow both your in-person and remote audience. These ideas came from real-world examples from a range of industries.

Finding a virtual and hybrid events platform that can be a long-term solution is a necessity rather than a priority. Identify which features and tools will help you achieve your goals.

If your goal is to encourage networking among in-person and virtual attendees, choose platforms built for interactions and feature tools like Q&A and polling to engage the attendees. Here are some of the must-have features:  

At Eclipse we have a test platform you can try to help you find the platform that works best for you, give it a try!

Make a clear plan

There is nothing worse than experiencing technical glitches at a hybrid event gathering. Virtual attendees are likely to disengage when a platform begins to misbehave due to technical issues.

Holding a rehearsal is the best way to find out what might go wrong. Hiring an excellent technical support team is key to running a successful virtual event that is unlikely to experience bugs or glitches. Also, it’s essential to share the agenda in advance with those who will attend so that everybody can prepare.  

Live games or competitions

Use games and competitions to engage attendees, exhibitors, and sponsors. The Salesforce’s World Tour Sydney Reimagined virtual event organisers implemented a live “battle of the apps” competition between exhibitors.

They allowed the audience to vote and choose the winner to boost the overall excitement further. The competition created post-event excitement as participants continued to check the event’s social media pages to see results.

Set the rules of the road  

Set up the rules and circulate them to both in-person and virtual attendees before the event. An uncontrollable meeting, where someone tries to dominate the conversation or everyone talks simultaneously, usually leads to chaos. You will online need moderators to ensure virtual participants tolerate others and respect each other.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

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Consider shorter sessions

The virtual attendees will likely have more distractions and shorter attention spans than a F2F audience. Lengthy sessions are draining and tiring. Both in-person and virtual audiences will appreciate having time to network or getting breaks. So make sure you build in short breaks that allow attendees to stretch to keep interest levels up.

Don’t promise on-demand content playback

To create an engaging and successful hybrid event, don’t promise free recordings for those that can’t make it to the event. Doing this gives virtual attendees the right to log out early because they’ll watch the replay later. When you don’t offer them a recording, they are more likely to stay calm and engaged throughout the live event.

Consider time zones

One challenge presented by a widely distributed event attendance is time. If you’re running a hybrid event, it’s easy to disregard that not everyone is joining from the same location. It’s not easy to collaborate and communicate while attending the meeting from different time zones. That’s why it’s of paramount importance to plan ahead carefully.  

When you set up your hybrid event agenda, ensure to clearly state the time zone of your event to avoid frustration or confusion. Choose the time zone where the majority of the attendees are located. If possible, ensure the meeting doesn’t start at odd night hours for anyone. Eclipse can help you find appropriate times.

Build an immersive environment

Hybrid events lack the impact of a more immersive experience for online participants. An immersive experience gives online participants the impression of being in a simulated environment to the extent that it feels like reality. You will need to work with an event organiser to create 3D virtual events that imitate a real-world conference. This way, the virtual attendees will see live 3D product demos.   

Put a comedy show or a concert

Hire a comedian, singer, or band and stream a live concert for your virtual audience. A live performance boosts the mood and energy, making attendees upbeat and engaged throughout the event. It might also be what you need to motivate attendees and give them a break. This will also enable them to share the content they found most valuable.  

Allow attendees to download content

Allow all participants to access the content after the event. Ideally, it’s advisable to put a time limit on availability to drive demand. Show them where to download or watch the recorded event.   

Eclipse Office

How eclipse can help you with your hybrid event

Organising an event isn’t child’s play. To ensure a successful hybrid event is achieved, you can’t just pray and hope things go well. It would be best if you had assurance.

At Eclipse, we help drive clients’ events from beginning to end. We can handle all aspects of in-person and hybrid events and ensure everything runs to plan.

For over 30 years, Eclipse has provided event production and meeting management solutions globally. We serve industry giants like Coca-Cola, Uber, The FA, ITV, Deloitte, and many others who want a well-executed hybrid or in-person event.  

Conclusion

These aren’t the only ideas you need to consider when planning your next hybrid event. You may have specific needs and requirements that are not covered in this guide. While we aren’t yet entirely out of the woods, hybrid events hold the promise to restore the events industry to its former glory.

If you are interested in hosting a hybrid event, you’ll need to work with an event production company that offers a one-stop-shop experience for everyone.

At Eclipse we are a full service event production company that creates highly customisable hybrid events for mid-to-large size businesses, institutions, and organisations globally. Contact us today to learn more about our services.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

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Getting corporate sponsorship for your event is a great way to help you meet your financial goals and gain credibility. That said, approaching brands and getting them to agree to your sponsorship request can be pretty challenging. Here is a well-detailed guide on how to find and convince corporate sponsors.

What is corporate event sponsorship?

Corporate event sponsorship is when a company supports an event, usually by providing funds, in exchange for publicity, goodwill, and access to attendee data. The event sponsors also get their name and/or logo on event materials and signage to increase brand visibility. From a business standpoint, companies only sponsor events that put them in front of their target market so that they can move their agenda forward, so your event must present an opportunity for them to do that. When approaching companies for sponsorship, ensure that their mission and values align with those of your company. They should also be well recognised in the community and have a genuine interest in your cause.

How to pitch your event to corporate sponsors?

Sponsors have as much power to break an event as they have to make one. Therefore, before you start sending proposals to brands, you must be certain that they will be a good fit for your type of event. To avoid wasting time sending proposals to uninterested sponsors, conduct research on potential sponsors using these questions as your guide.

Once you find a few suitable sponsors for your event, it is time to start sending proposals and perfecting your pitch. Here are a few tips on how to pitch to an event sponsor.

Do your homework

Thorough research is a prerequisite for a successful pitch. If the sponsors you’re targeting are big enough, your proposal won’t be the only sponsorship request they get. So, how do you stand out from the crowd? Taking some time to learn about the company, their targets, challenges they may currently be facing, events they have sponsored in the past, and even who to speak to will give you an upper hand and help you deliver an irresistible sponsorship proposal.

Tell your story

Making an emotional connection with potential sponsors is an effective way of getting them interested in your event and your company. Tell them about your company’s story, emphasising why you do what you do. Also, share your mission statement and describe how you live up to it every day.

Share details about attendees

Businesses are interested in putting their brand and products in front of the right audience. Therefore, learning as much as you can about your attendees will help boost your attractiveness to sponsors. Share the anticipated attendee numbers and their demographic data to support your argument. You can find this information on ticketing platforms.

Determine what benefits you can offer

When a company goes through your proposal, their only concern is what’s in it for my company? As such, your primary focus when writing your pitch should be to demonstrate the value that your event can offer your sponsors. Here are a few things to think about when writing your proposal.

Let the numbers do the talking

Corporations trust numbers. They rely on statistics and percentages to help them make well-informed decisions, so let your numbers do the talking for you. If you have conducted similar events before, add reports detailing the event’s success in your proposal. Essential information to include in the report consists of the total number of attendees, social media engagement numbers, and the ROI.

Don’t beat around the bush

Sponsorships come in all shapes and forms. There is the promotional aspect and the financial aspect, so be clear about what it is you’re looking for. If you want money, come right out and say it. Also, be honest about how much money you need to plan the event; downplaying the amount will only hurt your interests. Lastly, be transparent about what the financing will go toward, e.g., food, venue, flying in guest speakers, etc.

Offer custom sponsorship packages

There isn’t a one fits all sponsorship package. Give sponsors different options to choose from or, better yet, allow them to customise their package. A la carte packages are very popular today because they enable sponsors to pick and choose the options they need to create their package. With every package, ensure to include a mixture of benefits such as booths, event analytics, attendee data, and social media promotion.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

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Ways to find corporate sponsorship for your event

Finding sponsors can seem like a daunting task, but it doesn’t have to be with the right skills and a little creativity. Here’s how you can find corporate sponsorship for your event.

Utilise digital tools

There are a lot of online resources to help bridge the gap between event planners looking for sponsors and sponsors looking for events. Examples of these tools include SponsorPark, SponsorMyEvent, and SponsorPitch.

Ask your staff, volunteers and Board for help

The people in your company may know of companies interested in partnering up with you for an event, so don’t leave out of this process. Their contacts and connections can help you find the perfect sponsors for your event.

Look through your donor database

Go through the list of companies that have supported you in the past and enquire if they may be interested in sponsoring. Anyone who has supported your company in the past is a potential sponsor, so don’t ignore the companies that paid a small donation or sent their employees to volunteer.

Reach out to sponsors from related events

Take note of sponsors who work with events organisers in your industry. These brands are the easiest to convince because they already understand the value of event sponsorship. Also, pitching will be much easier since their audience aligns with yours.

Let your audience decide

You’re probably wondering how your audience can help you find suitable sponsors for your event, but if you pay close attention, you will be able to distinguish the brands that your audience loves. Look through your social media insights to find out which other brands your audiences love and reach out to them for sponsorship. Not only will your attendees be excited to see brands that they love, but this will make them feel like they are in an ecosystem of interconnected brands and values.

Narrow down your options to brands that align with your event values

Using the pointers mentioned above, you can come up with a long list of potential sponsors. Pitching to every single company can be exhausting and time-consuming, which is why you should limit the number of companies you reach out to. Prioritise companies that are most likely to help you achieve the key goals of your upcoming event. For example, if you have a food charity event, food banks, farms and grocery stores would be the best fit.

Why would a company sponsor your event? What’s in it for them?

Event sponsorship is part of a company’s marketing strategy. Therefore, when pitching for sponsorship, you must communicate clearly what the sponsor stands to gain from your event. Here are a few reasons why a company would sponsor your event.

Brand visibility

Events are an opportunity for companies to put their brand and products in front of a large audience. They can increase brand recognition before, during, and after the event through social media, press mentions, and event advertising. To create more buzz around your event and ensure that your sponsors get increased brand recognition, hold giveaways and competitions for free tickets or gift hampers on social media. The giveaway criteria should be to follow the sponsor’s page and maybe invite other people to do the same.

Building a positive brand image

Public perception can make or break a business. One way that companies build authority and credibility is by sponsoring worthy causes and high profile events. This makes customers believe that the brand is reliable and trustworthy. Also, customers typically support businesses that invest in the welfare of the community.

Expand its content strategy

Event sponsorships can be an excellent source for new material for a company’s content strategy. By promoting their involvement before, during, and after an event, companies can increase social media engagement and traffic to their website. To ensure that your sponsors get the most out of your event, create and promote a unique hashtag for your event.

Aside from the content your sponsors create themselves, they can also benefit from user-generated content. According to research, 98% of event attendees share videos, photos, and blogs during events which helps companies get more exposure.

Generate leads

Sponsorships help brands generate leads in many ways. Firstly, they put a brand in front of their target audience. Secondly, having an exhibition stand at the event allows customers to enquire more about your brand and try samples products. This makes it easier for sales representatives to convert attendees into paying customers.

Audience insights

Post-event reports are an invaluable tool for companies. Brands use this information to develop new business ideas and improve their products. Therefore, when approaching companies for sponsorship, offer them as much information as possible about the event attendees.

High return on investment

The benefits of event sponsorship are endless. Sponsors don’t necessarily have to make massive sales to get a high RIO. Creating quality relationships and leaving with a list of leads that they can follow on afterwards is equally valuable. As an event organiser, provide opportunities for your sponsors to interact with attendees and get as much media and social coverage as possible.

How can eclipse help you with corporate sponsorship for your event?

Finding sponsors can be challenging for some event organisers. If you feel like you’re not well vast in this area, delegate it to a third party company to help you out. Here at Eclipse, we welcome opportunities to work with charities where possible. We have established strong relationships with several organisations that are willing to support worthy causes both in the form of donations and complimentary support. We have worked with brands like Uber, Coca Cola, Deloitte, and many more. For more information about our services, get in touch with us today.

Conclusion

Even sponsorship should be a win-win situation for all parties involved. To get funds for your event, all you have to do is show brands what they stand to gain from a collaboration with your NGO.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION
Teradata’s set design with dining tables, chairs, sofas, and a counter.

Exhibition stands are a classic marketing tool that can be used to spread the word about your company and gain new customers. However, many businesses make the mistake of improperly designing their modular exhibition stands, and they could be losing out on valuable customers. 

If your business is planning to participate in an exhibition that allows you to show off your goods and services, you need to ensure that your stall stands out from the crowd. In this article, we discuss how you can build an exhibition stall that gets you noticed at your next event, and provide some tips and tricks to make your stall unique. 

What are the benefits of having interesting exhibition stands?

At an exhibition, there may be hundreds of different businesses, all of whom are vying to stand out from the crowd and attract more customers to their bespoke exhibition stands. With so much competition, you need to make sure that your stand design is enticing, unique and captivating. 

The more enticing your displays are, the more likely people will stop by and take a look at your stand. And the more people you can attract to your exhibition stand, the greater chance you will have at encouraging them to sign up to receive emails, letters or even your products at the event.

Here are some other reasons why it can be so beneficial to have an interesting exhibition stand: 

Tips to help you make your exhibition stand noticeable

With so many other stands to compete with, you need to do everything in your power to stand out. However, it can be difficult to know what will work and what will push customers away. The most important thing you can do is create a stand that is unique and trendy so that potential clients of all demographics will be eager to learn more about your company. 

Here are some of the best ways that you can make your exhibition stand out from the rest, according to our expert event planners, so that your business can succeed at every exhibition. 

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

1. Make it visually alluring

The visuals of your bespoke exhibition stand are, undoubtedly, the most important things that are going to get you noticed. A first impression will be made when passersby take a look at your stall, and a visually pleasing display will be more likely to encourage people to find out more about your company. 

Begin by ensuring that your exhibition stand and props all look eye-catching and clearly display your business name and the product or service you sell. Consider researching which colours are most appealing to customers and implementing them into your display.

Eye-catching and unique graphics are another way to grab the attention of your audience. Instead of using basic drawings, why not consider adding technology to your visual display? If you have the funds, a television displaying your product or some important facts about your company can go a long way. 

Learn more about the importance of set design for your next project here.

2. Make it interactive

Including an interactive display or element in your exhibition stand is a great way to entice potential customers to your stand. Consider installing a display that features QR codes where clients can get more information about your business. The interactivity of it may encourage people to scan it as they pass by. Another way to make your stall interactive with tech is to set up interactive games or even selfie stands which will initially draw people in. Once they start using the technology, you can join their conversation and begin talking about your business. 

3. Keep your materials up to date

When businesses think about setting up their business stand, they usually choose to fill it with pamphlets and business cards that people can take home with them. While this is something that every exhibition stand should have, they are not the only materials that you should rely on. Instead, make the most of modern trends, such as virtual business cards or QR codes that lead directly to your website. You should also encourage your potential customers to sign up to an email list so that you can message them after the event and encourage them to use your business. 

4. Don’t forget about the freebies

If there is one thing that is going to get your customers to come over to your stand, it is freebies. However, most stands tend to stick to the classic freebies, such as pens. While these may be classic, they’re boring, and won’t go far in ensuring that your business stands out from the crowd. If you want your freebies to make an impact, here are some alternative ideas: 

5. Think about sustainability

Sustainability is one of the most important things that businesses need to think about. With climate change and global warming dominating discussion in recent months, customers want to know that businesses are doing everything they can to reduce their carbon footprint and their plastic usage. Therefore, one way to prove to potential customers that you are invested in sustainability is to make your stand as sustainable as possible. For example, consider using recyclable materials for your pamphlets and using as little plastic as possible. You can also include information about how your company is working to be more sustainable, as this may entice potential customers who are invested in the environment. 

Teradata Universe – Excel, London 2018
Teradata Universe – Excel, London 2018

How can Eclipse help you build an exhibition stand that gets you noticed?

As this article has shown, there are many reasons why an enticing exhibition stand is so important. Your stand is the face of your brand, so it must be informative, accurate and represent the key message of your company. 

But with so much competition, it can be difficult to truly stand out from the crowd at an exhibition. If you are unsure about how to create the perfect exhibition stand, why not ask for help from our experts? At Eclipse, we have the expertise to create an exhibition stand that will draw in customers from afar. With over 30 years of experience in the events management industry, we have the skills to make your stand the star of the show. Whether you have a small exhibition stand or a whole wall of stands, we have the knowledge to help you create a powerful and impactful exhibition that truly showcases your company.

Here are some more reasons why you should hire our team to help you showcase your company at an exhibition:

We are experts in set and stand design, so make sure that you’re live event ready today with our exhibition stand design and exhibition stand builders.

Final points

If you’re planning your next exhibition in London and want to do everything you can to ensure that your stand is the most notable of them all, get in touch with our expert stand design team at Eclipse Global. We’re happy to explain how our stand builders can help you from start to finish.

Our exhibition stand designers can design and build bespoke stands as well as modular stands. No matter your budget, design, brand or brief,  we offer quality solutions and design expertise, delivering creative and professional exhibiting spaces for an incredibly reasonable price.

We can help your business to grow and succeed across London, at all exhibitions and events. To learn more about our expert stand designs and project management for trade shows, contact our team today.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION
Green Screen in action

Are you thinking about going digital for your next conference or trade show? Then planning a virtual event might be the ideal solution for you. With plenty of opportunities for inclusivity, accessibility and engagement, virtual events are rapidly growing in popularity across just about every industry.

Read on to find out what benefits virtual events hold and how you can make them work for you, from small webinars to industry-wide annual events. We’ve covered all you need to know to make your next digital event a success:

What is a virtual event?

Alongside ‘remote working’ and ‘online learning’, virtual events became one of the biggest buzzwords in 2019 and 2020. As an effective way for industries to continue to host events, network, and connect with others, online virtual events have taken over from in-person events in a big way.

While the world is now returning to a less socially distanced state, the benefits and flexibility of hybrid events and virtual conferences make them a viable and exciting way to shake up the status quo. Whether you’re planning to host an industry-side virtual event or you’re looking to host an online event for a smaller group, going digital can open doors to new and innovative things.

At its most basic, a virtual event is an in-person event that takes out the need to travel or attend a specific location. With many virtual events adapting to these changing requirements while maintaining similar schedules for seminars, talks and scheduling, it’s easier than ever for people all over the world to get involved and excited about what you have to offer.

Virtual and hybrid events bring a whole new dimension to the world of business events and industry conferences. With greater opportunity for attendees to join in on online events, the virtual space has provided an excellent alternative to physical event spaces – particularly in industries where attendees are far-flung to any corner of the planet.

What are the benefits of virtual events?

Why go for a virtual event over an in-person conference? It all depends on the specific goals and requirements you have in mind. But if you’re unsure whether a virtual event is a suitable pick for your needs as an event organiser, here are just some of the benefits that going digital might offer:

Accessibility for all

One of the most significant benefits of going virtual on your event is accessibility. Not only can people from anywhere in the world attend your event, but there are no limitations in relation to the ability to travel, disability, or any of the other issues involved with in-person events. As long as they have an internet connection, anyone is included with no exceptions.

Tighter scheduling with no movement time required: If you’re planning an event with multiple working parts, figuring out scheduling can be a nightmare of its own. You need to factor in just about everything from run-overs to technical issues to keep things on schedule. The benefit of a virtual event is that your scheduling can be tighter without accounting for movement time between seminars or on-site technical issues.

Recording allows for easy viewing

While many in-person events are now filmed, this isn’t quite as immediately accessible as the best virtual event can offer. You can even create pre-recorded content for certain portions of your event, whether it’s your introductory session or essential information, allowing your attendees to consult that content whenever they want to.

Less costly venue hire

While you may still want to hire a venue or studio for a virtual event, and a hybrid event will require a dedicated space in-person and virtually, you can still potentially save significant costs by downsizing your operation. Without the need to have space for hundreds or thousands of attendees, you can cut costs and insurance down a substantial amount for your upcoming event plans.

Flexibility for global attendees

If you’d like to allow attendees from all over the planet to attend, hybrid and virtual events are the way to do so. By making your conference or event entirely remote, you cut out the burden of travel and accommodation for many of your would-be attendees. This flexibility also allows for attendance outside of typical business hours without losing out on significant chunks of time in the process.

Reduced responsibility for food and drink

When you host an event in person, part of your responsibility is to ensure that your attendee experience is positive and that their needs are catered for.

While engagement and flexibility are vital staples to virtual events, you also benefit from not needing to handle catering companies. Or managing access to food and drink as an extra expense. This can help save costs and reduce the headache of organising all the little details of your planned event.

Easier transitions from session to session

Transitions can be a dead zone for the average event, and they are often the time when you lose guests or fail to capture interest if there’s no easy way for them to choose what they do next.

The benefit of a virtual live event running multiple sessions or seminars is the ease of transition. Whether you have individual sessions listed on your website or easy links to jump between, it’s far easier for guests to get invested in what they are interested in then and there.

Less travel time helps improve attendance

If you’d like to keep attendance levels high, making your event as easy to access as possible is a great place to start. By hosting an online event, you can engage with your audience without them going out of their way to reach you. This helps to boost the number of attendees. Going online also allows individuals with busy schedules or a lack of time to travel to take advantage of your conference or event.

More opportunities for engagement

Engagement is key to keeping attendees interested in what you’re doing or saying. While opportunities for engagement in larger events are limited, virtual events add a sense of closeness that a large-scale conference can’t capture.

Real-time Q&As, live chat, and the ability to easily ask questions ahead of time through a form or website can help get attendees involved and active.

Effective social media integration

Social media is a powerful tool across just about any industry. But particularly for events and virtual conferences with a more social aspect, harnessing the best tools available can make a huge difference.

Live virtual events hosted online can easily be shared across social media, allowing engagement on multiple levels and raising your profile in your industry in the process. For a public event, the power of social media is practically integral to success today.

New networking prospects for attendees

Networking is one of the biggest incentives of conferences and events for many attendees. Industry-specific virtual events or even global in-company conferences provide plenty of opportunities to get to know people.

A virtual event helps to widen that net. By diversifying attendees, there’s ample chance for everyone to network beyond their social circle – which in turn can benefit them and their businesses.

CFC Summit

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

Launching a successful virtual event

If a virtual event sounds like the perfect option for your upcoming plans, the next step is making sure your virtual event is a success. Here are a few of the things you can do to ensure you get the most out of your live online conference:

Using the right technology

The right technology will play a significant role in whether your virtual event is successful or not. You’ll want to use the best equipment available to you to ensure the best possible outcome for your attendees.

That means professional-grade cameras, high-quality audio recording and a consistent and robust internet connection throughout your event. Whether you’re encouraging speakers to host seminars from their own homes or you’re hiring a studio for that specific purpose, having the best technology possible for your virtual event can make a huge difference.

Investing in a quality set

If you choose to host through a studio or smaller event space for a hybrid virtual event approach, you’ll also want to invest in the proper set and event dressing. Enhancing your professionalism and provide the right impression to your attendees, both virtually and in person. Working with a professional virtual event management company can ensure your event looks great and is technically sound for your audience.

Practice makes perfect

It may be tempting to wing your digital event, but a practice run can make all the difference, much like in-person conferences. This can allow you to check the strength of connections, figure out the timings to improve efficiency and catch any issues before they arise during the event itself. A little practice can go a long way towards ensuring your event Is successful.

Scheduling every second

Deadtime is even more of a problem in virtual events than it is for in-person ones. You want to ensure you keep your attendees engaged and provide clear windows for when things are happening and different virtual meetings are starting. Scheduling tightly throughout the day can help this happen and reduces the risk of you losing guests due to downtime between activities, talks, or seminars.

Not scrimping on digital advertising

It would be a failure not to make the most of digital advertising for a digital event. While trade events and industry conferences may do well off of basic advertising and word of mouth, you may want to attract more of a global audience to your online event than you would a landlocked one. Advertising via email and on social media to gain instant attendees is key to the success of your virtual event.

Utilising multiple social avenues

Encouraging engagement in your attendees is about more than just trying to make your event passively entertaining. To provide the best chances of success, making use of social avenues. From online quizzes to question times to creating their custom schedule. Helping you raise that engagement keeps attendees interested in what you’re saying or doing. The more optional interaction you can offer, the better.

Focusing on quality over quantity

Just because your event is virtual, it doesn’t mean you need to increase the amount of content you’re creating. While some options are nice for attendees, you’ll want to focus on providing a quality experience to everyone that signs up for your event. That means focusing on the quality of output, the value of the seminars you’re adding, and whether your guests will be interested in everything you have to offer.

Providing easy digital access

Ease of access is crucial for any digital event organiser. Whether you’re using a free online video conferencing tool or hosting your event streaming directly through your own website, you want to make it as easy as possible for attendees to join in and get involved. If you need them to download anything or add any apps to their phone for the event, it’s best to let them know far in advance to ensure everyone is ready to go.

Offering clear instruction for attendees

Even without the potential for technical difficulties, not every attendee will be as tech-savvy as the next. If you’re going fully digital, it’s vital to offer support and service to ensure everyone can access your live streams and online events. This may mean creating a tutorial ahead of time or simply having a tech support team on hand to quickly support anyone struggling with making your digital event work for them.

What sort of business would host a virtual event?

With millions of businesses worldwide going entirely online and remote in the past couple of years, there’s far less of a barrier than there was before to hosting virtual events. Many businesses and industries can benefit from hybrid or digital trade shows, conferences, and other events.

Events in which all messages and seminars can easily be carried out online most benefit from a virtual event. For example, sales conferences for multinational brands or academic conferences have less of a need for in-person interaction. Equally, awards shows can be carried out virtually with little or no changes to their scheduling.

Plenty of event types, from general business conferences to software trade shows and in-company events, can benefit from a move to virtual conferencing.

Other events, such as trade shows, may benefit from live events to view equipment and machinery in person before making purchases or investments. It all depends on what attendees want to get them the event and how you can deliver it to the best. If your business functions best from face-to-face communication, then a hybrid approach may work for you.

The most important factor to consider is whether your attendees would most benefit from a virtual event or whether the positives of an in-person event weigh in their favour. One of the most significant differences in a virtual event is that you aren’t required to attend in person.

This makes it a beneficial option for global events with attendees from all over the planet and a good option while lockdowns still exist in other parts of the world.

How can Eclipse help you with your virtual event?

As a leading creative event management company in London, Eclipse has extensive experience and knowledge of how to take create high-end virtual events. Our skilled team understands the challenges and risks your business faces in moving from the framework of the traditional event.

With our support and help, we can ensure the best possible result for your event: engaged attendees, positive interactions, and excellent reviews at the end of the day. There are plenty of types of virtual events that we can support you with.

We support businesses in creating hybrid and digital events in numerous ways. From providing event production for live events in studios and venues to delivering creative design solutions for your graphics and animations, we ensure your event platform looks as professional as possible from start to finish.

Our expertise in virtual events technology allows us to advise on the best cameras, microphones and recording systems to suit the scale and demands of your online events and breakout sessions. At the same time, our network of venues and studios ensures you’re set up and ready on event day with no snags or problems insight.

Whether you’re looking to create a permanent video conferencing and event conference set in your business premises or you’re looking for something temporary, our team are here to make it happen. From local virtual events within your business to international conferences, we’re equipped to help make your next virtual event platform the best yet.

Contact Eclipse today to make your next virtual event one to remember

Making your digital event memorable means ticking all the boxes and doing all the right things. From attendee engagement to the quality of your pre-recorded content, working with a professional can help make your event look incredible.

Whether you’re new to virtual events or you want to improve upon your professionalism and content, Eclipse can help make your next event one to remember. Get in touch with our team today to discuss how we can transform your event planning with high-production, professional-grade event services. From your very first advertisement to finishing your on-brand set design, we’re here every step of the way.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION
The guest speaker during the Mobility Conference 2015

Whether you’re a relatively small business or part of a multinational organisation, one way to get everyone together is with corporate events. If the idea of an old school corporate event is enough to elicit despair and dread, you aren’t alone. That’s why revolutionising the way you look at corporate event planning can make all the difference.

Have upcoming product launches, or keen on making the most of the next trade show? Whether you’re bringing together employees from all over or hosting the best and brightest in your industry, thinking beyond the cliches is the best way to get everyone having fun. If you’re stuck for ideas on the best way to implement conferences and events, we’ve got the ideal solution.

Read on now to discover more about how to steer clear of the cliches for your upcoming event:

Understand your audience

What is a corporate event?

Corporate events cover a vast range of different activities. The types of corporate event can be any shape, size, and scale. From days out designed to engage staff and celebrate achievements to ice-breaking exercises and large-scale conferences. So, when it comes to planning the perfect event for your specific audience, it’s all the more challenging to pick the ideal mixture of venue, activities, and meetings for success.

Corporate events may have numerous different purposes. Integrating new employees or announcing product launches, enjoying milestone celebrations, or entertaining guests at trade shows. These differences allow employers to tailor their respective conferences, meetings, and rewards to their business’s specific needs and goals.

An essential part of creating different types of corporate event, whether it’s for internal staff or customers, too, is to know what you’re trying to achieve. By getting creative with itineraries and innovative with your scheduling, you can make that upcoming event all the more memorable and fun for your target audience. By considering the attendees first, it’s much easier to create a corporate event that ticks all the boxes and provides a fun, enjoyable time for all by considering the attendees first.

Football Beyond Borders

Cliches to avoid when staging a corporate event

Many of your staff and guests will go into a corporate event with an idea of what to expect. Depending on their past experiences, that may not be a good thing for their enthusiasm or morale. If you find your attendees looking less than enthused during your corporate conference, that’s a sure-fire sign you’ve missed two of the critical components of success: engagement and fun.

Here’s how to avoid a cliché event and pleasantly surprise your guests with something they might never have expected:

Skimping on set design and layout

For large-scale corporate events, it’s easy to look cheap when you cut back on the set design budget. We’ve all seen the cliché of one man with a microphone standing on an entirely dead, empty stage. Ensure everything is appropriately staged, and everyone is seated comfortably to see the stage to ensure corporate event success.

Set design doesn’t necessarily have to be in-your-face or over the top. It doesn’t have to cost thousands upon thousands and be a spectacle of light and colour. But what you do want is something that fits the theme of your event and brings attention in all the right ways. High-quality set design can help make that happen.

Using cheesy imagery and stock graphics

One way to quickly cheapen your event is to use stock imagery and graphics. And no, that’s not just if you happen to be throwing an event for a particularly artistic industry niche. Stock imagery can look out of place at the best of times, making your overall theme feel less put-together and professional unless it’s handled by a specialist graphic design team.

Even worse if your attendees have spotted the exact same picture and fonts at the event that they attended just last month. The more original you can be with your graphics, the more of an impact your theme will make on your guests. At the end of the day, cutting corners with your graphics is a good way to reduce the professionalism of your event as a whole.

QE Hall, London 2019

Going royalty-free on your music

Short jingles and inspirational guitar may sound like a great way to add some liveliness to your event. But beware of the pitfalls of royalty-free music. Much like stock graphics, it’s likely your audience will have heard that music over and over again. Royalty-free content is, by nature, available to everyone – and you don’t want to accidentally connect your event to something on the less professional side of the spectrum.

Music can be an excellent way to add some fun into the average event, but don’t be afraid to splash out on something that’s either unique to you or at least paid-for content. It’ll make your presentations feel far more polished, and the ambience of your event as a whole feels less like a visit to your local low-price supermarket.

Encouraging interaction in only one form

Not everyone will want to engage in what you’re offering in the same way – but that doesn’t mean that they should be left out. This is particularly important for hybrid events that are both online and in-person, where you have to keep two crowds engaged in what you’re saying or doing at the same time. Keeping everyone interested in what you’re saying means stepping up beyond the average audience question time.

One way to integrate interaction is using technology. Just about every eventgoer will have a smartphone, and those calling into a video conference will too. You can use smartphones for anything from quizzes to scheduling to asking questions, allowing for great interaction with a crowd across two different methods of communication.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

Using inadequate or repurposed equipment

Whether you’re hosting an online conference or planning an event with a large audience, hardware failure can spell disaster. It’s such a cliché for corporate events to experience equipment failure that it’s practically expected at this point. If you want to subvert expectations, hiring or investing in quality equipment is one of the ways you can earn that professional badge of honour in the corporate events circuit.

As for the tech you choose, ensure that the people using it are fully clued into how everything works. Whether it’s some impromptu training with the hiring company or a run-through ahead of time, tech proficiency pays off to help you look far more professional. One great way to exceed expectations is by hiring a corporate events specialist to ensure everything is running as it should.

Hours of dry speeches without breaks

When you think of cliché corporate conferences and events, you likely have that creeping dread of sitting through hours of dull PowerPoints or listening to management talk all day long. Beating the cliché is easy – you can still get your points across for sales and plans while also providing engaging sessions and enjoyment in-between vital information.

A packed schedule with no breaks or time doing something else other than lunch is a recipe for boredom at the average corporate event. Whether you liven things up with entertainment or you encourage audience participation, you’ll want to get people actively involved in what you’re doing instead of passively absorbing information.

Garden Party

How Eclipse can help you in planning a unique corporate event

If you’re looking to avoid cliches and create an event that stands out, working with a professional event production company is the best way to ramp up that wow factor. Our specialist professionals at Eclipse works with you to design innovative events that reflect your brand and make corporate fun in all the right ways.

Whether you’re looking for extensive set design and building or support for virtual and hybrid events planning, our team has the expertise and knowledge to make your vision a reality. Our connections with some of the best venues across London helps us to create the ideal environments for meetings, conference events, celebrations, and everything in between. You can trust our event planning service to create something on-theme and unique from start to finish.

Contact Eclipse today to take your next event up a notch

Are you planning an upcoming event for your company? Whether it’s part of an industry trade show or a global online conference, skipping the cliches is key to success. Get in contact with us today to discover why our customers pick us to turn their ideas into a creative reality.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

It’s a well-known expression that has much truth to it: you never get a second chance to make a first impression. The first impression of your new product or brand is your product launch event. 

There’s so much potential resting in a product launch event, but there is a lot of pressure to make sure the first impression is a resounding success. With proper event planning, savvy marketing, and a creative, experienced, and talented team, you can produce an outstanding product launch event. 

Organising a Product Launch Event 

Congratulations! After weeks, months, or years of hard work, testing, production, and planning, your new product is ready to be released to the public! To launch a new product is almost as important as developing it. 

The product launch event gets the word out to the public that your product or service is available on the market. If you don’t release and publicize it properly, your product risks being doomed to fail. 

Develop a Strategy

A product launch event is your chance to present the new product or brand to your current and potential customers, investors, influencers, and the general public and generate sales.

To get your new product out on the market, gain publicity, build anticipation, and generate the attention and buzz it deserves, it is crucial to have an event plan in place. Your party plan should include a soft launch which releases your product to a small, select group to gauge their feedback and give you the opportunity to tweak the release before bringing it out to the general public. 

When you present your new product to the public, prepare a launch story, which sends a message of why your product is important and how it will be beneficial to them. Include a description of what your product is, what it accomplishes, its essential features, and how it will make a difference.

The Steps to Organising a Product Launch

A coordinated and well-thought-out launch event plan is critical. The better prepared you are for your new product’s big showing, the greater chance it has to be a success, and the better you’ll be able to handle any unexpected bumps that may come up.

Eclipse’s Event Planner Checklist will help ensure that you are well-prepared. Their experienced team can offer you creative and original product launch event ideas for a unique and impressive launch event.

The Planning Process

The triumph of a product launch is not determined by the money you spend. With savvy planning, you can have a wildly popular event while sticking to your budget.

If you have a minimum budget, consider hosting a virtual product launch event for free! A virtual event means you save money on a venue, food, and entertainment and can have a larger reach of guests! Eclipse has extensive experience in running virtual events.

Is the new product for parents of young children? Working professionals? A new software for a tech-savvy audience? Senior citizens? The audience who will attend plays the biggest deciding factor in the type of event you plan and the message you want to send them.

For example, if you’re launching a new line of baby gear, you may want to find a large ground-floor venue that can accommodate strollers and have a play area and entertainment for young children who may attend with their parents.

Keep the number of guests you expect to attend your event in mind when you book a venue. You don’t want it to be overcrowded with too many attendees, but you also want to avoid booking too large of a location and having the party look and feel empty. 

For example, if you’re launching a line of camping gear, a casual location, outdoor-themed event with barbecue and grill stations would be more appropriate than to serve an elegant five course dinner. 

On the other hand, if your target crowd is sophisticated upper-class guests and you expect social influencers and celebrities to be in attendance, an upscale, classy event would be right on track.

No matter what theme you decide on creating, remember that your guests are coming to attend a product launch. Don’t let the venue and entertainment overshadow the focus of the event, which is to demonstrate and publicize your business, brand, product, or service and make some sales!

Whether you feature a keynote speaker or are showing a video with examples of the product in action, ensure your attendees enjoy the launch event and gain insight into your product and business.

What You Will Need for a Product Launch Event

You have determined the goal of your product launch, the location, the menu, and your target audience. What’s the next step? Eclipse Event Management Agency will guide you through the process and ensure that everything that you need – and want –  is ready for the most memorable product launch. 

 Whether you’re having a band, fashion show, product demonstration, awards ceremony, or a magic show for children, Eclipse will make sure your venue is set up to accommodate your event. Eclipse’s in-house construction and set design will take care of and create stages, booths, lighting, presentation screens, podiums, tables, and everything in between. 

You’ve settled on a theme and style for your product launch event – now make a list of all of the decor needed to fulfill the image. From backdrops, table linens, flowers and candles, and props, Eclipse is an expert at creating a party that will bring your vision to life at any location. 

 Book or set up the entertainment for your product launch event. Whether you’re going with pre-recorded music, a live band, dancing, a software presentation, or workshops, make sure to book any entertainers or purchase the essentials for your event. 

You’ve worked so hard on your product and launch – make sure to maximize its coverage. Whether you hire a photographer or are doing it in-house, plan a list of photo opportunities you want to get.

For example, take pictures of popular attendees and influencers at the party with your product. Remember to post it on social media or follow up with a marketing campaign for coverage of your product launch.

How to Make your Product Launch Event a Success

The best way to guarantee an exciting product launch is to hire an experienced event planner who will make sure you are well-prepared for the event. 

A good event planner, such as Eclipse, will take you through the planning stages, develop a strategy, advise you on what product launch event examples and ideas work best for your industry and target audience, arrange the necessary props and gear, and support you in every step of the way. 

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

Some important factors that to ensuring that your event is well-received and memorable are:

Building Up Hype for Your Product Launch Event

Building up anticipation for your product launch is a key factor. How can you best generate interest in your prospective audience for your product launch event?

Generate conversation and buzz around your product launch across all social media platforms and online for free. If your company isn’t already taking advantage of social media, make sure you get started well before your event so you can build up a large following. Use Twitter, Facebook, Instagram, and LinkedIn at the minimum to post hints about your launch in the weeks leading up to the event. 

Create a unique hashtag that will grab the attention and create interest for your upcoming product launch and use it across all the platforms. Tag your venue and vendors to reach a larger audience, invite more customers, and make more sales.

Start a pre-launch contest or raffle online to gain free publicity, build anticipation, and invite potential customers to spread the word about your upcoming product launch event and product. 

Ask for comments or relevant opinions to engage in conversation and generate more interest and hashtag your product. Post some examples of how your product can be used.

Offer an exclusivity discount for pre-orders to generate early sales.

Create exciting video clips to give a sneak peek of your product and brand, or give tantalizing clues of your event theme to generate hype. Give a product demonstration to show it’s relevant to your customers’ life, or show the behind-the-scenes clips of the product in different stages of development and hashtag your product.

Start an event product launch event countdown! Countdowns generate excitement and give your audience a steady reminder of the product launch date. Send an email blast with intriguing content each day or post the countdown online and on social media to keep the excitement going.

Garden Party 21

How Eclipse Can Help You with Your Product Launch Event

Creating an exceptional and successful product launch event takes experience, talent, expertise, good marketing, superb organisation skills, and attention to detail. Eclipse has over 30 years of experience in event planning, providing full-service for every aspect of an event’s planning and execution.

From small intimate events to large-scale corporate product launches, let Eclipse’s talent and expertise help you. Eclipse’s clients span the globe and there’s no job too big or complex at any location for them to produce. 

Their tech team can set up screens for your presentations, virtual meetings, online events, or entertainment for any production you host.

Virtual Events online are growing in popularity with companies in every industry. Participants love the convenience of being able to attend events and conferences despite their busy schedules as there’s no travel time involved, leaving them with more free time.

Organisers love saving money by not needing to book a venue or to serve food. They also appreciate the ability to record their virtual product launch events. Recording the event allows for unlimited people to participate online at a later time at their convenience, maximizing the exposure of the product launch. 

Eclipse’s experience and knowledge of the industry give them an edge on coordinating and communicating with the vendors to ensure smooth, memorable, and successful product launch events so you can focus on your business. 

virtual studio

Conclusion 

A product launch party has the incredible potential to make your product and company a popular hit. However, it takes meticulous organisation, savvy planning, experience, talent, and knowledge to maximize its triumph.

After investing so much time, capital, and hard work to bring your product to the market, give its product launch event the attention it deserves to ensure it’s as successful as it should be. Use an experienced and talented event planning agency such as Eclipse to help you create your event and bring your vision to life.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

From employee support to teamwork retreats to a brand awareness product launch, putting together a social gathering of any kind can be stressful and perhaps overwhelming for everyone involved.

It takes event management, which is a collection of skills that not everyone has, to create a successful event. For that reason, Eclipse can offer a range of contact information, skills, and experience to make sure the execution of your plans is done correctly and gives a maximum return on investment.

A successful charity gala, promotional event, or sponsorship lead online auction can increase corporate support from the audience.

What is Event Management?

Event management is a range of skilled and experienced professionals that specialise in managing small and large-scale events either in person, virtually, or a hybrid of the two.

They Handle the Work

Rather than the corporate entity throwing the event, the management company handles all the initial preparations, project management, running of the event, and post-event follow-up.

The event management company deals with the details for the event, including all key aspects of hospitality, social media, marketing, and all employment for the event.

The goal of the process is to receive the most significant possible return for their client and ensure that those invited to participate wish to return to future events.

They Offer Experience

Corporate events can be a critical aspect of a complete marketing plan for any industry, but it’s not as easy as it may seem to get right.

The end-to-end execution of an event is a complicated process, and event coordination brings in an experienced team to ensure each step is correct.

Large Scale Events
Live event for the FA with full set design, projection screens and audio-visual production

What is the Importance of Event Management?

How you manage corporate events can either boost or damage a business’s reputation and client base.

Staging events, whether small get-togethers with sponsors or employees or thousand-person launch events, allow a company to promote its brand and make new relationships.

Enhances Reputation

With a good reputation, clients are more likely to engage with a company for its services. Those clients are also more likely to try new products at a launch and back a brand they can relate with.

Effective event coordination can be the difference between a company with mediocre events attended by only a few people and a business that holds interactive engagements and offers a return on their investment.

Builds Success

Depending on the industry, the return can include greater exposure, new relationships between vendors, and a more extensive client base.

If a business has returning clients and happy participants, it can show what the events industry can do while ensuring a budget is followed. In addition, post-reports are done to improve events for the next time, ensuring the opinion of guests are heard and considered.

Invest Africa – Live hybrid event with green screens, virtual studio and audience participation

How Does Event Management Work? 

Within the relationship between management and host company, the planner draws up and establishes an event management plan (EMP).

The EMP ensures the coordinator meets the wishes of the company holding the event and that a timeline is followed from pre-planning to post-event surveys.

In addition to a contract, the plan also serves as a key foundation for future events and helps to avoid repeating mistakes.

In the future, the EMP allows even inexperienced employees within the company to use the document to plan annual launches.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

The Role of the Event Manager

The duties and responsibilities of an event manager’s career will vary from event to event and between industries.

Some coordinators may only be responsible for the day of the event, while others may plan the entire function for an extended period and are included in every aspect of the planning stages as well as the day of the event.

They will start with general research and creative brainstorming, then begin by collecting lists and information from the host company.

This list can include potential venues, sponsorships, budget plans, and themes in which they can utilise to create an outline and timeline of the event.

Generally, when you search for an event coordinator, you should search for someone capable of creating an event management plan first and foremost. Your coordinator should have experience in:

Corporate conference at the Gherkin in London

What are the Benefits of Event Management? 

The perks of event management are evident at the close of events when the industry reaps the benefits of successful event planning.

Timeline and Staff

The inclusion of an event management company ensures that an event runs according to plan. Part of the success is delivering an event that meets their client company’s needs and requirements.

By using event management and project management, you receive experts that are specifically trained for thoroughly executing different aspects of the conference. This frees up the client’s employees to continue their jobs unhindered.

Customer Experience

Tourism and the events industry are using social activities around the world to broaden their scope, secure new clientele, and make a profit from it.

An event management company that specialises in organising social events can bring a personalised experience to your audience, offering a diverse and unique event.

Success isn’t just measured by an event that is put on and attended. An event planner will manage staff and address the five c’s of event management to create a successful milestone in your business.

The Five C’s

The five c’s are necessary aspects of event coordination to ensure a positive outcome. They are as follows:

All of this is done on a budget, on time, and ensuring effective risk management from beginning to end. An event management company operates within an exclusive career. They showcase the skills and experience necessary to catch hidden costs or problems for successful events. They also offer new and innovative ideas that are utilised for each launch and party.

Why Use Eclipse for Event Management?

Eclipse offers top-of-the-line event production across the entire UK. Over the last 30 years, Eclipse has created a reputation with venues, brands, sponsors, and important contacts to ensure a successful event for you and your clients.

Some of the things the experienced professionals at Eclipse can provide include:

Live Event Wembley Stadium
Full set design and audio-visual display with multi-screen support at Wembley Stadium

Final Points

The events management industry is specialised and can help with experience in all aspects of planning and executing your event. Eclipse can help you create an engaging experience for your audience from a sizable international launch or a small corporate gathering.

How Can We Help You?

Avoid the stress of event planning, and contact your friendly team at Eclipse for a free consultation today. Anything is possible and we always go the extra mile to make your event one to be remembered.

GET FREE CONSULTATION

When you think of set design, your mind may go to a lot of different places. You may think of it as being related to movies, plays, and other theatrical productions involving costume, lighting, and extravagant set models. This is the most common and well-known place to utilize set designers.

However, set design has a scope that reaches far beyond that. Between corporate events, fashion shows, award shows, and more, it is truly something that can enhance any live or virtual event and turn it into pure magic.

In this article, we will explain exactly what is set design. We will also go over how having a unique set can take your next event a level higher.

What is Set Design?

A set designer is someone who links all the pieces of a vision together and makes it come to life in the physical world. They work in a variety of different settings with event production and creative teams, bringing an aesthetic appeal to events, shows, sets, and more.

A set designer’s job is to work with directors and organizations to take their ideas and make them into reality for each performance. A designer is a middleman who connects the dots from an imagined idea to the physical existence of that vision.

A set designer can work with backdrops, scale, scenes, and any decor items or props involved in the process, and take all of those concepts and work them together to scale the vision that creative directors have come up with for the event at hand.

Set design and building itself is something visually representative of the event or makes sense with the general concept of the type of event. A set designer deals with the logistics, actually building, organizing, and creating a model for the event.

At Eclipse Global, our creative designer team and director exercise their skills with set production for corporate events, fashion shows, awards shows, and any other kind of performance you could think of. They make memorable and amazing visual displays for these kinds of events.

Healthy & Fit - Set design example made to look like a health bar and consultation area.

What Contributes to Great Set Design?

Our designers use a lot of communication, planning, and a lot of hard work for the execution. Here are some of the factors that help make for a unique performance.

Teradata Connect - Set design example with 3D projector, engaging lighting and impactful stage presence.What Are the Benefits of Interesting and Great Set Design?

Live events thrive because of excellent set design. Here are some of the benefits of having set designer services at your next event.

Exampel set design for Uber using large projectors, 3D stage props and focused lighting

How to Implement Great Set Design Into Your Live Events

You can take your events to the next level by utilizing set designer services at Eclipse Scenic. Our team will make sure they fully understand your vision, budget, deadlines, and overall expectations to deliver you the perfect event.

No matter what your wants and needs are, we guarantee that we can supply the essential equipment to make your event magical. From 3d design models to lighting to scale models, we will set the scene for your event. If for some reason, we do not have the type of set pieces you desire for your event, our team is fully capable of building something unique for you.

Our team at Eclipse Scenic brings together professionals from many different fields with skills and knowledge of different subjects that all work together to make your vision come to life on stage. With years of experience and loads of talent, our designers, carpenters, and production managers will deliver exactly what you’ve imagined.

To accommodate the changing way of gathering and holding events, at Eclipse Global, we also can provide you with virtual event production. With Eclipse Hybrid, you can accommodate guests attending your event live and virtually. We’ve seen a rise in the need for these kinds of set designs, especially with the global pandemic. We have risen to the challenge and provided our clients with memorable and noteworthy Eclipse Hybrid events.

Leave the set designing to us. We will eliminate the stress of setting up your next event, so you can focus on other important tasks like the event menu, guest speakers, and order of events.

Virtual Set Design - example of a virtual or hybrid event combining a virtual stage presence within a physical environment

Conclusion

No event is complete without a great set design. Whether you are having a corporate event or a more special occasion, the set design is going to be essential to creating an impactful and memorable experience for everyone in attendance.

At Eclipse Scenic, we can create unique set design art, structures to scale and more that will speak to your audience, set the mood for your event, and create high engagement and memorability.

Contact Eclipse Scenic or check out our website page to make your vision come to life.

We are pleased to announce that we have again been awarded the sole event production supplier contract for two of London’s most iconic venues.

Wembley Stadium and London Marriott Grosvenor Square have both awarded Eclipse the contract to provide full event production solutions for clients that hold events at their venues.

As the preferred supplier our teams will provide full technical production support. This will include bespoke designs and concepts, lighting, sound, full set design and build, entertainment, translation and localisation, virtual reality design and event day management.

It was commented that during the tender process that the ability of Eclipse to create unique concepts paired with the flexibility to adapt to late notice requests and bookings made working with Eclipse an easy choice.

Robin Purslow, Director had this to say ‘To renew our contracts with two of London’s most prestigious venues is fantastic news. It has been a pleasure working with the respective event teams over the years and I for one am looking forward to what the future brings.’

For a full list of venues that are proud to name Eclipse as their event production partner take a look here.

Coca Cola event stage and lightings in Manchester Central

In January we provided full technical production for a globally recognised beverage companies Kick-Off Event in Manchester Central. This sizeable venue provided an excellent canvas for us to show off our capabilities in all departments in a large format.

Our set design made the most of the space available, with three large flown full-HD screens crowning a wide arched set containing a walk-on space backed by a rear-projected screen. 3D models of the client logo added depth to the set, with two LED walls housed in circular apertures either side of the stage provided dynamic branding. An extended catwalk to a secondary presentation area gave a much more intimate feel to presentations than you would usually expect from an event this size.

Our D3 media server provided high-definition content created by our graphics team across all four projection screens, bringing the individual elements together as a single unit. This, paired with the two outer LED walls enabled us to brand the stage set with content relevant to each presentation.

A five-camera solution including roving cameras allowed us to dynamically capture the event, including live links from backstage, giving high production value to presentation feedback sessions.

All video content was ultimately managed by two Analog Way Ascenders, providing feeds to all projection screens, backstage areas, and a matrix of comfort monitors showing current slide, notes and countdown timer.

In order to provide sound coverage for such a large space, we opted for a line array solution. We supplied a discrete d&b Y-Series system, utilising array calculation software and precise array processing for optimal coverage and consistent frequency balance across the room.  Further point-source elements ensured that there were no dead spots, and gave the engineers full control over the extended presentation area. A cardioid sub array ensured that we were able to achieve the punch required in the right areas, whilst meeting the venue’s strict external noise limits.

Utilisation of the Dugan Automix system built in to the Yamaha QL5 at the FOH position, and high-quality DPA headset microphones meant that the engineer was confident that any number of presenters could be on stage without any difficulty achieving the required volume.

Finally, a lot of space requires a lot of lights, and this is exactly what our team of highly experienced engineers provided. Bookending our projection screens with Showtec Sunstrips gave some cost-effective sparkle, and a plethora of Robe Pointes and Clay Paky Sharpy Washes brought the rock & roll factor without consuming too much power. Further elements on stage allowed dynamic lighting of the set, and extra eye-candy.

Check out our portfolio for more examples of our events.