Exploring alternative event formats

Here at Eclipse we work closely with our clients and prospects to ensure we’re fully immersed in your brief and the objectives of your event, which is why we understand the challenges that event organisers can often be presented with.

There may be occasions when bringing delegates together to meet face-to-face is not possible, efficient, or economical, but this doesn’t mean your event has to be postponed or cancelled.

Advancements in meeting technology and our continued investment to maximise our capabilities mean that event organisers now have many alternative solutions to help bring delegates together, whether that is to showcase a new product to thousands from a secret location or to give a presentation to colleagues situated all around the world.

Some Eclipse clients often take advantage of these digital capabilities, but one size doesn’t fit all and there is a range of alternative event formats out there to suit your needs. To help you decide which format may best support your next event, we’ve produced this handy guide to explain the different solutions available and when you may wish to utilise them.

Webcasting

When looking to broadcast your event online, webcasting provides the perfect solution. Whether looking to present your event to a larger audience or provide event access to those less accessible, streaming your event via a private secure network or public platforms such as YouTube or Facebook is a great way to broaden your event’s reach.

When may I want to use this?

Webcasting offers an effective solution when:

  • delegate demand outweighs venue capacity
  • you require a more intimate event setting however need to reach a large audience
  • delegates are unable to travel to an event or you’re looking to reduce the environmental impact and/or costs associated with typical event attendance

Examples of when you may wish to utilise Webcasting include:

  • launching a product, results or policy from your company site
  • sending out plenary sessions into breakout rooms to allow for overflow capacity
  • hosting a ‘fireside’ chat with a new CEO to reach the whole company

What do I need to consider?

  • how do you want your webcast to be viewed? Do you want this to be viewed publicly, privately? On the Eclipse hosting platform or your own?
  • how do you want it to look?
  • Will your audience ask questions?
  • Do you need slides or VTs shown? A webcast can be as simple as a camera in the back of the room or a full TV production

Video Conferencing

Video Conferencing is an effective way of employing presenters and speakers at your event where two-way communication is required but not physically feasible. Video Conferencing allows your presenter and/or speaker to appear on screen with a view of your host and/or delegates, digitally facilitating their participation and inclusion in your event programme.

When may I want to use this?

Video Conferencing can be utilised when your event host or speaker is unable to physically attend your event.

Examples of when you may wish to utilise Video Conferencing include:

  • a speaker giving a plenary lecture after externalities impacted travel and consequential event attendance
  • a politician giving an after-dinner speech after being recalled for an evening vote in parliament
  • a company founder participating in a live Q&A session while business commitments restrict travel

What do I need to consider?

  • Where is your speaker situated? Can they get to a Video Conferencing facility or do we need to provide a system they can dial into? Video Conferencing suites or studios give a professional result however when this is not possible, we can get your presenter into your event on a laptop or smartphone

Hub Conferencing

A hybrid of the above formats, Hub Conferencing provides an effective solution when multiple audiences need to be brought together. The format enables presenters and speakers to deliver from any site, all while delegates engage from another. This format is often utilised when delegates are unable or willing to travel, as it eliminates the need to employ just one dedicated event venue.

When may I want to use this?

Retaining all the benefits of Webcasting and Video Conferencing, Hub Conferencing maintains the facilitation of face-to-face networking like any physical event.

Examples of when you may wish to utilise Hub Conferencing include:

  • delivering a company-wide kick-off meeting where employees attend their own sites to eliminate the need for travel and accommodation
  • hosting an academic conference with speakers presenting from their domestic institutions to an international audience, with the elimination of travel and accommodation supporting delegate participation
  • hosting a sales conference for a pharmaceutical major where prospective clients are able to watch plenaries from global experts, all while attending workshops relevant to their geographical region

What do I need to consider?

  • where are your hubs?
  • who needs to talk to whom and when? Hub Conferences require lots of international coordination so everything needs to be planned down to the last detail

Whether looking to broaden the accessibility of your event, address barriers to attendance or expand your event capabilities in general, contact your account manager, venue manager or call the Eclipse team on +44 (0) 20 8662 644 to find out more about how our alternative solutions can support your event.