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As we navigate the growing demand for sustainable practices, creating impactful events that align with these values is more essential than ever. This is why we’ve developed an 8-step guide that not only shows how to make an event sustainable and helps to set clear sustainability goals but also guarantees that every aspect of the event can leave a positive mark.

From choosing eco-friendly venues to embracing hybrid formats, each step is designed to minimise our carbon footprint while maximising impact. But how do we effectively engage and educate attendees on sustainability without overwhelming them? Let’s explore how these strategies can transform our events into catalysts for change.

Key Takeaways

Step 1: Set Clear Sustainability Goals

As we begin to plan a sustainable event, setting clear sustainability goals is a key priority. These goals guide our planning and decision-making, ensuring we minimise the sustainable event’s carbon footprint.

First, we should establish specific objectives, such as reducing carbon emissions and implementing effective waste management. By focusing on sustainable event practices, we can considerably lessen the impact on the environment.

At Eclipse Global, we assist in crafting and tracking these sustainability metrics, ensuring our events align with environmental objectives. Our approach involves using sustainable event suppliers, prioritising eco-friendly materials and optimising logistics to support our goals.

Step 2: Opt for a Hybrid Event Format

Eclipse Office

Embracing innovation in event planning, hybrid events offer a transformative approach to reducing environmental impact. By combining in-person and virtual events, we can considerably reduce the carbon emissions associated with travel and transportation.

This way, event planners and participants who might otherwise fly to attend the event in person now have the option to join in virtually, making sustainable event planning more attainable.

Eclipse’s expertise guarantees that both in-person and virtual attendees can enjoy a seamless, engaging experience.

By choosing hybrid events and sustainable suppliers, we’re not only catering to diverse audience needs but also actively contributing to a more sustainable future.

Let’s embrace this format for impactful, eco-friendly events.

Step 3: Choose an Eco-Friendly Venue

Selecting the right venue sets the stage for a truly sustainable event. It’s important to prioritise sustainable venues that reflect your eco-friendly goals.

Opting for an eco-friendly venue equipped with green certifications guarantees that the space adheres to rigorous environmental standards. It’s vital to select locations that incorporate sustainable energy sources, greatly reducing the event’s carbon footprint.

Additionally, choosing venues with established waste reduction systems can help to manage resources efficiently.

What’s more, a location with easy access to public transport further minimises travel-related emissions, promoting greener options for attendees.

When you collaborate with Eclipse, we can identify venues that align with these criteria, guaranteeing that your event is both impactful and environmentally responsible.

Step 4: Prioritise Sustainable Food and Waste Management

To truly champion sustainability at our events, we need to prioritise sustainable food and waste management.

By focusing on locally sourced produce, we reduce the carbon footprint associated with transportation, as well as supporting local farmers. Sustainable food choices also mean selecting organic and seasonal options, minimising the need for harmful pesticides.

Setting up recycling stations is also crucial for managing food waste effectively. These stations not only help us sort recyclables but also allow us to compost food waste, greatly reducing landfill impact.

By adopting these strategies, we can guarantee our events leave a positive environmental legacy.

Step 5: Leverage Technology for Sustainable Impact

As we endeavour to enhance the sustainability of our events, leveraging technology plays an essential role in optimising resource efficiency.

Advanced event technology can be used to help cut carbon emissions while ensuring excellent experiences for attendees. Smart energy management systems allow us to cut down on power usage, ensuring our events are as eco-friendly as possible.

Eclipse’s energy-efficient AV setups exemplify our commitment to sustainable practices, enabling us to deliver exceptional outcomes without compromising on environmental responsibility.

Furthermore, AI-powered recycling solutions and augmented reality apps engage attendees in eco-friendly behaviours, promoting a culture of sustainability.

Not only can these technologies be used to enhance the attendee experience but they also contribute to reducing the overall ecological footprint of our events.

Together, let’s harness technology to create impactful, sustainable events.

Step 6: Offer Sustainable Transportation Options

Offering sustainable transportation options is an essential step in minimising the environmental impact of our events.

By providing low-carbon transportation, we can greatly reduce our event’s carbon footprint and contribute to greener events. Our team can arrange eco-friendly transport for participants, making their experience both smooth and sustainable.

Consider incorporating:

Step 7: Embrace Circular Economy Principles

Building on our sustainable transportation efforts, we now focus on embracing circular economy principles to further minimise waste.

By integrating green initiatives into our event planning, we can greatly reduce unnecessary waste. When you collaborate with Eclipse, we can help you connect with local upcycling partners. This allows us to repurpose event materials effectively after the event, ensuring they will be reused elsewhere, rather than ending up in landfills.

Additionally, we implement reusable item systems, such as deposit-return cups, to limit single-use waste. Sustainable practices such as these not only conserve resources but also inspire others in the industry to adopt similar methods.

Step 8: Engage and Educate Attendees on Sustainability

Many attendees are enthusiastic about embracing eco-friendly practices, and we can harness this enthusiasm by actively involving them in sustainability efforts.

Having engaging activities at events promotes eco-friendly behaviours and supports a sustainable future. Here’s how we can engage attendees effectively:

Not only can these strategies engage attendees but they will also promote a culture of environmental responsibility, ensuring that our events contribute positively to a sustainable future.

Last week, Robin(CEO) and Jamie(CSO) once again, took the opportunity to represent our company at the AV Alliance Annual General Meeting (AGM) in Cape Town, South Africa.  The AV Alliance is a global network of premium audio-visual and event production companies, bringing you state-of-the-art technology and solutions for any live, virtual, or hybrid event in 50 countries and 100+ locations worldwide.

Hosted by Gearhouse South Africa, the AGM was not just a meeting but a celebration of our network’s power, the drive for learning, networking and a commitment to sustainability.

One of the standout moments was learning about Gearhouse South Africa’s training academy. Witnessing their dedication to knowledge sharing was truly inspirational, mirroring the ambitions of the AV Alliance’s own training program. These discussions on education and development showcased the vast potential of collective learning within our network.

The AGM was also a tech enthusiast’s dream. Since Barco unveiled their latest Encore 3 model at ISE earlier this year, we had the opportunity to quiz and discuss the unit directly with the suppliers providing us with in-depth insights into its capabilities. Disguise shared exciting news about a new platform they’re bringing to the market, piquing our interest in the innovative possibilities it promises. Meanwhile, Theatrixx walked us through their roadmap of new products, announcing plans to compile a document that enhances cross-hiring and sub-rental opportunities among AV Alliance partners. This initiative is a game-changer, facilitating better resource utilisation and collaboration within our network.

Our collaborative projects with partners AVFX, Stage Vision, and Neumann & Muller — all inbound enquiries to the UK in recent weeks — were a testament to the strength of our alliance. Moreover, our international collaborations, including those with AV alliance members from Asia Pacific, Europe and the United States have not only been a boon for our business but have also significantly contributed to our sustainability efforts.

The AV alliance AGM in Cape Town was a powerful reminder of what we can achieve together. Through innovation, collaboration, and a shared commitment to making a difference, we’re not just advancing our industry but also making a positive impact in sustainability within the global AV and production market.

This year’s AGM has left us energised and more committed than ever to our collective goals. We look forward to bringing these insights and innovations back to our team and continuing to contribute to our industry’s growth and sustainability.

Jamie Castle, Director of Sales and Marketing, and Robin Purslow, Managing Director of Eclipse, recently attended the AV Alliance Annual General Meeting (AGM) held in Bangkok. The event, taking place from April 12-15, provided a platform for industry leaders to discuss strategies, share insights, and forge strong connections to improve sustainability and deliver exceptional value to clients worldwide. 

Castle and Purslow both shared their thoughts on the significance of the event: 

Jamie Castle: “The AV Alliance AGM was an invaluable opportunity for us to connect with our global partners and learn from one another. It’s essential for us to stay updated on the latest advancements in sustainability and technology to continue providing top-notch services for our clients. This event allowed us to do just that.” 

Robin Purslow reflected on the value Eclipse has gained from being a part of the AV Alliance since 2019: “Joining the AV Alliance has been a game-changer for us. Over the past few years, the connections and support we’ve received from fellow members have significantly contributed to our growth and success. The knowledge-sharing, collaboration, and access to cutting-edge technology have allowed us to enhance our services and make a positive impact on our clients’ events.” 

The AGM kicked off on April 12 with a welcome drinks reception at The Sukhothai Bangkok, followed by a seated dinner at the hotel’s Colonnade Restaurant. Attendees enjoyed the chance to network and discuss industry trends in a relaxed atmosphere, setting the stage for the days ahead. 

The following day saw a series of presentations, networking opportunities, and sponsor showcases, all aimed at fostering collaboration and innovation within the industry. The AV Alliance team delivered a welcome address, followed by an introductory presentation by local member and host Creative Rock. The morning session continued with a look back at the previous year’s activities and an overview of current and upcoming projects, during which the long-term strategy of the AV Alliance was presented. 

A key focus of the event was sustainability, with Eclipse and other AV Alliance members and Sponsors sharing their recent activities, initiatives, and best practices to minimize the environmental impact of production events. The discussions centred on creating lasting connections and partnerships to drive sustainable growth and offer enhanced value for global clients. Furthermore, the sponsor presentations allowed attendees to learn about new technologies and services that could contribute to more sustainable and efficient event production. 

In addition to the meeting, Castle attended two site visits in the city, preparing for upcoming events and further establishing relationships with international partners in the production industry. These site visits highlight Eclipse’s commitment to ensuring seamless event execution, no matter the location. By evaluating venues and local resources first hand, Eclipse can better plan and execute events that minimize environmental impact and adhere to the company’s sustainability goals. 

The conference also featured breakout sessions, in which members and sponsors participated in workshops on different topics of interest. These sessions allowed for in-depth conversations and knowledge-sharing, equipping attendees with new ideas and strategies to implement in their own businesses. 

The AV Alliance AGM concluded with a social day exploring Bangkok, offering attendees a chance to unwind and further strengthen the bonds formed during the conference. The guided tour provided a unique opportunity to experience the city’s rich culture and history, fostering a sense of camaraderie among participants. The closing lunch was held at Methavalai Sorndaeng, a Michelin-starred Thai restaurant, symbolizing the commitment to excellence shared by all AV Alliance members. 

Eclipse’s participation in the AV Alliance AGM demonstrates the company’s dedication to fostering strong global connections and implementing sustainable practices. By forging relationships with industry leaders worldwide, Eclipse is poised to offer exceptional value to its clients while minimizing its environmental footprint. This commitment to sustainability and global collaboration sets Eclipse apart as a leader in the event production industry, reinforcing the company’s reputation for delivering world-class service and ensuring client satisfaction. 

In conclusion, the AV Alliance AGM provided valuable networking opportunities, knowledge-sharing, and inspiration for industry professionals. By participating in this event, Eclipse reaffirmed its commitment to sustainability, global collaboration, and exceptional service for its clients. These connections and insights will undoubtedly benefit Eclipse’s clients and contribute to the continued success and growth of the company

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

We recently travelled to Lisbon to deliver a large-scale event in the Centro Cultural de Belém. Having supported this conference in London, Barcelona and Seattle, the Eclipse team worked extensively to design and build another creative production for our returning client.

Team Eclipse has been busy in Seattle this week, continuing to deliver exceptional event production across the globe.

Almost 5,000 miles from Eclipse HQ, we documented our visit and the transformation of an event space that was soon unrecognisable!

We were delighted to work with The Chris Evans Breakfast Show to help raise £2m for BBC Children in Need by producing charity event Dine & Disco.

The event took place on Saturday 16 June in the grounds of luxury five-star Hampshire hotel Chewton Glen where the holders of 50 pairs of auctioned tickets were treated to a day of country pursuits, food prepared by celebrity chefs, live music from Take That and The Feeling as well as a surprise performance by none other than the princess of pop herself, Kylie Minogue. 

Eclipse, who has produced the event for free since it started in 2008, provided sound, lighting and staging for the event.

Production included full stage and production management, lighting the Walled Garden, where chefs Tom Kerridge, José Pizarro, Atul Kochhar, Chewton Glen’s Luke Matthews and Mo Gherras of The Kensington Creperie prepared a selection of mouth-watering dishes; lighting, PA and special effects in the Tattinger Champagne reception tent and other outdoor bar areas; providing lighting and sound for the stage in the giant teepee and PA and lighting to the main stage.

Eclipse managing director Robin Purslow said: “It’s always a pleasure to work with the Frothy Coffee Man to once again produce the Chris Evans Breakfast Show Dine & Disco event for the BBC Children in Need. I’d like to thank our team for their hard work, particularly keeping Kylie and her band a secret for months of pre-pro, right up until she stepped on to the stage! I’d also like to thank Joe Haycocks at RSH Audio and Luke at Airstar London for loaning us PA and Lighting.“

Wealth management firm Cazenove Capital selected Eclipse to provide AV support for its Annual Private Client Investment Seminar at The Savoy in London.

It was the first time Eclipse had worked on the event, which provides an update on trends and information on global investments to 550 delegates.
A crew of six staff from Eclipse worked on the seminar, with the brief including the provision of a live video, sound and presentations feed to plasma screens and sound system.

Cazenove Capital remarked on the overall professionalism of the Eclipse team on the day and were impressed by the look and feel of the event.

We are celebrating after making The Principal London Hotel’s preferred suppliers list! The Principal London is a Grade II* listed landmark building that occupies the eastern flank of Russell Square in Bloomsbury. The recent opening of the 334-room hotel has restored the original grande dame to her former glory while administering a shot of adrenaline to the heart of London’s most literary neighbourhood.

To celebrate with us, together we are offering a night stay at The Principal London for one of our followers – all you have to do is:

1. Follow our Instagram account

2. Like our Principal Hotel London post

3. Comment on the post tagging someone!

@eclipsepresentations

Rob Mansfield and Toffee

The 2018 Chinese New Year began on Friday, February 16 with celebrations expected to take place over the next two weeks.

This year we celebrate The Year of the Dog, with those born in 1958, 1970, 1982, 1994, 2006, and 2018 known as Dogs.

According to the Chinese horoscope, the Year of the Earth Dog 2018 is a good time for lifestyle changes and for the start of new business ventures.

To celebrate the start of the Year of the Dog Eclipse asked staff to tell us about their beloved pet dogs and outline what they are looking forward to happening in the year ahead.

Rob Mansfield and Toffee

Rob Mansfield, account manager at Eclipse is proud of his four-legged friend Toffee, a Yorkshire Terrier and Jack Russell cross.

The pair, who were born in the Year of the Rooster and the Rat respectively, like going out for long walks with Toffee’s funny nature her most endearing feature according to Rob.

If Toffee were to get a job at Eclipse, Rob believe she’d be suited to a career in design because ‘she’s always making a mess’.

This year’s resolution is to ‘go on more walks and for Toffee to be nicer to the cat’.

Danielle Horseman and Pickles

Pickles, a Staff and Jack Russell cross turns 12 this May, which, as owner Danielle Horseman, points out makes her a Dog in the Chinese zodiac as well as in real life.

Danielle, finance director at Eclipse and a Rat in the Chinese zodiac, tells us her cute canine enjoys chasing squirrels in the garden and having her belly rubbed.

Due to her highly excitable nature, Danielle believes Pickles could be a killer sales executive at Eclipse where a positive attitude can go a long way.

And what do they both wish for this year?

“Pickles is wishing for more good weather so she can go out more as she hates the rain.  I would wish for continued good health for my family and prosperity for Eclipse,” says Danielle.