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In recent years, we’ve witnessed a significant shift towards a hybrid format of events, which blend both in-person and digital experiences. This evolution caters to diverse audience preferences by allowing virtual attendees to participate alongside those physically present.

Hybrid events have become the new norm, especially post-COVID, due to their ability to reach global audiences and foster meaningful connections. By integrating a physical venue and virtual experiences, event organisers can enhance engagement metrics, ensuring all attendees feel valued and connected.

The trend is particularly notable in the UK, where the adoption of hybrid formats is on the rise. These events offer unprecedented accessibility and flexibility, creating inclusive environments that bridge geographical divides and unite communities with shared interests and goals.

Key Takeaways

What Are Hybrid Events? Understanding the Blend of Physical and Virtual Experiences

As we explore what makes hybrid events unique, it’s important to recognise how they artfully merge digital and physical realms, and virtual elements to create a cohesive experience.

Hybrid events offer a blend of physical and virtual experiences that cater to both in-person attendees and those joining online. The physical and virtual component involves in-person events at a designated venue, complete with live activities that foster real-world interaction.

Meanwhile, the virtual elements include online streaming and virtual networking opportunities, allowing remote participants to engage seamlessly. By leveraging digital tools like virtual, event management platforms and interactive experiences, we can create engaging and inclusive events.

This approach guarantees that all attendees, regardless of location, feel connected and valued, enhancing the overall impact of the event.

Benefits of Blending Digital and Live Elements in Hybrid Events

Hybrid events offer a multitude of benefits that extend beyond traditional gatherings by blending digital and live elements seamlessly.

By leveraging these hybrid models, we can reach a global audience, overcoming geographical barriers and inviting wider participation. This approach fosters sustainable event practices by greatly reducing travel-related carbon emissions, aligning with our commitment to environmental stewardship.

Additionally, hybrid events provide data-driven insights through real-time feedback, allowing us to tailor experiences to our audience’s preferences. These insights, combined with gamified and interactive features, boost attendee involvement and increase engagement across platforms.

Virtual networking opportunities enhance connections, making events more inclusive and accessible. Together, these elements guarantee an enriched experience, driving the success of our events in a rapidly evolving world.

Emerging Technologies Shaping the Future of Hybrid Events

Technological advancements are revolutionising the landscape of hybrid events, making experiences richer and more engaging for participants.

We’re witnessing a transformation with augmented reality (AR) and virtual reality (VR), which provide immersive experiences that draw in virtual attendees like never before.

AI in hybrid events is another game-changer, personalising interactions and automating engagement to guarantee a seamless hybrid event.

These technologies aren’t just enhancing the experience but also making events more accessible and inclusive.

With 5G technology, we can achieve seamless streaming and real-time interactions, further enriching the event experience.

Strategies for Successful Hybrid Event Planning

Building on the transformative power of emerging technologies, we can focus on effective strategies for planning successful hybrid events.

First, integrating interactive features like live polls, Q&A sessions, and virtual breakout rooms is essential. These tools not only engage attendees but also foster a sense of community.

Choosing the right virtual event platforms is vital for the seamless integration of live and digital components, ensuring a smooth experience for all participants.

To boost audience engagement, we should incorporate gamification and leverage social media platforms for real-time interaction.

These strategies will help us create a successful hybrid event by making both in-person and virtual attendees feel valued and involved, ultimately driving greater participation and satisfaction across the board.

Addressing UK-Specific Considerations for Hybrid Events

In the UK, planning hybrid events requires careful attention to specific regulations and guidelines to guarantee success and compliance.

We must prioritise GDPR compliance to guarantee data protection in hybrid events. This means safeguarding personal information for both virtual and in-person participants.

Understanding UK event regulations is vital, as they frame the legal landscape within which we operate. Additionally, adhering to COVID-19 protocols remains essential for maintaining safety during the live components of our events.

Measuring Success: Key Metrics for Hybrid Events

When measuring the success of hybrid events, focusing on key metrics is vital for optimising future planning.

We prioritise engagement metrics, evaluating active participation and virtual interactions to guarantee our events resonate with attendees.

Tracking ROI for hybrid events is critical, as it helps us evaluate cost savings and the overall return on investment, offering valuable insights into our strategies’ effectiveness.

By analysing audience insights, we gather data from both in-person and virtual participants, allowing us to fine-tune our approach for greater impact.

These data-driven strategies enable us to continuously improve our events, making sure they meet the evolving needs of our diverse audiences.

Ultimately, this thorough analysis empowers us to deliver exceptional hybrid events that combine creativity with measurable success.

Showcasing Global Excellence: Delivering a Seamless Worldwide Event

Eclipse recently orchestrated a complex and ambitious hybrid event spanning Europe, Asia and North America and live-streaming to a global audience of over 4,000 attendees. This event leveraged cutting-edge technology, including transparent LED screens (Muxwave) for holographic effects and upstage LED walls displaying iconic cityscapes, ensuring a unified and immersive experience across all locations.

Despite challenges like logistical complexities for transporting equipment and onsite technical hurdles, Eclipse’s team demonstrated exceptional adaptability. Quick thinking resolved issues like Moiré patterns on display screens with improvised solutions onsite, showcasing the team’s innovative spirit.

The European venue was transformed into an immersive brand-aligned space within just four weeks, while teams across all sites delivered comprehensive scenic designs, graphics, and branding. Eclipse’s global collaboration and tireless efforts, supported by both on-ground teams and HQ, culminated in another successful showcase of their world-class event delivery capabilities.

The Future of Blended Events

The fusion of live and digital components in events is undeniably essential for creating engaging and successful hybrid experiences. By embracing this blend, we can cater to both in-person and virtual audiences, enhancing attendee engagement through interactive elements.

As we look ahead, the potential for hybrid events to connect with a global audience is immense. They’re not just a trend; they’re becoming a permanent fixture in the events industry.

We encourage event organisers to start integrating advanced technologies and sustainable practices in their planning. By doing so, we’ll not only meet the diverse needs of our attendees but also pave the way for a more inclusive and accessible future.

Let’s seize this opportunity to innovate and elevate our events to new heights.

In today’s rapidly evolving event landscape, staying ahead means embracing innovative technology solutions that transform how we plan and experience events. Cutting-edge event technology is no longer an option—it’s a necessity in creating memorable virtual and hybrid events that captivate audiences.

We’re witnessing a shift where attendee engagement takes centre stage, driven by innovative solutions that offer immersive experiences. Imagine an event where participants explore virtual environments or interact through real-time polls and live chats, enhancing their overall event experience.

These technologies, from virtual reality to advanced data analytics, enable us to craft events that aren’t only more engaging but also more personalised. As pioneers in the industry, we’re committed to adopting these advancements to redefine the future of events.

Key Takeaways

The Role of Cutting-Edge Technology in Modern Event Planning with Eclipse

As we explore the role of cutting-edge technology in event planning, we can’t overlook the impact of 5G integration and blockchain on our processes.

At Eclipse, 5G supercharges event connectivity, ensuring seamless communication and high-speed data transfer for an enhanced attendee experience.

Meanwhile, blockchain technology provides secure and transparent ticketing, reinforcing trust and efficiency in our event management systems.

5G Integration: Supercharging Event Connectivity with Eclipse

Choose your format

Harnessing the power of 5G integration, Eclipse is transforming the way we plan and execute modern events. By embracing this cutting-edge technology, we enhance the connectivity of large-scale events, ensuring a seamless experience for our clients and their attendees.

Our 5G-powered solutions create immersive experiences that captivate audiences, elevating attendee engagement to new heights. With faster data transfer and reliable connections, participants can interact and explore event content without interruption.

This technological edge allows us to redefine what’s possible in event production. We provide our clients with innovative tools to craft memorable experiences, setting us apart in the industry.

Blockchain for Secure and Transparent Ticketing

Blockchain technology is revolutionising the event industry by ensuring secure and transparent ticketing systems. At Eclipse, we’re exploring blockchain for ticketing to reduce fraud and bolster trust between event organisers and attendees.

This cutting-edge approach provides secure ticketing solutions, offering immutable records that are nearly impossible to tamper with. By using blockchain, we safeguard valuable data about attendee behaviour, allowing event organisers to gain insights and tailor experiences accordingly.

This not only enhances attendee experiences but also fosters engagement and loyalty. As we integrate blockchain into our event planning, we’re committed to leveraging this technology to transform registration and ticketing solutions.

Our goal is to offer seamless, secure, and personalised event experiences for everyone involved.

AI-Driven Attendee Insights: Personalising Event Experiences with Eclipse

Many event organisers recognise the transformative power of AI and machine learning in reshaping how we analyse attendee data. At Eclipse, we utilise AI-driven insights to craft personalised agendas that elevate attendee experiences.

These insights allow us to explore attendee behaviour, providing valuable data that informs our event strategies. By understanding individual preferences, we tailor experiences that resonate deeply with participants, fostering a sense of connection and engagement.

Our approach guarantees event success by maximising the return on investment for our clients. We leverage these valuable insights to refine our offerings, assuring each event isn’t only memorable but also impactful.

Through AI-driven personalisation, we set a new standard in how events are experienced, reinforcing our commitment to innovation and excellence.

Event Gamification: Boosting Engagement Through Play

As we continue to leverage AI-driven insights to personalise event experiences, our focus now shifts to the dynamic domain of event gamification.

By integrating gamification into our event apps, we boost attendee engagement and create unforgettable experiences. This approach elevates networking opportunities and encourages participation through interactive features.

Consider the benefits of our technology solutions:

  1. Enhanced Engagement: Gamification keeps attendees actively involved, fostering a lively atmosphere.
  2. Networking Opportunities: Gamified activities break barriers, making it easier for participants to connect.
  3. Memorable Interactions: Fun challenges and rewards leave lasting impressions, ensuring attendees remember the event.

Through these strategies, Eclipse transforms traditional events into dynamic experiences, aligning with our mission to set new industry standards.

Green Event Solutions: Pioneering Sustainability with Eclipse

Eclipse is at the forefront of sustainability in the event industry, pioneering green event solutions that prioritise eco-friendly technologies.

We’re committed to reducing the environmental impact of events while ensuring top-tier attendee experiences. Our innovative approach includes energy-efficient lighting and carbon footprint tracking, setting new standards in event management.

By integrating eco-friendly tech, we not only enhance the quality of events but also promote sustainability, a core value for us. Our partnerships with like-minded organisations strengthen our mission, as we leverage effective supply chain management to align with sustainability goals.

With over three decades of experience, our team’s passion and expertise continue to inspire confidence and trust, making a positive impact on the future of event solutions.

Join us at the Event Sustainability Show on 20th November, where Rob, Caroline, Rosanna, and Venetia will take you through our journey step by step and reveal how our services can support your sustainability goals

Accessibility Technology: Ensuring Inclusive Event Experiences with Eclipse

While we lead the charge in sustainability with our green event solutions, we’re equally committed to guaranteeing inclusivity at every event we manage.

By implementing cutting-edge event technology solutions, we enhance the overall event experience for all attendees. Our focus on accessibility technology guarantees that our events are inclusive, aligning with UK standards to accommodate those with disabilities.

Here’s how we achieve this:

  1. Inclusive Event Solutions: We design events that consider every attendee’s needs, ensuring no one is left out.
  2. Engaging Attendees: Our technology fosters interaction, allowing everyone to participate fully.
  3. Elevating the Event Industry: By embracing these innovations, we’re setting a new standard for inclusivity.

Together, let’s create events where everyone feels welcome and engaged.

Advanced Hybrid Event Platforms: Bridging In-Person and Virtual Experiences with Eclipse

Hybrid events are transforming the way we connect, offering a dynamic blend of in-person and virtual experiences. At Eclipse, we harness cutting-edge event technology to craft immersive hybrid events that cater to diverse attendee preferences.

By integrating interactive maps and virtual reality, we enhance both remote and in-person experiences, ensuring seamless engagement for all participants. Our advanced platforms allow attendees to navigate events effortlessly, whether they’re exploring a virtual exhibit or attending a live session.

The use of AR transforms event marketing, creating memorable and interactive experiences. We prioritise these innovations to bridge the gap between physical and digital environments, providing a cohesive experience.

As a result, we deliver events that aren’t only engaging but also tailored to meet the evolving needs of our audience.

Biometric Technology: Streamlining the Event Check-In Process

In today’s fast-paced event landscape, biometric technology is revolutionising the way we manage check-ins by offering a seamless and secure experience. At Eclipse, we’ve embraced this innovation to enhance our event safety and streamline the registration process.

By integrating biometric technology, we guarantee contactless check-in, providing a safer environment for all attendees.

Here’s how we achieve this:

  1. Contactless Check-In: Attendees authenticate their identity using facial recognition, eliminating the need for physical interaction.
  2. Event Safety: Reduces health risks associated with traditional check-in methods, guaranteeing a smooth entry.
  3. Real-Time Updates: Provides instant access to attendee data for efficient management.

Implementing these technologies not only enhances the seamless experience but also sets a new standard for secure and efficient event management.

Looking Ahead: The Future of Event Technology

Embracing biometric technology has set a new benchmark for event check-in processes, and as we look to the future, it’s clear that innovation will continue to shape the event industry.

With cutting-edge technologies like 5G, blockchain, and AI, we’re crafting personalised agendas that cater to individual attendee preferences. This not only enhances their experience but also provides actionable insights that allow us to refine our strategies and deliver even more memorable events.

As the industry evolves, staying ahead means continually integrating new technologies that transform how we connect with our audiences. Together, we can harness these advancements to create events that aren’t only efficient but leave a lasting impact on every attendee.

Modular backdrops from AV Drop can significantly reduce event costs. If you’ve experienced the challenge of needing new backdrops for each event, you’ll know that the expenses mount up quickly. However, with modular systems, you can reuse and adapt components, tailoring them to different occasions without constantly purchasing new materials. This can result in significant savings, not just on materials but also on labour and setup time. Consider how this could affect your budget flexibility and the potential for high-quality, versatile visuals. But how do these systems function, and what do you need to think about before purchasing?

Key Takeaways

Introduction To Modular Backdrops

When it comes to event planning and exhibitions, leveraging modular backdrops can make a world of difference in terms of cost savings, efficiency, and sustainability.

First, these systems emphasise reusability and adaptability, offering significant cost savings. Additionally, they’re designed for easy assembly and disassembly, reducing your labour costs and installation times.

Importantly, their flexibility allows for customisation for various events without requiring new components each time. If you did need to completely change the look of your custom backdrop you would just need to replace the printed elements rather than the entire structure. Furthermore, the durable construction ensures longevity, minimising replacements and waste.

Understanding How Modular Backdrops Work

In order to understand the benefits of modular backdrops, let’s first examine their design and consider the innovative solutions that are being offered by us, setting new industry standards.

Composed of interchangeable components, these versatile structures enable the creation of custom-built stands for any event. They are cost-effective, providing significant savings through their reusable and adaptable design.

The materials used in these modular systems are robust, ensuring durability and reducing the need for frequent replacements.

What’s more, with easy assembly and disassembly, they save on labour costs and improve efficiency.

Our innovative approach to modular backdrops ensures that we deliver high-quality, visually appealing setups that meet the unique needs of our clients whilst not compromising sustainability or affordability.

Key Benefits of Modular Backdrops

Next, we’ll examine the primary, environmental, and aesthetic advantages of modular backdrops.

These versatile designs reduce costs while also contributing to sustainability and visual appeal.

Primary Benefits

Modular backdrops offer significant cost savings through their reusable components and efficient design.

By leveraging modular display systems, we can drastically reduce the expenses associated with custom builds for every event. The versatility and customisable nature of these systems mean we can adapt them to various themes and settings, making them perfect for diverse events.

Not only do the reusable components save on production costs but they also align with our commitment to environmental responsibility. Additionally, the tool-less installation process ensures quick setup and breakdown, reducing labour costs and time.

This practical approach enables the delivery of high-quality results, maximising efficiency while considering environmental impact. Our modular backdrops help to achieve both economic and ecological benefits.

Environmental and Aesthetic Benefits

Modular backdrops enhance environmental sustainability and the visual aesthetics of events.

By using a modular system, you can reduce your environmental impact as follows:

Practical Implementation

When it comes to implementing modular backdrops, we will start by focusing on effective strategies for maximising cost savings.

We’ll share our tips for efficient setup, optimal reuse, and smart storage practices.

Together, these approaches will help to unlock the full potential of modular backdrops in your events.

Implementation Strategies

To help you to effectively implement modular backdrops in your events, we’ll break down the process into clear, manageable steps, each of which is guided by our team of experts. This approach leverages the full benefits of modular stands, ensuring we achieve maximum cost savings and efficiency.

Tips for Maximising Savings

Maximising savings with modular backdrops starts by choosing the right system that is tailored to your specific event needs, ensuring that you get the best value from every component.

By selecting a modular exhibition stand, you can leverage its versatility and reusability, reducing costs over multiple events.

To enhance reusability, focus on adaptable designs that can be easily repurposed while aligning with various event themes and maintaining brand identity.

Efficient transport and storage strategies further minimise costs by reducing wear and tear.

Our expert insight emphasises that the modular nature of these backdrops offers significant long-term savings.

Personalised recommendations from Eclipse can help to optimise your investment, ensuring that each backdrop delivers a stronger ROI across diverse event configurations and sizes.

Techniques and Strategies for Modular Backdrops

Now, let’s explore the core techniques and strategies that make modular backdrops an essential tool for cost-effective events.

We’ll focus on how these backdrops can be applied in various event scenarios, enhancing both aesthetics and functionality.

Core Techniques

When integrating modular backdrops into event designs, we employ strategic techniques that enhance efficiency and sustainability.

Our modular designs support significant cost savings through their reusability and adaptability. Here are three core techniques we use:

  1. Efficient Assembly and Disassembly: Our modular systems are designed for quick setup and takedown, cutting labour costs and minimising event downtime.
  2. Versatile Configurations: We adapt our backdrops to fit various event spaces, allowing one system to serve multiple purposes.
  3. Durability and Longevity: Using high-quality materials ensures our backdrops last longer, reducing the need for frequent replacements as well as contributing to sustainability.

Application in Events

Building on our core techniques, we apply our modular backdrops in events by focusing on structured, goal-oriented planning sessions that ensure every setup is both professional and visually appealing.

Our use of modular exhibits and reusable components not only enhances the professional appearance of each event but also drives significant cost savings. These adaptable systems allow us to customise setups to meet specific client needs while maintaining efficiency.

By integrating these strategies, we can quickly reconfigure and repurpose materials, reducing waste and labour costs. This way, we ensure that every event is unique yet economically sustainable, aligning with our commitment to delivering top-tier creative and technical solutions.

Our expertise ensures seamless and impressive event experiences every time.

Benefits of Modular Backdrops

When we consider the benefits of modular backdrops, the financial, environmental, and practical advantages stand out.

Not only do these backdrops cut costs through their reusable design but they also help to support our commitment to sustainability.

Plus, their easy setup and adaptability make them a practical choice for any event.

Financial Benefits

Opting for modular backdrops can lead to substantial financial savings by significantly reducing labour and setup times. These modular systems not only provide cost savings but also offer enhanced budget flexibility and a better return on investment.

Here’s how:

  1. Cost Savings: Modular backdrops are reusable, cutting down on the need for frequent purchases and reducing overall expenses over time.
  2. Budget Flexibility: With reduced setup times and labour costs, funds can be allocated to other critical event aspects, enhancing the overall quality.
  3. Return on Investment: Using modular systems for multiple events offers greater value from the investment, making it a cost-effective choice.

Businesses leveraging these systems report significant cost reductions, underlining the financial benefits.

Environmental and Practical Benefits

Alongside financial savings, modular backdrops offer significant environmental and practical benefits that elevate the quality and sustainability of our events.

Using an eco-friendly modular stand, we reduce waste and promote sustainability. These versatile backdrops can be reconfigured for various events, minimising the need for new materials and reducing our carbon footprint.

The adaptability of modular solutions ensures a professional appearance while enhancing the overall experience for attendees.

Moreover, the ease of assembly and disassembly streamlines setup, saving time and labour.

These benefits align with our commitment to sustainability and efficient event production, ensuring we deliver top-notch experiences without compromising environmental responsibility.

Expert Tips: Practical Applications of Modular Backdrops

We will now discuss how to personalise modular systems for various events to maximise their flexibility. By sharing specific applications, including case studies and real-world examples, we’ll demonstrate their effectiveness.

Personalising Modular Systems

Personalising modular systems involves tailoring each component to meet the specific needs of an event, ensuring a seamless fit and maximum impact. Our approach capitalises on the flexibility, adaptability, and reusability of modular systems to create bespoke solutions.

Three key steps are involved:

  1. Customisation: We design modular components to reflect the unique branding and aesthetic preferences of each event.
  2. Collaboration: By working closely with our clients and suppliers, we ensure that every piece aligns perfectly with the vision for the event.
  3. Adjustability: Our systems allow for easy modifications, accommodating any last-minute changes without any hassle.

Case Studies and Real-world Examples

Drawing from real-world examples, we can see how modular backdrops have revolutionised event production by offering flexibility, cost savings, and sustainability.

We will review case studies that highlight the benefits of modular systems:

  1. Corporate Conferences: Businesses hosting multiple events have reused modular backdrops, significantly cutting their costs while maintaining a professional look.
  2. Trade Shows: Exhibitors have integrated interactive elements into modular designs, creating a lasting impression on attendees.
  3. Charity Galas: Organisations have showcased their missions with customised backdrops that are easy to reconfigure for different venues.

These case studies demonstrate how modular backdrops not only reduce expenses but also enhance the overall event experience, supporting environmentally responsible practices and showcasing innovative designs.

Embracing Modular Backdrops for Cost Savings and Sustainability

In conclusion, embracing modular backdrops offers businesses and event planners a smart, sustainable, and cost-effective solution to their production needs.

By emphasising cost savings through reusability and adaptability, modular systems provide long-term benefits that extend beyond mere financial advantages. Efficient, versatile, and environmentally friendly, these systems also reduce both labour costs and waste.

We encourage everyone to take the time to better understand the immense value that modular backdrops bring to any event. Adopting these systems not only saves money but also supports sustainable practices.

Get in touch or contact us to learn more about how our modular backdrop solutions can help you to save money on your next event while promoting a greener future.

virtual studio

At Eclipse, we enhance your virtual event experience. With many years of experience in the industry, we’re turning passive viewing of virtual concerts into active participation.

Using engaging effects and advanced technology, we make virtual concerts more interactive. As a leader in creative and technical production, we specialise in making online events as vivid and engaging as in-person experiences.

We understand the importance of unique online event concepts for businesses, and we are leading the way in transitioning traditional events to dynamic virtual platforms. Our experience helps us create immersive digital events that attract global audiences. Virtual events can benefit from worldwide reach, cost savings, and interactive participant experiences. Standard webinars and online conferences can be elevated into unforgettable events that surpass expectations when you use Eclipse.

Dedicated to innovation, Eclipse aims to make each online event dynamic and engaging.

Key Takeaways

Innovative Virtual Event Solutions by Eclipse

By leveraging our extensive experience with virtual talent, we’ve developed a plethora of innovative virtual event solutions that are set to revolutionise the digital event space. At Eclipse, we’re committed to making the virtual feel real, using our unique approach to many unique virtual event ideas and concepts.

Furthermore, we’ve made it easier than ever to access our events, with direct links ensuring a seamless experience for all attendees. Our state-of-the-art technology enhances interactivity and virtual environment, allowing attendees to engage in a comfortable virtual setting. We also utilise data to monitor attendance, enabling us to understand our audience better and tailor our events to their preferences.

But our innovative virtual event solutions don’t stop when the live event ends. We offer post-event engagement opportunities, such as forums and virtual meetings, to continue the conversation and foster the team building a sense of community. Plus, we understand that life can be unpredictable, which is why our live broadcast flexibility allows attendees to join and leave without disruption.

At Eclipse, we’re not just creating events—we’re creating experiences. Join us in the digital space as we continue to innovate and explore new ways to connect virtually.

Deep Dive into the Basics

Virtual Event Studio

We’ll now look deeper into the foundational elements of event concepts that make virtual events successful. Understanding the basics of virtual events is the first step to brainstorming engaging virtual, event ideas for companies everywhere. These events, which occur entirely online, can take many forms, including webinars, conferences, trade shows, and even networking events.

Key components of any successful virtual event include content, engagement, data, and the type of platform used. The content must be captivating and the platform reliable, in order to ensure a smooth experience for all attendees. Connectivity and production quality are equally important. As with any in-person event, careful planning is crucial for the success of your next virtual event too.

Virtual event activities are designed to keep the audience engaged throughout the event. These could range from interactive Q&A sessions and virtual tours to games and quizzes. A well-planned virtual social event can be just as engaging and fun as an in-person one. The flexibility and variety of virtual events make them a favourite among event organisers and attendees alike.

Understanding these basics is the first step to creating a memorable and successful virtual event.

Elevate Engagement in Virtual Events

In our quest to make virtual events more engaging, we’ve discovered several effective strategies that can significantly elevate attendee interaction and satisfaction.

Virtual event experiences need not be passive; instead, they can be dynamic and interactive platforms that foster connections and engagement.

Social media integration is one way to elevate engagement in virtual events. By engaging virtual event ideas and encouraging attendees to share their experiences on popular platforms, we create a buzz around our online events.

Q&A sessions are another great way to encourage attendees to interact. Attendees appreciate the opportunity to have their questions addressed live, making them feel more involved and valued.

We also love the idea of virtual contests. These add a fun, competitive element to virtual corporate events, keeping attendees engaged and entertained. Similarly, breakout rooms can stimulate smaller, more intimate conversations, making corporate event ideas even large virtual social events feel more personal.

Lastly, accessibility to personal events is essential. We ensure that all attendees can access and enjoy the event satisfactorily. Post-event, we provide the recorded content for on-demand access, allowing for continued engagement after the event has ended.

The Unparalleled Benefits of Virtual Events

Interior of a modern virtual events venue at night with circular blue lighting on the floor, ambient overhead lights, and a panoramic view of a cityscape through large windows.

As event professionals, we’ve seen firsthand how virtual events offer unparalleled benefits that traditional in-person events can’t match. The global reach is astounding, enabling a wider, international audience to engage with fun virtual event elements. Another major advantage is that attendees and hosts can eliminate travel, saving both time and money.

The best virtual events also prove to be significantly cost-effective compared to their in-person counterparts. There are no venue hire fees, no catering costs, and no travel expenses. Combined with the flexibility of participating from anywhere, this makes virtual events a popular choice.

Moreover, data collection becomes much simpler in the digital space. With creative event ideas for the digital space, we can easily measure engagement and feedback, tailoring our approach for future events.

Virtual events have also proved to be more inclusive, breaking down the geographical and logistical barriers that may prevent some invitees from attending in-person events. The unparalleled benefits of virtual events are transforming how we connect and interact, making the move host a virtual space exciting for event professionals.

Embracing the Future of Virtual Events

Having looked into the substantial advantages and innovative potential of digital events, the pivotal contribution of organisations such as Eclipse shouldn’t be underestimated in bringing these experiences to life. Their expertise in engaging virtual event ideas and creating online events that captivate audiences is unparalleled, as they skillfully blend technology with innovative online event ideas and concepts.

In today’s digital space, the demand for powerful and engaging virtual event ideas is ever-growing. Eclipse meets this demand head-on, creating virtual environments that are immersive and interactive, fostering a sense of community and connection among the entire team and attendees. Their commitment to pushing the boundaries of what’s possible in the virtual event space is inspiring for all event planners.

In conclusion, we encourage you to explore the potential of virtual events. With our fresh approach to virtual event ideas, the possibilities for your next, virtual social event ideas are endless. The digital space allows us to connect, inspire, and engage in ways you may never have thought possible.

Planning a gathering can be thrilling yet challenging. We’re here to help you navigate the process smoothly with our comprehensive guide on the 15 things to consider when organising your next gathering.

From understanding the intricacies of event planning and establishing clear goals to assembling your team and recruiting volunteers, we’ve got you covered.

We’ll explore the finer details such as setting a budget, determining day-of procedures, and post-event evaluation. We’ll also look into the significance of sustainable and green practices and discuss how economic shifts can impact events.

Whether you’re a seasoned professional or a first-time event planner, this guide is designed to equip you with the knowledge and insights you need to host a successful gathering. Let’s make your next gathering not just memorable, but extraordinary.

Key Takeaways

Understanding Event Planning

Let’s dive right into understanding event planning, the art of coordinating every tiny detail that comes together to create a memorable experience.

Event planning, at its core, involves event management and a thorough planning checklist. It’s about bringing your vision to life for a live event.

So, whether it’s a conference or a concert, understanding event planning is the first step.

Establishing Event Goals and Objectives

Before looking into event organisation, you’ve got to establish clear event goals and objectives that align with your overarching business strategy. Consider these three things when planning your next live event:

  1. Identify your event goals.
  2. Determine the objectives to measure success.
  3. Integrate them into your event planning process.

Remember, establishing event goals and objectives is critical to a successful event.

Organising Your Event Team

Now that you’ve got your event goals and objectives locked down, it’s time to organise a knockout event team.

As event planners, we know the importance of each team member being on the same page. Having a clear event planning checklist helps ensure everyone knows their roles, keeping the organising process smooth.

Recruiting and Training Volunteers

Harnessing the power of volunteers can truly make or break the success of your event. As event planners, we need to be strategic in our recruitment and training processes. Here are three key considerations:

  1. Organise an engaging orientation session to attract potential volunteers.
  2. Build a diverse team with different skills and backgrounds.
  3. Invest in training volunteers to equip them with the necessary skills.

Establishing an Event Budget

Understanding how to establish an effective event budget, you’ll realise, is absolutely crucial in ensuring all aspects of your occasion are financially covered.

When planning your next live event, remember to allocate funds for various event costs.

Utilising management software or event planning software can ease this process, ensuring every penny is accounted for and spent wisely, making your event a financial success.

Choosing the Event Date

Selecting the perfect date for the big occasion can be just as important as the event itself, with numerous factors to weigh to ensure it’s a hit with your target audience. When planning your next live event, consider:

  1. How the event date aligns with your event plan
  2. What other events are on the schedule that day
  3. The availability of your audience
  4. The time needed for creating and finalising all details.

Selecting a Venue and Vendors

Now, let’s dive into the aspects of picking the right venue and vendors that will make or break the success of the big day. We need to consider our budget, host preferences, and event schedule.

The right venue complements our theme while staying within budget. Vendors should be reliable, aligning with our schedule and offering services that add value to our event.

Branding Your Event

Creating a memorable and distinctive brand for your event is a must, as it’s this identity that’ll set the tone, guide decisions, and ultimately, leave a lasting impression on your attendees.

To ensure successful event promotion, consider:

Event Logistics and Management

Mastering the art of event logistics and management can transform your next live event from a simple gathering into a well-oiled production.

It’s important to nail down planning, from creating an event checklist to managing event registration. Utilising event management software can streamline this process, ensuring everything’s in place for a successful event.

So, let’s consider this as we plan our next live event.

Confirming Speakers and Special Guests

Securing top-notch speakers and special guests can elevate any occasion, but it’s essential to confirm their attendance promptly and professionally. As we plan our next project, consider these points:

Identifying and Establishing Partnerships and Sponsors

As we navigate virtual event planning, we’ll leverage event technology and social media campaigns to connect with potential partners and sponsors.

Identifying and establishing partnerships and sponsors is key to online event success, providing us with resources and exposure to maximise impact.

Managing the Day

When it comes to the day of the event, it’s important to remain flexible and proactive, ensuring all elements run smoothly and any potential issues are swiftly addressed. Managing the day of the event involves:

Determining Day-of Processes

In the heart of the bustling event day, it’s key to navigate the chaos with a clear roadmap of processes, each ticking off like a well-oiled machine.

Drawing from past event experiences and considering the unique needs of in-person attendees, we plan the stage setup, registration process, and other key elements.

This ensures a smooth event, devoid of unforeseen hitches that could dampen the overall experience.

Post-Event Evaluation and Analysis

After the dust has settled and the excitement fades, it’s absolutely vital to conduct a thorough post-event evaluation and analysis.

Reflecting on previous events’ successes or areas for improvement helps us to track progress and shape the future.

It’s good to consider attendee feedback, as this valuable information will guide us in planning more successful and engaging events in the future.

Sustainability and Green Practices

You’ve got to start thinking about going green, it’s not just a trend but a necessity in today’s event management landscape. When hosting larger events, or even hybrid ones, focus on sustainability.

Impact of the economy/recession on events

While it’s undeniable that a downturn in the economy can have a significant impact on the live event industry, it also opens up opportunities for innovation and adaptation.

The recession affects event planning, forcing us to rethink budgets and strategies. Despite these challenges, it presents a chance to create more cost-effective, impactful events.

Remember, a tight economy doesn’t necessarily mean the end of live events.

In Review: Your Comprehensive Guide to Successful Event Planning

As we conclude, we’ve journeyed through the essential elements in planning your next gathering. From defining goals and budgeting to post-event analysis, we’ve discussed it all.

We’ve also examined the influence of the economy and the significance of green practices. Remember, effective event planning isn’t a solitary pursuit.

With a solid team and enthusiastic volunteers, we can bring about a successful gathering. So let’s go ahead and put these considerations into action for our next event!

Lighting Can Create Atmosphere At Events

Have you ever been to a corporate event where you’ve felt totally uninspired because the venue is too dark, too bright, or just looks generally drab? Pulling off a successful corporate event needs careful planning and attention to detail and interesting lighting is the key to success.

Take your event lighting to the next level and address any issues by using professional event production lighting. Using the appropriate lighting can change the atmosphere and look of any room instantly, turning dull into dazzling with the flick of a switch.

There are many benefits of having interesting event lighting. You can set the tone for the entire day or evening, letting delegates know at a glance the type of event to expect.

Attract people’s attention

Attracting people’s attention gets your corporate conference or event off to a flying start. The right lighting will create and build upon the event’s ambience. Coloured lights can complement the theme.

Corporate planners often go for more dramatic purple, blue and red lights for an evening event, or their brand colours for conferences and meetings. Use different lights depending on the kind of effects you want to create.

eclipse event lighting

Keep event engagement high

To create an unforgettable event, pay attention to the details. Don’t start off with a bang and go out with a whimper. Keep event engagement high so your attendees leave with a good impression of your brand.

Great lighting can mesmerise and entertain all at once. Try custom stencils that can beam messages across a backdrop of any colour. Marvel at static columns of light against the walls, or dazzling light shows to grab people’s attention.

Help to make your event more enjoyable

Guide delegates through the event using clever lighting. For example, use pin spotting to draw attention to particular features as the evening progresses, such as buffet tables at the relevant time, or the trophy display at an awards ceremony.

Pin spotting can look more dramatic when uplighting is the main source of lighting for your venue. It can be used at any event with centrepieces or features that you want to highlight.

lighting creates atmosphere

Create a unique and memorable experience

Transform an ordinary event into an extraordinary one by paying careful attention to the lighting. Give your corporate events the wow factor by taking advantage of the latest equipment and technology to produce memorable event lighting that will transform the venue.

Whether you want an amazing fairy light canopy, with a backdrop of warm white non-flashing fairy lights, stunning stage lighting, a party atmosphere for your annual awards ceremony, festoon lighting, spotlights to highlight those important features, or any other lighting requirements, there are many different options.

Have more control over the event’s mood

When it comes to event lighting hire, the lighting operator has the power to change the colour of the whole room. Green is associated with nature and has been shown to enhance concentration. Sunny yellow lighting directly translates to happiness and joy, so lifts the mood of those present.

Orange isn’t generally a popular colour for lighting, but in moderation, it can promote enthusiasm and creativity. Using interesting event lighting, especially interchanging different colours, can make your event one to remember.

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

Take your event lighting to the next level

Make your event lighting noticeable and create atmosphere by considering what effects the different colours will have on the mood of your event and the different kinds of lighting you will be able to have.

With a massive range of lighting options, it’s highly recommended you hire the services of a professional corporate event lighting company to make sure the atmosphere is just right.

Think about your colour scheme

There are many ways you can transform an ordinary-looking venue by using floor-standing uplighting. A popular and cost-effective way is to colour wash the walls to provide the wow factor at your event.

Another way is to highlight some of the venue’s features, such as pillars, statues, fireplaces and plants . You could go for more than one colour scheme, enabling you to make a change for the second part of the gathering if it goes into the evening.

The lighting options are endless, including lovely gold or warm white shades to enhance the mood.

Don’t just use white! Have the lighting and colour scheme reflect your brand and logo. If it’s a conference or corporate event, then lights can be used to project the company’s logo or slogan.

Use lights to project patterns on the ceilings and walls. Add a unique feel to the venue to impress the delegates and make it an event to remember.

Design Your Lighting Plan

Different lighting in different areas

Choose different lighting in different areas, such as bolder, brighter lights in the main conference area, contrasting with warm white or mellow green lights in chill out rooms.

Create dramatic announcements with eye-popping lights to showcase and enhance the value of the content.

Design your lighting plan

Design your lighting plan carefully to cover every area of the room. Spotlights can be used to illuminate the stage or guest speaker. They are a traditional lighting method, used for a variety of purposes.

Pin lighting can be used to illuminate centrepieces, decorations and walls. They are light beams that are used to accent points of interest. These lights are particularly adept at highlighting the things you want delegates to notice.

Think about where you need to put your lighting fixtures. It’s much easier for attendees to find everything if they can see clearly what they’re looking for. Illuminate the stage, bar and exits so everyone knows where they are.

If it’s a conference, it’s incredibly important that all attendees can see what’s happening on the stage. Use the appropriate lighting to highlight the stage. If there is a bar and a buffet, small LED lights or pin lights can draw attention to the food and beverages.

Visit the venue

Visit the venue well in advance to see the size and figure out how many lights you will be able to use. Think about where lighting will be needed and hire the services of a professional to make sure your guests aren’t left disappointed,

Coordinate with your video team

Always coordinate with your video team to make sure the lighting colours match the videos. Have the lights change, depending on the mood of the video by working with a professional provider that possesses the experience, know-how and the necessary equipment to make your event or party a success.

How Eclipse can help

Eclipse can help you to create the best atmosphere at your event with the use of lighting. Founded 30 years ago, we’re one of the leading creative and technical production companies, delivering professional lighting for live events and globally.

Using out-of-the-box thinking and the best in-house equipment, our 100-strong expert team aims to provide a service to our clients that inspires trust and complete confidence. Our creativity, technical excellence and total commitment is highly regarded and valued in the industry.

Sustainability

We also conduct our business in a way that minimises any negative impact on the environment. We use the appropriate environmental practices in our daily operations, including using material from sustainable sources.

We make sure all company vehicles meet the required emission standards. As a responsible modern business, we recycle all materials, a mandatory requirement. We will always consider the environmental impact of any new product or working practices.

Over the past ten years, we have been evolving and developing our product. We continually work hard behind the scenes to provide the latest technology. Combined with our industry leading knowledge, we aim to deliver the best solutions to all our clients.

Contact us with details of your next project and we will discuss how to make it a success while sticking to your budget. We are London’s leading live event company, specialising in using AV equipment to design a choice of creative sets to captivate audiences.

Eclipse offers a collection of lighting, audio and visual video content that can be adapted for any location. Our expert team carefully study each brief, working hard to ensure we fully connect with the clients during the build.

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
Venues

When it comes to deciding on conference venues for special events, there are countless options available to you. Where do you even start? And how do you know what to look for?

To take any pressure off and help you make the right choice, we’ve compiled a trusty guide to what makes a great conference venue, helping you to make a choice that fits your needs just perfectly.

What makes a conference venue great? 

Think Location

Perhaps one of the biggest considerations is the location of the conference venues. You’ve got options in big cities, from busy central London and Manchester, to quieter rural areas like the shires of Oxford and Warwick.

The best location for you depends on what the event is, and who it’s for of course. You must think about accessibility too for both you and the attendees – whether walking distance is necessary, or whether a car park is all you need? A city centre location, such as central London, may be better from a logistics perspective to allow attendees to travel via public transport and walk.

Equally, an unusual conference venue in the rolling countryside with beautiful sunny views and high ceilings offers an eclectic atmosphere, and would definitely leave a lasting memory for those who attend.

Be strict in your planning as to what you hope to get out of the successful event, to help you choose a convenient location.

You want to make a good impression; the perfect location is out there! A great conference venue will be remembered for years by its attendees, so it’s worth taking time to consider where it is as the first step.

Think Size

Another important consideration is the physical size of the conference room. Perhaps you’d like to hire an entirely unique venue for your event? Or just rooms in purpose built centres would suffice? You also want to be taking into account the amount of space your set and stage will take up and how this will affect the capacity, as well as seeing if there is enough storage space for you.

You certainly don’t want people cramming into a conference room. Consider whether you need access to breakout spaces or meeting rooms? Or perhaps you’re planning large scale events in a great hall with a booming sound system and speakers.

Think Layout

The layout of the ideal venue is essential. Where would you have people congregate for drinks receptions, or would you rather people be seated immediately upon arrival?

Venue layouts are usually flexible (to some degree), so have an idea of what you’d like beforehand, and don’t be shy to stress your wishes to venue managers when it comes to setting everything up.

The layout of the venue affects things like lighting and airflow (the details!)

Also, consider if there is going to be any movement of delegates between spaces during your event and if any extra signage going to be required

Whether there’s natural light in the room or it’s dimly lit by characterful oil burners and lanterns, it’s all in your decision.

Lecture theatres have a particular charm, as can performance theatres, some of which can add a Gothic or Victorian flair. Or perhaps you’re after an industrial yet modern look? All things to think about!

These three concepts; the location, size and layout of the conference spaces are a great start for getting your event underway.

How to choose the perfect venue?

Start With Good Research

Before you dive in and make any bookings – pause – and make a plan! There’s a lot to consider when it comes to conference venues, and getting clear on how you want the event to be is essential. Do your research before you do anything else. These questions will help you.

Questions To Ask Yourself

There is a fantastic range of venues throughout the UK. We’re spoilt for choice in some ways, often making the decision overwhelming. This is why research is paramount to pulling off the best event you can think of.

Another thing to plan for is what will actually happen at the event itself? Will you need chairs, tables, a restaurant, a disco, WI-FI? Breakout rooms or onsite parking? Meeting rooms or a big hall? A gym? A hotel? Air conditioning? Heating? All worthwhile considerations to find your perfect space, depending on the season and the event in question.

Venue Experience and Story

Read up on the history or story behind event spaces, to add a unique experience for your guests. You want to create an event that will be cherished, and that will bring attendees back again and again to your business. So research the ‘behind the scenes’ story on a particular venue, and see how that can contribute to the overall feel of the event. London conference venues have a particular charm, simply because they’re in London!

Where’s Popular Right Now?

Not that popularity should be the foundation for choosing a conference venue, but looking into which venues are popular for events similar to what you’re planning can be a smart move.

The reason?

It’ll help you make the right decision in terms of venue facilities, venue size and venue location, as well as choosing affordable conference spaces.

If a successful event has been held at said venue before, it’s probable that it can happen again. Success leaves clues. By looking at those who’ve made a venue work well, you’ll gain a big advantage and be sure to pull off an amazing event.

While looking into what venues are popular, you can also look at photos of previous events. Spend time browsing social media posts and websites to get a feel for what the venue is like when it’s full of people, or when the tables and chairs are set out in a certain style.

Many conference centres share their photos on social feeds purely for this reason – to encourage more people to book them. Use this to your advantage.

Another thing to consider is the feedback given on a venue by previous event attendees and organisers. Was the feedback good or not so good, and why? Use this as fuel in your event planning.

Is It Good Value?

Be sure to check the value you’re getting from the conference venue. What’s actually included in the price you’re quoted? Do the facilities meet your expectations? And is the price in alignment with your budget and goals?

Some conference venues have set packages and prices, others are more flexible, which you’ll find out by doing your research beforehand.

If you can, visit the event space in person before you book, so you get a real feel for the place. Try and imagine your event there. Does it fit your criteria?

This can help you visualise your event in real life before the big day kicks off, helping you brainstorm ideas and put other unnecessary ideas to rest!

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

Your Business Goals

Whatever conference venue you choose, always remember what your ultimate aim is.

What’s the reason you’re holding this event? What do you hope to achieve?

Run every decision you make by this. That way, you’ll know you’re on track to meet any business goals you’ve set, whether it’s to raise revenue or increase your brand awareness and following. Or, to simply have a great time with your staff members!

113 Chancery Lane

How Having The Right Venue Can Take Your Event To The Next Level

Atmosphere

The emotions created by a conference venue can leave a lasting memory on those who attend, and a legacy on your business. It can stand you in good stead for any repeat events in the future (if this is something you’re looking to do).

Ask yourself what atmosphere the venue needs to create to make the event a success? Do you want warm and cosy? Loud and brash? Funky and colourful? Rich and historical?

Also, how do you want the attendees to feel? What do you want them to say after the event? The atmosphere of a venue is key to pulling off an event worth remembering!

Notoriety & Legacy

The conference venues you consider will all need to be weighed up in terms of what they will bring to your business. How will this event make your business flourish? What reputation will the event and the event’s venue bring to your business?

You want this event to be a positive step forward – so consider the venue carefully. Whether that reputation ends up being positive or negative is all down to planning and executing the event well. So – no pressure – but you do want an event to remember that will boost your business for years to come!

Conference Facilities & Set Up

The best conference venues offer a myriad of facilities that should be up to date with modern, safe, reliable features. Think technical equipment – sound, recording, screens and lighting to catering options, versatile spaces, parking and accommodation as well as good internet bandwidth for hybrid events. You will want to consider if the venue facilitate everything you want to do technically.

The best venues go over and above to share their facilities openly, which means you ought to check them out prior to booking and make sure the facilities you need are available. Thought will also need to be given to how much time is physically needed for the setup and pack down and if the venue has time restrictions on load in/out. It all adds up to creating the perfect event!

Mistakes you should avoid when choosing your conference venue

How Eclipse can help find you the best venue

Finding a great conference venue for your special event is not a task to take lightly, as we’ve shown in this post.

There are so many things to consider, which is where Eclipse can support you from start to finish!

With over 30 years of experience in event planning, and in building quality relationships with conference venues in London and wider afield, Eclipse’s talent lies in the details.

Providing a full service to you from planning your event, to making a booking, to event execution and set up and design, taking all that pressure off you to simply enjoy the event itself!

Regardless of whether your event is a small party or a large corporate conference, Eclipse works with clients all over the world and no job is too big. Or small!

By using Eclipse to find the best venue for you, you’ll get:

Why not talk to us today to discuss your event needs? Book a free consultation and let us take the weight off your shoulders.

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

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.

GET FREE CONSULTATION

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