Event Planning During the Pandemic

Event Planning During the Pandemic

The pandemic has changed the world, and industries that depend on bringing people together are demonstrating flexibility and choosing to pivot wisely as we head into another year.

The first priority of most event planners should be ensuring the safety of their event.

Flexibility and adaptation should be the mantras for event planners who are working tirelessly to help people navigate the ever-changing landscape of event planning. Given below are some key trends in event planning 

Hybrid Events

Quite a few event brands are experimenting with hybrid events. A hybrid event uses a combination of in-person and digital components. A hybrid event is personalized for each audience to drive action.

It combines traditional audio-visual technology with virtual reality, virtual Q&As, activity feeds, and on-demand content.

For instance, during TwitchCon hosted in San Diego, Twitch streamed its content through its native platform. This allowed its online users to share a social experience with those in physical attendance. 

Virtual-only Events

In virtual events, individuals experience an event and its content online rather than in-person. Virtual events have enabled organizers to reach a larger audience. There are different types of virtual events such as conferences, webinars, trade shows, exhibitions, concerts, and career fairs. 

By using online tools, such events save costs. For instance, virtual wedding expos make wedding planning easier by bringing all wedding vendors under one roof so that attendees can take their pick. Virtual wedding expos act  like a one-stop solution for weddings, and makes wedding planning convenient. 

Hub and Spoke Format for Meetings

The hub and spoke format for events is becoming increasingly popular. This type of format consists of a central main event, the hub, where keynotes and other face-to-face programming take place.

The hub would normally have the keynote speakers. Spokes are the regional face-to-face offshoots or satellite locations of the main event happening simultaneously.

Each spoke is connected to the hub by virtual event technology, and attendees can tune in remotely. 

Live Events for a Smaller Group

Smaller events that can help foster community events are needed now more than ever with larger events being canceled. Retail events can be brought to a smaller scale.

For instance, communities can organize a chocolate crawl. For this event, attendees would attend different retail stores to try chocolate.

Two types of tickets could be given to participants: one for a limited number of in-person experiences, and the other would allow people to try the offerings at home.

This would limit the number of people inside the businesses, but engage a larger audience. Participants can also be given coupons and discounts to be used at a later date. 

Hybrid Event Apps

Hybrid event apps help drive attendee engagement during an event. Such apps allow attendees to seamlessly check into events, and to interact with speakers and fellow attendees.

The event apps come with quite a few functions, like marketing the event and letting attendees access a conference on the move. For instance, Eventbrite is an app that helps users create an event, promote it, and sell tickets for it. It also works as a social network for people to discover and share events that match their interests. 

Ronn Torossian is the CEO and founder of 5W Public Relations and the author of For Immediate Release.