Category Archives: Event Planning

Plan and Execute a Successful Hybrid Event

What is a Hybrid event?

Hybrid events are the sweet spot between live and virtual events. They allow you to appeal to a broader audience: those that want the in-person experience and those who prefer to enjoy the event behind the comfort of their screen. We’ll discuss how you plan and execute an event like this, the technology should you use, and some hybrid event best practices. 

Prefer to hand off the planning to some experts? We can help! With 14+ years of experience in the event industry, our team is here to ensure your hybrid event is executed successfully. Reach out here for more information!

Planning Your Hybrid Event

Organizing a live event requires more lead time than putting together a virtual-only event because you have to consider the venue, lodging, food & beverage, room layout, etc. Therefore, you’ll need to begin planning for the live event portion first, then incorporate the virtual event technology. Make sure your venue is well equipped with audio/visual and high-speed internet accessibility. 

Marketing

We suggest using social media and email marketing to promote your hybrid event. When doing so, clearly emphasize your event’s accessibility to potential attendees by letting them know they can attend in person or virtually. Highlight the in-person and virtual attendee event experience, so attendees know what to expect and that they’ll be able to benefit from attending this event however they choose. 

Registration

Registration happens all in one place! Set up a single electronic registration system for your event that takes all hybrid attendees to one site. Then, allow them to answer questions on how they plan to attend. This will provide separate attendee lists, allowing you to communicate customized event expectations to all attendees. 

Marrying The Virtual & Live Environment

When it comes to virtual events, we believe live streaming the presentation is the way to go. However, that method might not work for all events. If necessary, prepare pre-recorded presentations for your virtual attendees. If you choose to live stream the event, Zoom has developed wonderful live streaming capabilities

Build an events team because the speaker can’t do it all. Allow the live speaker to focus on their presentation to both audiences by providing them with a support person to manage the virtual attendee chat, Q&A and polls. Develop an efficient communication system that allows the speaker to receive online questions and comments alongside their live audience questions. At the live event, designate one screen for the speaker’s presentation and another screen for the support person to manage and present the virtual attendees’ live chat, questions, and poll results. Provide your virtual attendees with access to all of this information so they feel just as included. This is a great way to connect virtual attendees with their live counterparts.

Practice makes perfect! 

Set yourself up for success by testing the live and virtual technology together in a practice session. Can your virtual audience clearly hear the presenter during this audio check? Make sure the live AV is connected to a virtual microphone so that all attendees feel as though they’re being directly spoken to. 

 


Prefer to hand off the hybrid event planning to some experts? Our team is well equipped with the experience needed to ensure your hybrid event is executed successfully.


Name(Required)
What event services are you interested in?(Required)

Jess Hunt
Jess is the Events Manager at Innereactive. After gaining 11 years of event experience in the food industry, she’s ready to take on the optical world. She’s very passionate about helping people, simplifying processes, and creating positive experiences.

Finding the Perfect Event Speaker

We understand the challenge of creating an event that resonates with your audience. Beyond planning your event and staying organized, the event speaker is essential to creating a lasting impression of your message on attendees. At every event, you want your audience to react with speaker reviews such as:

“She was fun and exciting, energetic, enthusiastic and has great energy and very passionate.”

“Well prepared presentation, good and proper amount of analogies/real-life experiences. Strong voice inflections, kept me interested.”

“Samantha knocked it out of the park. Our attendees LOVED her. She is truly a gifted speaker. You can be sure we will be reaching out to her very soon regarding additional speaking opportunities.”

“We evaluate over 90-100 of the best speakers there are each year. Your content was exceptional and your slides were in the top 3% of any presentation I’ve seen in the last two years. Relevant, clean, crisp, easy to read, and professional. So impressed.”

We are proud to have Samantha Toth, ABOC as our Marketing Rockstar and primary speaker. We don’t hide it! It takes a lot of passion and inspiration to be a good speaker, and Samantha has it! 

Researching & Finding An Event Speaker

Before you research, answer these questions.

A lot of event planning has to happen before finding or researching a speaker. Before starting your speaker research and outreach, we recommend asking yourself these questions. 

  • When is the event? You should begin to find a speaker about 6-12 months before the event.
  • Who is my audience? 
  • How big is this event? 
  • Is the event in-person, online or is it a hybrid format? 
  • Do you want a leadership speaker, a motivational speaker, a celebrity, or an industry expert? 
  • What personality are you looking for?
  • Is there a specific tone are you trying to set for your audience? 
  • What message are you trying to convey?
  • What’s your speaker budget? You’ll need to consider not only their honorarium but be able to cover their travel, too.

Then research and reach out!

Armed with an event outline, you are now ready to start your speaker research! We know from experience this is not an easy task. If you need help, our team can find and contract a speaker perfect for your brand and message. Ready to tackle research on your own? Here are our recommendations of where to look and what to do once you find an interested speaker. 

  • Review speakers’ LinkedIn profiles & join speaker groups
  • Check online forums
  • Look into other industry events & who they’re hiring
  • Have a speaker in mind? Check out their website
  • Watch speaker videos
  • Take word-of-mouth recommendations from partners, vendors and clients
  • Scout them in-person, when possible
  • Interview them

Our pro tipAfter doing some homework, keep a speaker library for future use, including the speaker’s contact information, website, video samples, survey results, and testimonials. 

I found my speaker, now what?

Once you’ve found your perfect speaker, thoroughly review and sign a contract. Next, dive into all event details with your speaker so they know what to expect and what your expectations are. Having a conversation about the message, audience, and the event environment is helpful to make sure your speaker is as successful as they can be. 

Collect Feedback

Finally, don’t forget to collect attendee feedback following your event to determine how successful your speaker was! 

 


Researching speakers can be challenging and overwhelming, but we can take that responsibility off your shoulders. Reach out now and we’ll put you in touch with a 5-star rated speaker to knock it out of the park and engage your event audience.


Name(Required)
What event services are you interested in?(Required)

Jess Hunt
Jess is the Events Manager at Innereactive. After gaining 11 years of event experience in the food industry, she’s ready to take on the optical world. She’s very passionate about helping people, simplifying processes, and creating positive experiences.

 

Transitioning from In-Person to Virtual Events

The wonderfully collaborative community of live events came to a halt for us all in 2020. Over the past few years, we have learned to embrace a virtual environment for our internal teams and our external event goals. If you’re facing the challenge of taking your already planned live event virtual, here are our tips and tricks!

From In-Person to Virtual Events

If you have a pre-existing live event booked that needs to be converted to virtual, make sure you understand and have read through your facility contract.

  • Are you canceling soon enough to get some or all of your deposit back?
  • Remember, the sooner you cancel the facility, the better!
  • If you weren’t doing it before, make sure you’re now reading the fine details before ever signing anything.

No live event means you’ll no longer need to worry about food & beverage, room setup, AV, accommodations, covid-safety precautions, etc. However, that doesn’t mean your event planning process is any easier! With virtual and in-person events, it’s all about perfecting the details to execute a successful event & build a following.

Communicating with registered attendees

Notify Your Current Attendees

Did you have attendees already registered for your live event? It’s essential to notify your attendees of the event change. We recommend reaching out by email and phone to guarantee no attendees show up in person on the day of the event.

Market to new attendees!

One benefit of transitioning to a virtual event is your audience just grew exponentially! Use this opportunity to grow your event size and market to new attendees. Use these tools to get your name and event out there:

Planning Event Size & Platform

Just as a venue is key to creating a successful live event, the platform & speaker are vital to engaging your online attendees. There are many platforms available to help you host your online event. Over the past few years our team has fallen in love with the power of the Zoom platform for digital events. Here are some factors to consider when looking at your online learning platform and speaker.

  • Does your speaker have experience presenting in a digital course?
  • Do you need to see attendee faces or videos during the event for credentialing reasons?
  • Should attendees have the ability to speak or collaborate during the presentation?
  • Do you need a polling feature for live results during your event?
  • Are you manually sending pre and post-event emails? Or can your virtual platform handle that?
  • Do you need to accept payment for your events?
  • Can you add custom branding to your event to create a more customized event experience?

If you need help deciding which platform is right for you, or need someone to do the heavy lifting of planning, we can help!

Game Day!

Don’t go into the day of your event without practice! Set up a mock virtual event to do a run-through with your presenter/s and support team the week before. Many platforms, including Zoom, offer a practice session before your official event starts. Here are some questions to ask yourself leading up to the event:

  • Who is monitoring and responding to your Q&A or chat section?
  • How are you presenting and launching polls through your presentation?
  • Who will handle the opening and closing statements?
  • Do you have someone to introduce your speaker?

While transitioning a live event to virtual poses some challenges, it also opens many opportunities to extend your reach and engagement. If you have questions or are looking for guidance on planning a successful virtual event, we can help!


Name(Required)
What event services are you interested in?(Required)

Jess Hunt
Jess is the Events Manager at Innereactive. After gaining 11 years of event experience in the food industry, she’s ready to take on the optical world. She’s very passionate about helping people, simplifying processes, and creating positive experiences.

Event Planning Feature Image

An Event Planners’ Guide to Successfully Staying Organized

Event planning can be overwhelming and chaotic if you don’t have a good plan of action, especially planning multiple events at once. As an event planner, you must be organized, communicate well, and keep accurate records. Here are a few tips to ensure you have a firm handle on everything to help execute your event successfully!

Technology & Event Planning

Process Management

Technology is an event planner’s best friend! If you haven’t done so already, research and utilize an event or project management software. Personally, our team uses Monday.com. Monday allows us to create a template process that we can easily duplicate and customize for each new event. This process spells out all steps applicable to each event (so nothing is forgotten) and is updated daily to help us track progress and timelines.

File Storage

We also recommend using an online file storage system, like Google Drive to organize event documents and notes. Try creating a folder for each event you are hosting to file up-to-date registration lists, venue contracts, and event notes. We know an event planner rarely has a moment to spare and never has the time to sit at a desk with a laptop at an event. Creating an organized electronic filing system allows you to quickly access and share anything directly from your phone.

Printed Event Materials

While electronic files are critical for event planning, it can also be helpful to create a printed binder or folder for some events. Having hard copies of the most important event details on hand at your event is a smart contingency plan. (You never know if the internet will be reliable or if suddenly your phone will break!) We recommend keeping hard copies of some of the information on hand:

  • venue contracts
  • banquet event orders
  • event agendas
  • attendee lists
  • room layouts
  • and the like.

Be Prepared for the Unknown

Sometimes no matter how organized you are, glitches will happen. Event planners are probably used to the concept of: “it’s not IF something will go wrong, but WHEN something will go wrong.” We don’t say this to scare you, but we always recommend you prepare a list of things that could go wrong at an event. Along with what-if’s, think through some backup solutions, so you’ll be ready to take on anything that comes your way. The key is executing an event with guests unaware that anything has gone astray.

Ultimately, every event planner needs to find the organizational system that works best for them. However, we’ve found the key is having quick and easy access to information. Once you have a solid plan in place, you can reduce stress, create a seamless process, and allow your creativity to flourish.


Looking for some help organizing your next event? Our team of experts are here to assist you during all stages of event planning and management.


Name(Required)
What event services are you interested in?(Required)

Jess Hunt
Jess is the Events Manager at Innereactive. After gaining 11 years of event experience in the food industry, she’s ready to take on the optical world. She’s very passionate about helping people, simplifying processes, and creating positive experiences.