Ever dreamed of hosting an event for your company up to the scale of an inspirational TED Talk? As it turns out, with our current technologies and start up companies that exist today, this can easily be a reality for many of us. With applications like Blue Jeans Primetime that is able to bring interactive video to the largest scale events your ideas may not be as far fetched as imagined. Of course you might have doubts regarding new cloud start ups and their abilities to conduct and enable video technology at such large scale events but reassured that there are many amazing resources out in the market. Blue Jeans being one of the many that has contributed to the success of independent TED Talk events. This goes to show hosting events for more than just a live audience is now readily possible.
Finding the right technology to connect with more audiences at your events is only one of the many challenges of hosting one. There is no reason to think that your business is not large enough to host large events for more than one audience. When done right, the impact of your event can have great returns regardless of the scale. So what does it take to make a success event you may wonder. Here are some tips and tricks to hosting a successful event without breaking the bank or expensive technological equipment:
- Track expenses to the tee. Having your expenses in order can inspire a lot more creativity as it leaves you aware of the budget. Keeping track of where your budget is going will help you with leaving extra money to spare. A fun way to spice up your event is to use this extra money to throw in a surprise for your attendees. For example, a grand opening with a kabuki drop would be a lovely and unexpected occurrence for all your guests and perhaps even those participating through video primetime.
- Plan in advance and treat this stage with care. Planning ahead of time can be a strategic move and provide more time for any potential issues that may occur. The event should have a vision, purpose and an end goal to be achieved. It would be rather difficult to plan the best birthday party in the world without knowing who the birthday girl is wouldn’t you say?
- Don’t assume that there will be anything prepared for you like a in-house bar for your guests. In most cases there is a more cost effective option if you only choose to look elsewhere. If you’re looking at making it a cost effective event for both you and your guests, you can pre-plan all the catering to get the best deals possible.
- Choose a theme and stick it out with your invitations. Instead of going with snail mail invitations, you can go with a generally green theme and create well designed electronic invitations instead of sending out snail mail that has the potential of getting lost. Not to mention that mailing fees are getting quite pricey when it adds up to around a couple hundred guests. A good event planner will also be able to provide you with good industry insights.
- From live bands to having DJs jamming at your event, a live band can often cost way more and less likely to fit the budget of a smaller scale event. Switch over to considering a great DJ with already made jams. They can often be half the price of live bands and can set up a stage with good visual effects to entice your crowd.
- Don’t disregard your audience and play videos for more than 2 minutes. If someone is choosing to attend your live event, there must be a reason for the direct interaction. By making use of video technology you are enabling remote guests to engage in real time, so why neglect those that are already present during your presentations? There is a reason that ads and commercials are short and sweet. By showing less and getting to the point, these messages are more effectively transmitted to their desired audience.
- Refrain from having a guest speaker addressing the whole crowd from the front of the room. Have them take a break in-between for a video segment to respond to questions from the remote audience in real time or hand out your corporate swag at this time.
- Don’t cheap out on the must haves like linens on the tables. It’s actually one of the most inexpensive ways to make an event look more upscale. Having linens that reach the floor can turn any picnic into a fancy dining experience. It will give your event a nice finishing touch and will be much more effective than handing out a bunch of free pens with your company logo.