Arvi Virdee, (Event Technologist – Brightspace Events) 

As live events pick up again and restrictions are lifted, the COVID-19 pandemic is likely to linger in people’s minds for some time, resulting in many event attendees preferring to attend events from the comfort of their homes or offices.   

This, combined with a long overdue focus on sustainability (beyond some CSR box ticking) means that we have a real challenge ahead – to manage both live and remote audiences… ie. hybrid events. 

Although this term is not new, it’s very much here to stay and the range of experiences on offer, and the budgets and time investment they need, varies drastically! 

Hybrid Event Options 

 

 So, how to choose the right software platform for your next hybrid and virtual event? 

The first step is to look at your event objectives (blog coming soon on that one!) and make sure you’re clear on what features you will need.  Don’t choose a platform on what looks good or what you’ve seen competitors using.  Focus on what you want to get out of your event. 

Practical Considerations  

Some of the factors that event managers and planners need to consider when choosing the ideal platform for hybrid events include:  

Event registration And Delegate Management

• Can you clearly register who is in-person and who is virtual? 
• Are you able to offer them different customer journeys throughout the reg. process? 
• Consider the following inclusions that may need to be different for each attendee type: session selection, travel details, ticketing, payments, appointment setting and more.  
• Can you control your ‘mandatory’ questions for each type so they only have to complete the fields that are relevant to them?  
• Ideally, the platform should support ‘conditional logic’, so attendees only see certain questions based on their answers to previous questions.  

Delegate Communications

• Use automated communications and make sure these work with your delegate types so that everyone receives tailored information depending on if they are in-person or virtual as well as if they are a speaker or attendee, for example 
• Set up your emails based on a time and date, or an action (or inaction) by the recipient. Eg, if a recipient has not registered x days after the invitation was sent, send them a reminder email.  
• Do you need onsite session scanning and badge printing? An integrated platform will avoid exporting and importing attendee data between platforms. This becomes very complex, very quickly!  You also risk having out of date data in one system.  
• The really sophisticated platforms will record all data changes in real-time. For example, if an attendee adds a session to their personalised agenda online, this should automatically be picked up as the attendee scans into the session without having to print a new badge.  

Event Production

For hybrid events, event production takes on a whole new meaning – it is much more than simply placing a camera at the back of the room!!  The following are questions to consider BEFORE you go looking for a hybrid platform: 

• How many feeds will you need?  Are you looking at one central location for producing the content or will you also be connecting speakers from virtual locations? 
• What technology / capabilities do these speakers have available and are comfortable with using?   
• Are you going to use breakout rooms – either in person or virtually?  Streaming multiple choice breakouts is possible but expensive and you will need a platform that can make sure the right virtual attendees are allowed into the right breakouts! 
• How are technical rehearsals arranged?  Are you limited in use of your platform due to tech support from the hosting company or can you schedule rehearsals whenever you like? 
• What mix of content would you like to show?  Live speakers, pre-recorded videos, presentations, interactive elements for in-person and virtual? 
• What technical support is available in the pre-event planning and during the live show – and are they on the same time zone as you are?  Can you phone someone or is it via a helpdesk system? 

 The Events App

 Most platforms have apps which can be viewed on both a mobile device and on a computer, and this app connects the live event with its remote attendees. The common areas are: agendas, speaker bios, feedback, live stream but some of other features to consider are:  

• Integration with the core platform- so any changes on one are reflected on the other (i.e., change of session selection, or purchase of a new ticket) 
• Real-time engagement features, like moderated Q&A, live polling, event and session chat, gamification, etc. for ALL attendees – that is, both in-person and remote.  
• E-tickets / payments / confirmations 
• Networking: Instant chat, email connections, appointment booking or 1 to 1 video calls 
• Recording and ‘on demand’ viewing after the live days of the event
• Closed captions or language translations 
• Accessibility eg. large text format or other adaptations 
• A web app for onsite attendees who are using their own devices, so they don’t need to download anything 
• In person extras e.g. locations / menus / maps / hotel information  
• Help desk for online attendees to chat / request password resets.  The platform provider may even provide staff to man the desk as an extra service.  

Sponsors And Exhibitors

• Will you have sponsors / exhibitors (internal and external) who require stand space in a virtual environment? 
• Do you need to capture visitor details to in-person and / or virtual exhibition areas?    
• Can both sets of data be fed into the same database? 
• What is available for follow up – scheduling calls / appointments / sending emails  

 The Final Word! 

 Data, data, data – ok, it’s repeated but still one word 😊.   

 Because of the digital nature of hybrid events, they generate TONNES of data… but the trick is to ask the right questions to get useful insights into your audience / objectives and actually DO something with it after the event.  

 When you’re choosing a platform, think about what you need OUT of it at the end.  You can’t get out, what you don’t put in. 

 

Connect with Sarah on LinkedIn and for Event Management and COVID Safety consultancy enquiries or send us an to hello@brightspaceevents.co.uk.

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It’s very exciting seeing this event featured in our local paper! I suppose that once you start doing very cool things for really famous clients, everyone is going to be a bit more interested, even the media!! 😀

We’ve spent the last two years carefully dissecting articles by and about event professionals on all things COVID-19, now we ARE the event professionals, with an article of our very own!!

New York Times praises Brightspace Events for helping deliver pioneering COP26 event in Glasgow

Greta Thunberg, John Kerry, Nicola Sturgeon and David Lammy were there as speakers, with Leonardo DiCaprio also in attendance.

The New York Times (NYT) has praised Brightspace Events for helping it deliver ‘the most ambitious journalism and event project in its 170-year history.’

Updated April 2024

In the dynamic landscape of event planning, ensuring safety and compliance has always been important as well as now legally mandated. However, the emergence of the COVID-19 pandemic has underscored the critical importance of risk assessments in orchestrating safe and successful events as it was only through them that we were even allowed to operate live events at all. As we continue to lead our clients through the evolving terrain of the events industry, it’s important to stay focussed on comprehensive yet realistic risk assessments and to navigate the “new normal” with confidence and responsibility.

What is a risk assessment and why is it crucial?

At the core of event planning lies the fundamental practice of risk assessment. It involves the systematic evaluation of potential hazards, identifying who might be harmed, and implementing measures to mitigate risks. In the context of the COVID-19 pandemic, traditional risk assessments took on renewed significance. The additional guidelines and protocols introduced in response to the pandemic necessitated an intense study and understanding of the legal position and guidelines as well as how that all interacted with the existing Health and Safety legislation.

The importance of covid risk assessments in events

Risk assessments serve as the cornerstone of event safety, providing a structured framework for identifying and managing potential hazards. Beyond meeting legal requirements, thorough risk assessments instil confidence in stakeholders by demonstrating a proactive commitment to safety. In the context of the COVID-19 pandemic, failure to conduct adequate risk assessments can have profound consequences, ranging from regulatory non-compliance to reputational damage and your events being shut down.
This could result in your event being immediately shut down.

Benefits of conducting risk assessments for your event

• Ensuring legal compliance
• Enhancing safety measures
• Fostering client trust and satisfaction
• Building audience confidence
• Standing out in a competitive market
• Safeguarding the well-being of all participants

Key considerations for successful risk assessments

1. Early integration of risk assessment considerations into event planning:

• Identifying potential hazards and risks from the outset
• Incorporating safety measures into event design and logistics
• Ensuring that risk assessment is a foundational aspect of event planning rather than an afterthought

2. Engaging all relevant stakeholders in the risk assessment process:

• Soliciting input and feedback from suppliers, staff, and participants
• Fostering buy-in and collaboration to ensure the effectiveness of risk mitigation strategies

3. Practicality assessments:

• Evaluating the feasibility and practicality of proposed risk mitigation measures
• Considering logistical constraints, resource availability, and operational considerations
• Striking a balance between safety requirements and the smooth execution of the event

4. Prioritising high-risk areas and activities:

• Identifying and prioritising areas of the event with the highest potential for risk
• Allocating resources and attention to mitigate risks in these critical areas
• Implementing targeted control measures to address specific risks effectively

5. Conducting comprehensive COVID-19 transmission risk assessments:

• Assessing the potential for COVID-19 transmission at every stage of the event
• Considering factors such as venue layout, crowd density, and interaction dynamics
• Incorporating insights from public health authorities and guidelines to inform risk assessment

6. Implementing control measures:

• Identifying and implementing practical and effective control measures to mitigate risks
• Enforcing measures such as social distancing, mask-wearing, and sanitation protocols
• Establishing protocols for monitoring compliance and addressing non-compliance swiftly and effectively

Adapting to the new normal

The COVID-19 pandemic has necessitated a paradigm shift in event planning, prompting organisers to adapt and innovate. While the challenges posed by the pandemic are undeniable, they have also catalysed a wave of innovation in the events industry. From virtual conferences to hybrid experiences, event organisers are leveraging technology to connect attendees while prioritising safety. Moving forward, hybrid events are poised to become the new norm, offering a blend of in-person and virtual components to cater to diverse preferences and mitigate health risks.

Moving towards the new normal with Brightspace Events

According to a recent survey by the Professional Convention Management Association (PCMA) nearly 70% of event planners expect hybrid events to become a permanent fixture, combining in-person and virtual components to cater to diverse attendee preferences and mitigate potential health risks.

In the wake of the COVID-19 pandemic, Brightspace Events has emerged as a beacon of innovation and resilience in event management. Our commitment to thorough risk assessments, innovative formats, and cutting-edge technology sets us apart in delivering exceptional experiences. By embracing the “new normal” and continually refining our risk assessment protocols, we remain steadfast in our mission to rebuild confidence in live events.

Why outsource your event management

In an era defined by complexity and uncertainty, outsourcing event management can offer a strategic advantage. Partnering with experienced professionals not only streamlines the planning process but also ensures compliance with regulatory requirements and best practices. By entrusting your event management to experts like Brightspace Events, you can focus on your core objectives while enjoying peace of mind knowing that every aspect of your event is in capable hands.

Choose Brightspace Events today!

The COVID-19 pandemic has reshaped the events industry, placing a renewed emphasis on safety, resilience, and adaptability. Through meticulous risk assessments, proactive safety measures, and innovative event formats, organisers can navigate the “new normal” with confidence and deliver exceptional experiences for all participants. As we collectively chart a course towards recovery, prioritising safety and well-being remains paramount. Choose Brightspace Events today and embark on a journey of safe, engaging, and unforgettable events. Contact us at hello@brightspaceevents.co.uk or get in touch with Sarah to learn more about our comprehensive event solutions.

We CAN open Safely

My wonderful colleagues across this great industry have been working tirelessly to raise awareness of the drastic impact that the Coronavirus shutdown is having on the Live Events market.  We CAN open safely, we just need the government to recognise that and support us financially in the meantime.

Today, I have taken the excellent work linked below that HBAA have done and sent it to my MP for Northampton South, Andrew Lewer,  imploring him to raise our plight with his colleagues and to reopen and / or support us.

HBAA Business Events Meetings and Accommodation Report

 

Letter to MP For Northampton South

Hi Andrew,

I am writing to you as a business owner in Northampton South who offers consultancy B2B services to Corporate Event Management agencies around the UK.  I offer Project Management support for corporate events such as conferences, exhibitions, product launches etc.  These events are usually very high end, with big budgets and often operate all over the world as well as a significant proportion in hotels and venues around the UK and in Northamptonshire.  They are not weddings, music festivals or other ‘consumer’ type events eg. the Good Food show.  These are events which bring usually hundreds of corporate attendees together and, according to latest research (attached) is worth over £30 Billion to the UK GDP.

However, the industry has been decimated as you can imagine by the Coronavirus lockdown.  There is no end in sight as the Government will not publish any guidance or indication of when the sector may reopen.  As you can imagine, the average conference delegate is VERY compliant – certainly much more so than a member of the public who has had several pints in their local pub or who is out shopping with their family.

The industry already has a hugely positive Health & Safety culture and is well versed in Risk Assessing every single event.  Working within existing Government guidance for social distancing etc. we have already produced several Best Practice guides on how to operate events safely.  And yet, we remain ‘illegal’ with no signs of when restrictions will be lifted.

Up to 30% of jobs in this industry could be lost as a result (again, see the attached for source) due to agencies closing or making redundancies.  As we have seen with previous recessions, our industry is hit hard, and so we need the Government to specifically address our concerns urgently so that we can reopen as soon as possible.  In the meantime, we would also appeal for additional, specific financial packages in order to support us during this time.  Due to the ‘unclassified’ nature of what we do (we have no individual SIC code and individual councils sometimes place us in Tourism or Hospitality) we fall down the many gaps in current provision.  There are also a high percentage of self employed or PAYE Director owned Ltd companies earning largely or solely through dividends which, again, have been left without sufficient support.

I urge you to discuss our concerns and the industry in general with your colleagues in Westminster who will hopefully be receiving similar messages from others in my profession.  Corporate events can be run safely and will generate confidence and revenue again in a very beleaguered industry.  We need you to reopen the corporate events market NOW and provide immediate financial support to those that are employed in it.

Many thanks

Sarah Threlfall