Looking for support at your upcoming exhibit? 
Objective
Creating the large-scale affair on the National Mall presented unique challenges and layers of complexity — specifically to logistics and infrastructure planning. Luckily, the foundation teamed up with Encore and its subsidiary brand Hargrove to bring the vibrant festival of cultures to life.
Solution
- Encore supported foundational services such as power and internet needs for in-person attendees and the live streaming broadcast with expansive technical infrastructure
- Encore enhanced inclusion with remote, simultaneous ASL interpretation
- Hargrove served as the general services contractor
- Hargrove provided creative, design, fabrication,graphics, tenting, logistics and labor services, including over five acres of matrix flooring
Outcome
Leveraging its full scope of production services, the Encore umbrella of organizations delivered an unforgettable cultural extravaganza.
The event featured over 17,000 performers representing more than 180 countries around the world. Their breathtaking performances showcased incredible and diverse voices, talent and creativity on one central stage. It also engaged attendees with hands-on activities like workshops on meditation, culturally inspired crafts for kids and a wide array of cuisine.
Over the three days, the festival welcomed one million attendees with an additional 25 million viewers who watched the live stream, serving as a testament to the power of unity and the magic that Encore can create on a global stage.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
The Ask
Leveraging their production partner’s expertise became crucial when last-minute changes to attendance affected event scope, gear needs and room layouts just an hour and half before doors were to open! Fortunately, the company was supported by an event team that could seamlessly pivot — no matter the ask or hurdles.
The Solution
- Scrapping the schematic and quickly writing out a new gear checklist, replanning the entire room design and utilization to the re-configuration of event technology needed
- Collaborating with two nearby Encore venues to supply the re-adapted equipment and staff resources needed to execute the adjusted event vision
- Managing the show to ensure every stage of the event ran smoothly
The Result
After the program ended, she expressed how pleased she was with the outcome, adding how glad she was to be working with Encore for the next event on the tour, just a week away.
The team offered to recreate the day’s setup for the next event to guarantee consistency and smooth operations across locations. Her eyes lit up. She relayed that Encore had set the standard for the national tour.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
The Ask & Challenge
Eager and ready after her academy training at Encore, a multi-certified technician, supported by in-venue and regional network experts, led the charge in bringing the customer’s vision to life.
The Solution
- Illuminating the main stage with lighting and gobos
- Delivering engaging content with a three-screen projector setup and audio package
- Providing real-time footage of the presenter onstage with a camera-operated third screen source
- Supporting PowerPoint presentations, video content and audio
- Adjusting all solutions accordingly for the concurrent bilingual sessions
The Result
The CEO of the organization told the Encore team: “Months of planning lead to productions like these. It's a lengthy process, and we greatly appreciate both the support we received, and the outstanding results achieved.”
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Nearly two million events take place in the United States every year. And post-pandemic, the majority of people on both the planning and supply side of our industry are new. That means it’s more important than ever for us to share knowledge and best practices with each other.
At Encore, we’re lucky. We get to work at and attend some of the industry’s most buzzworthy events, so we can be your eyes and ears for all the juicy insights your peers took away from each experience. Here’s our roundup of three you might have missed along with key takeaways to help power your planning.
Event No. 1: PCMA Convening Leaders 2024
Convening Leaders attracts business event professionals from around the world and is known for its marquee-name keynote speakers. This year’s show in San Diego was no exception, where a fireside chat with President Clinton and Secretary of State Clinton was a highlight.
What you missed:
- In partnership with the American Geophysical Union (AGU) and the Strategic Alliance of National Convention Bureaux in Europe (SANCBE), PCMA announced it will co-locate the industry’s first sustainability and climate summit in Barcelona with Convening EMEA Oct. 2-3, 2024.
- The PCMA Foundation and BESydney released research addressing gender disparity in leadership: Advancing Women in Business Events. Their key finding? Despite women comprising 70 percent of the global business event workforce, they fill only 20 percent of the senior-level roles. Considering this overwhelming disproportion, the report says it’s necessary for the business events industry to make efforts to advance women into board roles and C-suite positions.
- A fireside-style keynote with President Bill Clinton and Secretary of State Hilary Clinton explored how loneliness has been weaponized for political gain. Additionally, they encouraged the audience to engage in empowerment politics rather than “victim politics.”
Must-know insights: Thinking bigger with event budgets
Industry experts came together during the event for a candid discussion on budget trends and smart ways to make an impact with your dollars.
Host Courtney Stanley, Global Keynote Speaker, led the roundtable talk. The discussion featured Harold Batiste, Senior Vice President, Sales Operations at HPN Global; Heather Nash, CMP, CAE, Chicago Dental Society; and Taylor Nicole Abbate, Director of National Sales, CSI DMC.
Here’s what they shared on The Breakdown LIVE at PCMA CL: Thinking Bigger with Your Event Budget.
- According to the recent Encore Planner Pulse Report, nearly half of meeting professionals are increasing budgets in 2024 and more than a third say their budgets are flat.
- When thinking bigger about your event budget, invest in areas that will have the biggest positive impact on the meeting experience. These include anything experiential, like food, networking, education and technology, says Harold Batiste of HPN Global and Heather Nash of the American Dental Society.
- A final takeaway from the roundtable? Leverage AI to help you ideate creative ways to stretch your planning dollars, suggests Taylor Abbate of CSI DMC. Don’t forget to ask venues what they’re providing in the cost and ask how you can work together to create unique experiences.
Click the play button to watch the full discussion. You must be logged into LinkedIn to view the video.
Event No. 2: IMEX America 2023
The industry’s most important trade show takes over Las Vegas every October. With education provided by leading associations and a massive exhibit hall filled with global destination marketing and tourism organizations and supplier partners, IMEX is a one-stop shop for meeting destinations and event ideas.
This year’s theme? “Human Nature,” a focus that gave attendees the opportunity to engage in educational sessions and discussions on human nature as it relates to the events industry.
What you missed:
- A record-breaking 15,000 participants, including more than 5,000 buyers, attended. More than 70,000 1-on-1 meetings happened over the course of the show.
- Nearly 1,000 people experienced the immersive Break Free activation, which helped encourage empathy through immersive event design. The goal? To connect with participants about the importance of fostering belonging and inclusion, using multisensory storytelling.
- More than half of planners (59 percent) say attendee engagement is a struggle, while 70 percent agree that technology is crucial to cultivating engagement.
Must-know insights: Designing events for belonging
Delving into the year’s theme, Encore favorite Courtney Stanley gathered experts from across the industry for a live discussion from the show floor on best practices for designing events where attendees feel they belong.
DeShawn Wynn, CMP-HC, Winning Touch Event Design; Megan Janel Zimmer, CED, Encore; and Trevor Lui, Co-founder, Quell Now Inc., joined the discussion. Here’s what they shared on The Breakdown LIVE at IMEX: Designing for Belonging.
- Inclusion and belonging isn’t a trend, says Wynn — it’s about treating people like humans. If you have the mentality that everyone walking through the doors is important to you then everyone will feel like they belong and not like you’re just checking boxes.
- When planning inclusive events, a critical best practice is to consider things that impact enjoyment, like ADHD, or disabilities like color-blindness, which can affect the way information is received or perceived, says Zimmer.
- Lui adds that belonging is different for everyone; listening is your most important tool. That’s the best way to design inclusive experiences for diverse groups and communities. Tap into internal communities within your organization and seek out external communities if they don’t exist within your organization.
Click the play button to watch the full discussion. You must be logged into LinkedIn to view the video.
Event No. 3: GMID 2024
Global Meetings Industry Day celebrates the impact the business events industry has on local and global economies. One of the hallmarks of this annual event is MPI’s 12-hour GMID Virtual Event, which offers education from around the world.
What you missed:
- Watch parties convened around the world to share the day of education and advocacy with each other. On the Wall tab of the virtual event platform, participants shared images and selfies of their community experiences.
- The event celebrated the economic impact of our industry, which contributes $119 billion in travel spending and supports nearly 600,000 jobs, and the resilience and creativity of our peers in the meetings and events industry.
Must-know insights: Maximizing supplier relationships
Giving a nod to the event theme, “The Event Professional’s Journey,” Courtney Stanley once again brought experts together to chat about a critical aspect of event planning — how to get the most out of working with suppliers.
Amanda Armstrong, CMP, CED, Encore; Lisa Astorga, CMP, DES, ISTH; and Kelli Threlfall Kahn, Global Head of Events & Experiential Marketing, Blackstone, share insights and best practices from their own experiences. Here’s what they had to say.Armstrong shared a surprising Live Data Technologies statistic: Two-thirds of all planners and suppliers are new to the industry post-pandemic. This is one essential reason why it’s more important than ever to share best practices and invest in partners who are invested in your success, she says.
- One of the best ways to build trust and supplier relationships, says Astorga, is to forge multiyear partnerships. Doing this also generates cost savings.
- Kahn recommends bringing partners in from the beginning. Engaging people early on with clear objectives, she says, sets you up for success.
Click the play button to watch the full discussion.
Interested in more event recaps that keep you up to date on fresh takes and new learnings?Stay tuned! As we move through the year, Encore will continue to share top tips, clever insights and industry happenings you should know.
Subscribe to planner resources to never miss an update!
Objective
- Refresh and invigorate attendees
- Create a plenary within a non-traditional venue
- Ensure compliance and avoid regulatory concerns
- Deliver the “best professional gathering of the year”
Solution
- Designed an immersive general session in an existing theater, by adding a LED screen that spanned the theater’s proscenium to create dazzling graphics and lighting that increased participants’ depth of experience.
- Created memorable experiences through education and hands-on activities at the eight Hubs for attendees to train, engage and learn with AV, creative and production support.
- Oversaw regulatory concerns to ensure compliance with the sponsor team and CME grant process.
Outcome
The numbers speak for themselves:
- 82% of the 14,000 AAN attendees considered the 2024 annual meeting the best neurological professional gathering of the year.
- 95% of attendees are likely to attend a future AAN Annual Meeting
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Welcome to our recap of the educational session “Pick Our Brains: Your Event Tech Questions, Our Practical Answers,” presented at MPI WEC. This engaging breakout session was a treasure trove of insights into event technology, addressing common pain points and providing practical solutions for planners.
Industry experts from Encore led the session, which was a mix of myth-busting, real talk and interactive Q&A. Their goal? Equip event planners like you with the knowledge you need to better understand a crucial aspect of the event experience — your technology solutions.
Let’s dive into the key insights and takeaways.
Your Event Tech Experts
- Bret Fendt, Director, Customer Relationships
- Debra Mategrano, Regional Sales Director
- John Rissi, Senior Vice President, Customer & Industry Engagement
- Johanna Walsh, Vice President, Event Production
- Rob Wilcox, Director, Sales Engineering
1. Navigating Event Tech Costs with Confidence
Insight: In-house event tech services can sometimes appear costlier, but there’s more to it than meets the eye.
“As customer expectations have changed from everything to celebrity restaurants and blow dry bars to immersive events, the ability for hotels to service those expectations meant they needed to partner with expert companies to deliver on those expectations,” explained Debra Mategrano, Regional Sales Director.
“In-house partners are invested in the hotel, including the infrastructure like the internet lines, the rigging points and the equipment, but also the people through training, benefits and enhanced safety protocols. When you’re working with an outside provider, they don’t often have the same business model and the same investments,” she said.
“The value of an in-house partner is that they are an integral part of the venue’s team, with intimate knowledge of the space, what works and what doesn’t, as well as the building infrastructure.
“That matters to you, the customer, in a live event environment when we are constantly problem-solving and adapting. So, there’s a value to that potential cost differential.”
When comparing AV proposals, keep in mind that a venue’s infrastructure may affect costs. Ask about the specific reasons for cost differences, such as equipment transportation and setup complexities.
“Even within the same city, AV prices can vary significantly due to factors like the layout of the venue, the ease of equipment transport and the availability of power,” Mategrano highlighted. For example, a venue might require extensive labor to set up equipment due to its floor plan.
Pro Tip: Have early and detailed discussions with your in-house event tech provider to understand your venue’s unique capabilities along with any helpful considerations to keep in mind. They can provide guidance on choosing the right solutions for your budget and space.
2. Experiencing Consistent Event Production
Insight: Consistency in event technology services is a top priority for event professionals. When the experience varies across different venues and locations, this becomes a pain point.
“Customer feedback indicated challenges with consistency in service across different venues,” said John Rissi, Senior Vice President, Customer & Industry Engagement. “We honor that feedback, we hear you, and we invested in additional training and internal tools to address it.”
When event providers keep track of planners’ preferences, feedback and past requirements, they have the insights to offer a more uniform experience. Encore is dedicated to continuously improving this aspect to best serve our partners.
By leveraging our customer journey data tool, we are able to streamline and organize vital information for each of our clients,” Rissi elaborated.
“It consolidates relevant event information, customer service surveys and notes from past events to provide a comprehensive view of each client’s needs.”
The benefit to Encore customers? Not needing to repeat their needs from venue to venue; the Encore team has greater access to their history at their fingertips.
Pro Tip: Cultivate strong partnerships with event technology providers who prioritize consistency and utilize data-driven insights to tailor their services to your specific needs.
By maintaining open communication and sharing feedback, you can ensure your event technology solutions align with your objectives and consistently meet your expectations across different venues.
3. Mastering Internet Needs and Costs
Insight: Internet services are an often a crucial yet misunderstood aspect of the event experience. From basic connectivity to tailored solutions, your internet choice impacts both capabilities and costs.
Bret Fendt, Director, Customer Relationships, explained, “Whether it’s opting for no support, basic connections, or fully managed services, each approach offers distinct advantages.”
Understanding your event’s internet needs comes down to determining how participants will use it and their expectations.
“Do you want attendees to be able to download session resources, share clips on social platforms, interact with digital polls, Q&A or something else?” he said. “The answers to these questions inform how much bandwidth you need.”
This is where your event provider can handle the legwork. “Encore provides a bandwidth calculator to help estimate needs. From there, our network engineers offer tailored advice.”
Here are a few considerations your event internet partner can walk you through to ensure you get the most out of your internet.
- Scalability — Start with a baseline bandwidth, determined by your use of the bandwidth calculator, and scale up as needed. This flexibility ensures that your event can adapt to fluctuating demands without compromising connectivity.
- Real-Time Monitoring — Ask for a daily bandwidth report to understand your usage. A dedicated event internet provider can continuously monitor bandwidth use and adjust it on the spot based on real-time usage patterns. This proactive approach enables you to avoid potential lags, buffering and other bottleneck situations to ensure a seamless digital experience for attendees.
- Expert Support — Leverage the expertise of local and national Encore network engineers to address any internet-related challenges swiftly. Having a dedicated support team ensures that you can navigate unexpected hurdles with confidence, minimizing disruptions during your event.
- Avoiding Pitfalls — While free internet options may seem tempting, remember that reliability often comes at a cost. “Free internet is something that’s unreliable and inconsistent… you get what you invest in. If it stops working in a live event scenario, there’s nothing you can do,” Fendt stated. Investing in robust internet solutions is essential to safeguard against potential connectivity issues and ensure a smooth experience for all stakeholders.
4. Leveraging Producer Expertise
Insight: Producers can handle the operational and logistical needs of an event, ensuring all stakeholders are aligned.
“A producer is key to managing stakeholders and ensuring the success of your event,” said Johanna Walsh, Vice President, Event Production. “Good production relies heavily on organization, documentation and communication.”
Depending on the complexity of the event, different types of producers, from show callers, stage managers or event producers may be needed. “For more complex events, we recommend a show producer or an event producer,” she explained. “But we can make that recommendation for you. You don’t have to be an expert — we’re here to guide and advise.”
Choosing an event tech provider with in-depth knowledge of industry best practices can significantly enhance the quality of complex events.
Walsh highlighted, “My role involves building a production discipline at Encore, aligning producer and production capabilities with industry best practices. With experience from leading high-profile events and a focus on sustainability, we are committed to enhancing service delivery.”
By leveraging the expertise of production teams, you can ensure your event meets industry best practices and exceeds audience expectations.
“The evolving nature of event production requires specialized skills and sustainability considerations to deliver wow-worthy event experiences,” she said.
Pro Tip: Get clear on timelines because adhering to deadlines across your event production will save you time and money. It will also keep all team members, yours and your partners, fresh and ready for the challenge of each day.
5. Maximizing Digital Engagement Tools
Insight: There is a digital tool for many goals — “The timeline really depends on the event’s objectives and complexity,” Rob Wilcox, Director, Sales Engineering, noted.
Key tools include attendee management platforms, participant engagement tools, and content management systems. Event apps like Chime Live℠, Polling+ and Encore RSVP help manage registration, logistics and attendee engagement.
Using AI for live transcripts and summaries enhances post-event engagement. “We’re recording the session and using AI help summarize key takeaways for participants,” he shared.
Pro Tip: Let your event production partner know your goals, whether you are interested in streamlining event invites and check-ins, boosting in-room engagement or continuing valuable conversations with attendees with post-event resources and communications. They’ll recommend which digital tools can achieve each.
6. Cost-Saving Measures for Associations
Insight: Be upfront with your budget to allow providers to tailor solutions effectively.
“The sooner you involve us, the better we can plan equipment and labor which saves on having to subrent equipment or use outside labor,” Mategrano suggested. “Those are both more costly additions. The more honest you are with your price range, the better we can serve you.”
Pro Tip: Engage event tech providers early in the planning process to optimize resources.
By understanding the intricacies of event tech costs, service consistency, managing internet needs effectively, and enhancing production capabilities, planners can elevate their events to extraordinary experiences.
Ready to take your event to the next level? Contact our experts today for a free event production consultation.
We’d love to partner on crafting an inspiring experience. Reach out now and transform your next event with seamless technology solutions tailored to your needs.
Have you ever walked into a room and immediately felt a certain vibe? Our environments have a remarkable ability to prime us for what we’re about to experience. And visual cues play an especially important role.
What we see in our surroundings has a drastic impact on what we expect from an experience, whether an atmosphere readies us for an interaction that’s casual and inviting or sleek and professional.
DID YOU KNOW: Approximately 90 percent of information transmitted to the brain is visual?
When it comes to events, you want to influence attendees to feel a certain way as soon as they step in the door. This way, you not only set the stage for a more engaged audience but set a strong first impression for a stellar ROE (Return On Experience). This reporting metric tracks outcomes related to attendees’ thoughts, feelings and behaviors.
Set the Scene for Success
Different scenarios call for distinct settings that align with the mood you want to set. Whether it’s the cozy ambiance of a fireside chat or the immersive allure of a product showcase, the right scenic setup is crucial.
A misstep in environment design can easily hinder your event goals. Imagine trying to host a collaborative workshop in a cluttered, uninspiring space — it’s a recipe for disengagement.
Whether you’re planning a tech-forward conference or a buzzworthy general session, we’ve got you covered. Read on for expert tips and insights that can help you set the perfect environment for your event’s success.
Let’s dive into four common event scenarios and the standout scenic solution that helps set the tone for each, laying the foundation for your well-crafted programming.
Craft a Luxurious Ambiance for a Gala
Event scenario: You’re organizing a gala for guests in a grand ballroom and need the event environment to wow. Your objective? Impress attendees with a space that exudes sophistication from the moment they step in the room and sets the mood for an unforgettable experience. How will you transform the space to offer a touch of old Hollywood refinement and build anticipation for the celebratory festivities?
Scenic standout: A perfect solution for this type of scenario is decor drapery. This timeless scenic solution adds charm to any space. This makes it a planner favorite for galas, award ceremonies and social events.
With sheer and textured fabrics to choose from, it’s an ideal way to add a touch of glamour to the experience by adding depth and visual allure to your space.
“Decor drapery is an easy way to add more interest to your space. Some of the fabrics have a sheer nature to them, so they take light well and give an event atmosphere more dimension and elegance.” — Tom Drozd, Encore Product Manager
In this way, its versatility surpasses standard screens. Simply select the color options that reinforce your theme or branding for a unified look in an elevated event setting.
Fuel Excitement at a Multi-Day Conference
Event scenario: You’re orchestrating a high-energy, four-day conference in a modern convention center. To ensure your environment sparks engagement, you want to captivate attendees with fresh, eye-catching visuals that amplify speakers’ messages and imprint a lasting impression.
The solution must also work in diverse event spaces and setups, weaving through the majestic grand ballroom to intimate breakout rooms and relaxed dining areas. How do you ensure a cohesive, tech-savvy aesthetic that resonates across the different environments?
Scenic standout: sTILEr panels are an ideal solution for this planning challenge. To draw the audience’s attention in the general session, create a unique stage backdrop with rows of sTILEr panels.
In smaller rooms, diamond-shaped arrangements or subtle cascades featuring key event visuals, branding or logos help maintain a consistent look and feel.
“sTILEr panels are the chameleons of the stage. The possibilities are as endless as your imagination.” — Tom Drozd, Encore Product Manager
While sTILEr panels can be joined to create large backdrops, when it comes to smaller spaces, the panels don’t overpower them, but act as an enhancer. Whether in breakout sessions or dining areas, they reinforce the event’s pulse without dominating the environment.
These panels are ideal for adding variety to multi-day events. “They’re like a creative puzzle, easily tweaked on the fly,” says Drozd. As the days of your conference unfold, your Encore support team can quickly adjust a few panels without interruption to your attendees or greater event setup.
The end result? A fresh look for each session to continually spark renewed interest, from the start of your event to closing remarks.
Seamlessly Transition From Keynote to Breakouts
Event scenario: You’re orchestrating a bilingual leadership summit that aims to foster collaboration among changemakers from across Europe and the US. The event will kick off with a stirring keynote, but there’s a twist — after the general session concludes, the ballroom must swiftly be divided into language-specific breakout zones for focused discussions.
Your scenic hero needs to draw participants’ attention to the keynote speaker while being able to divide the space for the small group gatherings taking place directly afterward. Your ideal event environment needs to be functional without losing the wow-factor.
Scenic standout: Enter softwalls: this scenario’s perfect match. These flexible panels not only add flair to your stage set but also practicality.
Enhance the keynote’s impact with textured backdrops that guide attendees’ focus to your speaker. After, your Encore experts can quickly use the solution to divide the space into breakout zones, ensuring seamless transitions between sessions.
With participants divided into small groups in close proximity, softwalls offer another advantage. Their sound-absorbing fabric reduces echoes and improves acoustics, enabling participants to focus on their language-specific conversations without distractions.
Want to provide personalization to help improve event ROE aspects like audience satisfaction? Customize the panels’ fabric with targeted visual content, tailored for various groups.
PRO INSIGHT: Personalized breakout areas see a 15 percent increase in attendee satisfaction compared to generic event spaces.
Some ideas for inspiration? Display greetings in multiple languages to create a welcoming atmosphere, showcase region-specific success stories and incorporate QR codes for easy access to content in participants’ native language.
Transform a Corporate Gathering Into an Immersive Experience
Event scenario: You’re planning how to transform a corporate general session into an immersive experience for executives, key stakeholders and employees. You want the experience to blow your audience’s ideas about corporate gatherings out of the water and inspire memorable interactions.
Achieving this requires a scenic setup that evokes emotion and makes a lasting influence on participants — but without breaking your budget.
Scenic standout: In this scenario, Backdrop Pro is your ultimate canvas. Like an LED wall, it offers a seamless and striking backdrop, enabling you to engage attendees with dynamic video content that takes them on an immersive, visual journey.
Transport audiences anywhere from the ocean’s depths to distant galaxies with stirring visuals. Its white panels provide an ideal surface for projection. An added plus? It’s cost-effective for tight event budgets, providing a more affordable scenic option than either a LED wall or custom hard set.
Heighten your “surprise and delight” approach with creative staggered setups or consider custom-printed content. Backdrop Pro offers a myriad of ways to enhance your storytelling and ignite participants’ imaginations.
Backdrop Pro can help set an ambiance that fosters meaningful connections among your participants, turning an ordinary corporate gathering into something truly extraordinary.
Elevating Experiences With the Right Event Environment
Creating the right environment for your program is an essential part of the attendee experience. Imagine attendees stepping into a world where every detail — from the stage backdrop to the overall ambiance — invites them into the event’s magic. This becomes a reality when your scenic solutions reinforce the exact experience you want to deliver.
“Scenic elements are sprinkles on the cupcake when it comes to building the whole event experience. They improve Return On Investment and spark interest in your event before the program even begins.” — Tom Drozd, Encore Product Manager
Our experts would love to help you transform your space and set the tone for your next exceptional experience. Unsure about which scenic solutions would have the greatest impact for your next event? Click the button below to chat with one of our experts!
What are event professionals prioritizing?
- What’s in store for event budgets?
- How do my peers determine if event goals were met?
- What are the most popular engagement tools?
- What technologies are event professionals excited to try?
Empower your event planning strategies. Don’t miss peer insights on optimizing your budget, evaluating success, enhancing engagement and more!
Download the Planner Pulse & Infographic for full insights
Reporting on the intangible moments that added to an event’s magic can feel daunting. What’s the best way to showcase impact to stakeholders who missed the electric buzz, participant excitement and quality connections? Enter ROI and ROE — your dynamic duo for capturing event milestones that impress your C-suite beyond spreadsheets and attendee counts.
Together, these insights can:
- Demonstrate the financial success of an event and set you up for that “show me the money moment.”
- Provide stakeholders and sponsors transparency, delivering a measurable look at the value your experiences bring to the organization.
- Demonstrate the financial success of an event and set you up for that “show me the money moment.”
- Serve as a cheat sheet on what worked and what to focus on to improve outcomes at future events.
- Help drive attendee engagement and satisfaction — the single most important key performance indicator (KPI) in whether an event was successful or not, according to the latest Planner Pulse.
- Serve as a cheat sheet on what worked and what to focus on to improve outcomes at future events.
ROI (Return on Investment) measures the amount of money gained or lost from an event.
_____________________________
ROE (Return on Experience) measures an event’s value from the perspective of participants, sponsors, and organizers. ROE tracks outcomes related to thoughts, feelings and behaviors.
ROI & ROE For Events: Master The Metrics
To accurately measure ROI and ROE, you’ll need to consider both tangible and intangible metrics. From financial returns to qualitative aspects, like attendee satisfaction, knowing what to track — and how — can bring the many facets of your event experience into focus.
Here are some common metrics your peers track for each category.
ROI Metrics
Financial Metrics
- Revenue generated from the event.
- Cost of organizing the event.
- Profit margins.
Lead Generation
- Number of leads generated during the event.
- Conversion rates of leads into customers.
Sponsorship Value
- Number of leads generated for sponsors.
- Estimated impressions of display advertising, considering foot traffic in the venue, visibility of the displays, and duration of exposure.
Cost per Attendee
- Calculating the cost incurred per participant.
Sales Metrics
- Increase in sales resulting from the event.
- Customer acquisition costs.
Marketing Reach
- Measure the event’s impact on brand awareness.
- Social media impressions and engagement.
ROE Metrics
Attendee Experience
- Satisfaction levels of participants.
- Feedback on event activities and content.
Networking Success
- Number of new connections made.
- Quality of networking opportunities.
Educational Impact
- Effectiveness of educational sessions.
- Knowledge gained by attendees.
Participant Engagement
- Interaction levels during the event.
- Attendee participation in discussions and activities.
Message Retention
- Surveys/post-event evaluations.
- Interaction levels during sessions.
Brand Perception
- How the event enhances the brand’s image.
- Perception of the organization’s values.
Community Building
- Growth and engagement of the event community.
- Long-term relationships fostered.
PRO TIP: New to capturing ROE? Most planners measure ROE through attendee surveys and attendance, according to the
latest Planner Pulse.
Show Me the Returns:
ROI- and ROE-Boosting Strategies
Asking the right questions during the event planning process can help you identify opportunities where you can increase returns in each area.
Essential questions
- What are the goals/objectives of the event?
- Who is the target audience?
- What is my budget?
- What are my event KPI’s?
These questions will guide you in defining your event “goal posts,” so you can set an effective strategy. Let’s dive into best practices for your next steps.
Tips for delivering a high ROI
Set clear objectives
Define specific and measurable goals for the event. Align objectives with the overall business strategy.
Target the right audience
Identify and target the audience that aligns with the event’s purpose. Tailor marketing efforts to reach potential high-value participants.
Effective budgeting
Create a comprehensive budget considering all aspects of the event. Allocate resources wisely, focusing on areas with the highest potential ROI.
Sponsorship optimization
Forge strategic partnerships with sponsors aligned with the target audience. Maximize sponsor exposure through various channels.
Maximize technology
Leverage event technology to track key metrics and set yourself up for stellar execution. This is a popular best practice: 83% of planners believe using technology that delivers immersive experiences enhances event ROI.
Data analytics
Use data analytics to measure and track ROI metrics. Gather insights to refine strategies for future events.
Tips for delivering a high ROE
Attendee-centric approach
Understand the needs and preferences of attendees. Customize the event experience to cater to diverse participant interests.
Engaging content
Curate relevant and engaging content. Incorporate interactive elements, workshops, and networking opportunities.
Networking facilitation
Provide structured networking sessions. Implement tools, like the Chime Live℠ networking features, to facilitate attendee connections.
Tech-powered innovation
Introduce unique and memorable experiences. Consider incorporating technology and experiential elements that engage the senses to make your event unforgettable.
Educational value
Ensure high-quality educational sessions and speakers. Encourage Q&A sessions and discussions.
Post-event engagement
Continue engagement post-event through follow-up emails and surveys. Create a community platform for ongoing discussions and networking.
Experience feedback
Gather feedback during and after the event. Use feedback to make continuous improvements for future events.
Community-building
Foster a sense of community among attendees. Encourage collaboration and shared experiences.
Combining these strategies can help ensure your event becomes a catalyst for long-term relationships, brand loyalty and continued success in the dynamic world of event planning.
Choosing a full-service event production partner, like Encore, can be an invaluable part of this journey. Leverage the experts to help set your event strategy and deliver the end-to-end creative, production and technology solutions that support your ROI and ROE goals.
We’d love to partner on delivering an event that resonates with both your audience and your bottom line.
Click here to schedule a free consultation!