Objective

The World Culture Festival is held to bring people together through a celebration of diverse, global cultures, sharing messages of unity and joy. When the Art of Living Foundation, which sponsors the event, brought the fourth edition to the U.S. for the first time, it decided to host the experience at the nation’s capital, Washington, DC.

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

Producing an event of this scale required building out the entire infrastructure from scratch to span the event space’s 3,000,000 square feet, while navigating the National Mall’s rules, regulations and multiple permits. Seeing opportunities in every challenge, Encore and Hargrove flexed the full breadth of their capabilities:

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.

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The Ask

Help deliver an event in Omaha, Nebraska, that would leave a lasting impact on their top executives and key vendors. The complex event would feature a General Session, leadership reception and all-attendee reception, followed by dinner and presentations.

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

After discussing the evolving needs with the customer, the Encore team tapped into their experience, expertise and creative instincts to address the newly scaled adjustments for a much different event on the fly. Their solutions included:

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

The customer was impressed to see how Encore listened and rallied behind her to fulfill shifting needs at a moment’s notice.

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.

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In today’s competitive landscape, creating events that not only captivate audiences but also deliver tangible returns on investment (ROI) and experience (ROE) is crucial.

When it comes to post-event debrief meetings, the majority of your peers not only report on how their event supported revenue growth or strategic goals but also how they elevated attendee engagement and satisfaction.

In fact, two out of three planners report on ROI, while 55 percent report on ROE.

We previously covered insights into common ROI and ROE metrics planners track along with a high-level view of event ROI- and ROE-boosting strategies you can start using to elevate your impact.

Now we’re taking a closer look into how to action those strategies to amplify both ROI and ROE, and influence event success with impactful experiences.

Winning strategies to boost event ROI

1. Streamline invitations & check-in processes

Planner challenge: A crucial part of ROI is calculating the cost per attendee. Without an automated tool, planners are left trying to make sense of this all-important number with loose, inefficient processes: sign-in sheets, manual headcounts, incomplete information from surveys or limited estimations based on venue capacity — none of which lead to solid figures.

Try: Simplify event invitations and check-ins for accurate attendee counts and reporting. This not only reduces errors but saves you valuable time and enhances the attendee experience.

The hero in your toolkit: An event invite and check-in tool, like Encore RSVP. This tool not only gives you a precise headcount but handles the legwork for seamless guest invitations, attendee management and efficient onsite check-ins.

Use it to:

- Enable a streamlined, personalized experience
- Provide attendees with clear instructions
- Reduce wait times for onsite check-ins

Automating these processes cuts down on the tasks you’d otherwise do manually, minimizes errors and saves valuable time for both you and your attendees, leading to higher attendance rates and positive word-of-mouth referrals — all of which contribute to improved event success and ROI.

2. Leverage data analytics

Planner challenge: A big item in every post-event review? The bottom line. Stakeholders expect planners to communicate:

- The total amount of revenue generated compared to total budget
- Expense allocations
- The investment that delivered the biggest impact on attendees

You may know the total dollars spent, but to confidently address any further financial questions, you’ll need reliable, easy-to-understand insights to support your responses.

Try: Harnessing data insights for evidence-based post-event reporting and recommendations.

The hero in your toolkit: An event app, like Chime Live℠, gathers actionable data on attendee behavior, session engagement and event performance.

Check its live analytics dashboard anytime during or post-event for a clear view of the number of attendees logged in, session participation, interactions with content and audience feedback.

When it’s time for that big post-event debrief, you’ll have the information you need to show which sessions or activities resonated most with attendees. This empowers you to advise how to allocate resources more effectively towards high-engagement areas so your organization’s future events are primed for optimal attendance and maximized ROI.

3. Increase sponsorship visibility

Planner challenge: Demonstrating a clear return on investment to sponsors is crucial for both ROI and sustaining beneficial sponsor contributions in the future.

Sponsors boost events with essential funding, enhanced resources, broader reach and increased credibility, benefiting both organizers and planners. But how do you meet sponsor expectations and engage their customer audiences to increase their sales while balancing event integrity and the attendee experience?

Try: Ensure sponsor visibility through captivating digital displays. Use dynamic media to make your sponsors’ messages truly sing. These are most effective in high-traffic areas that raise advertising impressions, a key metric for sponsorship value.

By leveraging dynamic digital displays, sponsors gain enhanced visibility without overshadowing your programming. Meanwhile attendees enjoy a more engaging event experience.

The hero in your toolkit: Introduce sponsor brands in creative ways while capturing participants’ attention with digital signage.

Beyond compelling content, Encore interactive signage provides engagement metrics, enabling you to report on the effectiveness of the display advertising.

Why should you incorporate tech into your sponsor promotions? Events leveraging technology for sponsorship activations experienced a 20 percent rise in sponsor satisfaction. And satisfied sponsors are more likely to invest in future events.

Winning strategies to boost event ROE

1. Increase opportunities for interaction

Planner challenge: Participant engagement is a top event goal for organizers, as it influences attendee satisfaction and overall event success.

With today’s shorter attention spans, and higher post-pandemic expectations for in-person events, planners face the challenge of adding excitement and interaction to sessions in order to keep participants interested and involved.

Try: Encourage active participation through live polling and Q&A sessions, enhancing attendee satisfaction and event ROE.

The hero in your toolkit: Integrate an event app, like Polling+ or Chime Live℠, to facilitate audience participation, encourage interaction and foster lively discussions between participants. Do it all with the touch of a button with:

- Live Q&A/Polling: Facilitate fun icebreakers to get attendees warmed up, open up the dialogue with real-time Q&A and polls, and enable participants to respond to topics with emojis.
- Content Customization: Participants can suggest topics they want to discuss with the Emerging Themes tool. They can upvote those they find most relevant. Providing supplemental resources? Easily offer targeted content to different audience segments within the app. This personalization lets them know you see them and understand their needs to foster a sense of belonging.
- Live Chat: Enable live chat for attendees to communicate with each other and with speakers. Plus, seamlessly connect with social media platforms for sharing and interaction.

These features keep participants actively involved in your program and drive engagement — underpinning your event success and high ROE outcomes.

2. Engage the senses to enhance learning

Planner challenge: A key aspect of ROE is your educational impact. This may be assessed by information retention or the number of continuing education credits (CEUs) offered/registered for . To enhance these outcomes, your challenge is to ensure your educational sessions are primed for success.

If your approach to knowledge sharing doesn’t captivate participants, you run the risk of attendees’ eyes glazing over at exactly the moment you hope to intrigue them with learnings.

Try: Design immersive event environments that engage the senses. These multisensory sessions keep attendees engaged with educational content — while influencing how well they remember it.

Why immersive experiences?

- A study found immersive learning can boost retention rates by up to 75 percent.
- 85 percent of planners believe that immersive experiences foster greater attendee engagement, according to Encore research.

The hero in your toolkit: Incorporate elements that engage the senses and literally immerse attendees in your storytelling. Your mission? Transform the experience to something truly memorable.

Some ideas for inspiration? Bring your audience along with your speakers as they deliver their message. Transport participants to exotic islands, faraway planets or compelling emotional spaces with wrap-around LED video walls.

Another tactic? Dial up the energy or create a relaxing ambiance by creating a sound bath with overhead speakers that move music in a wave from one side of the room to another.

Interested in more immersive experience hacks? Check out ways to boost learning and engagement with multisensory experiences.

3. Leverage “matchmaking” networking tools

Planner challenge: One of the most valuable part of in-person experiences for attendees is the connections they make at events. Your program needs to balance structured interaction with organic connections, to ensure attendees get the most value out of your sessions. Success requires careful curation and dynamic facilitation to foster meaningful interactions.

Try: Enhancing how attendees meet and connect with valuable peers in their network. Ensure your event strategy includes agenda time for networking and incorporate scenarios in your program that encourage attendees to mingle.

The hero in your toolkit: A robust event app, like Chime Live℠, can facilitate “matchmaking” networking opportunities, foster connections and promote collaboration among attendees.

Chime Live’s customized networking features help participants discover other attendees they’re interested in connecting with, based on industry, interests, job titles and more.

This more personalized “matchmaking” during networking sessions enhances attendee experiences, resulting in successful collaborations and enriched attendee satisfaction, thus boosting ROE and networking ROI.

The power of partnership

By implementing these proactive strategies, planners can unlock the full potential of their events, driving both financial success and exceptional attendee experiences.

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!

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The Ask & Challenge

To set a clear path for the year ahead, the organization would unite 200 of their experts across the Americas. The event would feature a main General Session, split into bilingual mini sessions; educational breakout sessions; and a show-stopping awards dinner.

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

Encore transformed the venue’s ballroom and its sections with flexible technology solutions and support optimized for its diverse space needs. These included:

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 customer raved about the continuous support and standard of excellence provided by the tech lead and her team’s partnership.

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.

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Objective

The American Academy of Neurology (AAN) is the largest association of neurologists and neuroscience professionals. For the AAN’s 76th annual meeting, the goal was to create an immersive experience and activate different areas. The objectives included:

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

Encore can always leverage the natural strengths of a venue and maximize any experience created within it. AAN engaged Encore as an end-to-end solutions provider, managing everything from creative content development and AV technology to production management and sponsor compliance. As long-time partners, AAN trusts Encore which enables them to function as a single team. After consulting with AAN on their vision and goals, Encore delivered the following

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

AAN's event production process was simplified by having a full-service partner for their event needs. With decades of experience around medical and pharmaceutical meetings, Encore provided fluency in compliance and regulatory concerns few event production providers can match. Management of compliance issues for AAN freed up their time to focus on choices that optimized the guest experience. The Encore depth of event technology, creative design and production knowledge ensured that AAN members had memorable, immersive experiences within the venue’s meeting spaces.

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.

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From Multi-Vendor Project Coordination to Seamless and Worry-Free.

We See Solutions.^™

“Our job is to be a solutions architect
and partner”

Imagine coordinating 10+ event providers while hosting the 3-day Latino Tax Fest conference – for nearly a decade. Enter David and team in 2022. Now, imagine having a single partner who can do it all and grow attendance by 44%.

David Eck

Customer Engagement Director

The Challenge

The Latino Tax Pro customer recognized the multi-provider approach was not working for them or providing a quality experience for attendees. There was a real need to holistically understand the event experience and identify the right overall solutions.

While the Encore team was elevating the production experience at the 2022 conference, David shadowed 12 different customer teams to create a thorough event analysis with recommendations.

The Solution

Encore provided a full-service proposal to Latino Tax Pro for their 2023 event that completely satisfied their unique needs – relieving multi-partner management stress and boosting attendance and satisfaction in a big way.

Everything was reimagined from marketing campaigns, digital solutions and bilingual services to the multifunctional general session space, continuing education breakouts, expo hall and the annual pool party takeover.

Key Solutions Used in This Story
Creative	Production	Technology
Event Strategy & Design Event Branding	Staging Services Scenic & Décor Show Man agement Convention & Exhibit Services	Audiovisual Solutions Digital Solutions Mobile Applications Chime Live^SM Hybrid Solutions Event Infrastructure Services Internet Power Rigging

Key Solutions Used in This Story

Creative

Production

Technology

Event Strategy & Design
Event Branding

Staging Services
Scenic & Décor
Show Man agement
Convention & Exhibit Services

Audiovisual Solutions

Digital Solutions
Mobile Applications
Chime Live^SM
Hybrid Solutions

Event Infrastructure Services
Internet
Power
Rigging

The Result

The marketing campaign boosted attendance a whopping 44% – from 1,800 to 2,600! The attendees complimented the smoother, more inclusive experience. And Teena Lopez, Director of Development at Latino Tax Pro was so happy, she came up to David, gave him a hug and exclaimed, “This is the first time in 10 years I was actually able to network and enjoy the event!”

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From Oversized Sponsor Display to Last-Minute Branding Save.

We See Solutions.^™

“Where there's a
will, there's a way"

Nicole and team were unexpectedly given four hours to transform a hotel suite into an event hosted annually for women in leadership and VIP customers. Just 45 minutes before guests arrived, they learned an unexpected, framed sign for a major sponsor was too large to move up to the room. But that’s okay. This is what Encore’s people do every day.