July 15, 2021

Event Format Advice and Resources for Fall 2021

The Governor Ballroom in the Sentinel Hotel in Portland Oregon is set for an event with uplighting, large screens, projection

As of July 2021, nearly all U.S. states have fully reopened and governors across the country have dropped COVID-19 restrictions. This new status is causing event planners to reconsider which event format will be the best fit for their upcoming events. We offer event format advice, points to consider, and additional resources to aid your decision making.

Virtual Event

Virtual events often cost less and reach a larger audience when compared to past in-person events. You also have a greater chance to include hard-to-schedule keynote speakers and celebrity hosts since travel time and travel expenses are no longer factors.

It is important to note that fall calendars fill quickly. If you already booked your AV production company and fundraising host/auctioneer for a fall virtual event, you risk losing your top-choice vendors if you have to change your date to secure an event venue. If you definitely want to add an in-person component, consider including a studio audience or hosting a separate watch party for your virtual livestream.

Livestream in Front of a Studio Audience

Focus your event on your virtual audience while giving a select group of sponsors or ticketed attendees a fun experience as your studio audience. This is a great option if your AV production company broadcasts from a large studio. This one of a kind, behind the scenes experience could also include a special reception for the studio audience after the event.

Host a Watch Party

If your supporters are eager to gather for an event, and you want to retain the benefits of virtual fundraising, hosting an official, ticketed watch party is a smart idea. By livestreaming from a studio, you’ll ensure a high-quality broadcast for everyone at home. You’ll also have fewer technical requirements to meet when selecting a venue for the watch party. To ensure everyone’s safety, you can place restrictions on those attending in-person (such as proof of vaccination and temperature checks).

Hybrid Event

Hybrid events give you the option of reaching both an at-home audience and inviting guests to attend in person. Unlike hosting a studio audience or a watch party, the hybrid event shifts the focus to the in-person audience because the event is livestreamed from the event venue.

When planning an on-location hybrid event, give thoughtful consideration to your guest experience and script your program carefully to be inclusive of both audiences. Does the content of your program offer enough reason for someone to tune in from home to watch this event? Does your event fundraiser rely on mobile technology and will your in-person audience be able to use it from the event venue? Be sure to add additional staff and volunteer roles during the event to support both audiences.

In-Person Event

This is the closest version to pre-pandemic events we all enjoyed. Considerations for going back into the room to host a live event in fall 2021 include the length of the program and what your plan is to keep attendees safe. Best practice for virtual events is to limit the program to 60 minutes. Shortening your in-person event to 2 or 2.5 hours could be a good idea to keep your audiences’ attention while we all get used to being out and about again. Though restrictions have lifted, event organizers should still consult state health authority and CDC posts for guidance on hosting gatherings and risk factors you need to consider.

No matter what your peers decide to do, select your event format based on your unique event goals. How were you successful connecting with your supporters during the pandemic and can you incorporate that into your event? What is your ability to limit risk for your audience and organization? As you consider your options, we invite you to contact us to discuss the various event formats and opportunities associated with each.

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