The pandemic has drastically changed how events are conducted. As physical gatherings became unsafe, virtual events quickly became the new normal. While initially seen as a temporary solution, many experts now believe virtual and hybrid events are here to stay. This shift opens up exciting new opportunities for audio visual (AV) consultants to play an expanded role.
The Rise of Virtual Gatherings
Before the pandemic, the idea of replicating a conference or product launch online seemed like science fiction. People generally felt virtual could never replace the experience of an in-person event. However, out of necessity, many organizations rapidly transitioned major events to digital formats. To their surprise, virtual gatherings enabled greater accessibility and participation than physical ones. As technologies for livestreaming, interactivity and virtual environments improved, people started to appreciate the conveniences of attending remotely from their home movie theater design. It became clear virtual had moved beyond a poor substitute - it offered compelling advantages of its own.
The Ongoing Role of Physical Events
While virtual events have proven their value, completely replacing live gatherings does not make sense. Certain experiences like networking during coffee breaks simply do not translate as well to a digital context. There is also evidence that for complex learning, in-person interaction facilitates deeper understanding. Hybrid models which combine online and offline elements are likely to become more prevalent. Even with vaccinations, many are still cautious about large crowds. Physical gatherings will have to reimagine formats with health and safety as priorities to remain relevant.
Opportunities for AV Consultants
As organizations increasingly embrace virtual and hybrid events, AV consultants are uniquely positioned to play an expanded advisory role. Their expertise in event technologies, production and user experience design can help clients optimize both digital and live formats. Here are some key ways AV consultants can add value:
Virtual and Hybrid Event Planning
Advising on virtual and hybrid event strategies based on client goals and audience needs
Designing interactive and engaging virtual experiences that emulate in-person functions
Selecting and integrating appropriate livestreaming, conferencing and virtual environment platforms
Guiding production of high-quality live and pre-recorded digital content
Recommending technologies for hybrid models that blend online and offline attendance
Production and Technical Support
Leading event production for livestreamed, recorded or hybrid digital components
Managing technical elements like cameras, switching, encoding and streaming
Troubleshooting issues and ensuring smooth execution of the virtual experience
Overseeing installation and operation of live event technologies
Training and supporting client teams to run online and physical production
Post-Event Analysis
Gathering data and feedback to evaluate success of virtual and hybrid designs
Benchmarking metrics like online attendance, engagement and lead generation
Identifying areas for improvement and making recommendations
Helping clients continually refine their digital and live event strategies
By advising at all stages of the process, AV consultants can help maximize the reach and impact of virtual, hybrid and live events. Their technical abilities and production experience uniquely position them to guide organizations smoothly through this transition. Those who expand their consulting services will be well-equipped to capture growing opportunities in the evolving event landscape.
Video Production for Virtual Events
video is a core element of any compelling virtual experience. While some live events will continue, pre-recorded content allows for more polished presentations without technical issues. It also provides lasting marketing value as videos can be reused and distributed on various channels after the event concludes. Here are ways AV consultants can support client video needs:
Pre-Production Planning
Developing video concepts and storyboards aligned with event themes and messages
Determining types of videos like presentations, interviews, demos or testimonials needed
Selecting appropriate filming locations, equipment and talent
Creating shot lists, scripts and schedules for efficient production
Equipment Selection and Setup
Recommending cameras, lighting, audio gear and other production tools
Configuring technical specifications like resolutions and codecs
Setting up remote studios, green screens and virtual backgrounds as needed
Video Production Services
Directing video shoots remotely or on-location following health guidelines
Operating cameras, lighting, audio capture and switcher during recordings
Editing raw footage and applying effects, titles in post-production software
Mastering and delivering finalized presentations, sessions and highlight reels
After integrating video planning, their production expertise and equipment access allows AV consultants to effectively create high-quality filmed content. This supports video-centric virtual conference experiences and marketing goals. By handling video from conception to delivery, they offer a turnkey solution for clients.
Enhancing the Participant Experience
While virtual access solves issues like travel, replicating the immersive event atmosphere digitally is still a challenge. Creating an engaging participant experience through interactive features and thoughtful design is key to success. Consultants can apply their skills to optimize usability and foster connections remotely:
Interactive Platform Selection
Evaluating options like video conferencing, virtual environments or hybrid apps
Choosing solutions best fitting technical needs, budget and desired functionality
Designing for Engagement
Incorporating polling, Q&A, breakouts and gamification as appropriate
Emphasizing networking and collaboration functions over passive viewing
Providing simple controls and clear navigation
Customizing the Experience
Implementing unique conference themes, lobby spaces or avatar-based graphics
Including features like live chat, profiles, lounges or message boards
Enabling features for accessibility compliance
User Training and Support
Preparing tutorial materials and offering demos for attendees
Providing help guides or a live chatroom during the event
Troubleshooting technical issues as they arise to prevent frustration
By focusing on participant usability, interaction and the overall virtual “feel”, consultants help improve engagement to drive better learning and connection online. This optimized digital experience benefits both attendees and organizing clients.
Hybrid Event Design and Implementation
While virtual gatherings expand reach, some clients recognize the need for limited in-person aspects. Here, carefully designed hybrid models offer the best of both:
Hybrid Planning
Blending digital and physical components seamlessly based on goals and audience
Determining optimal in-person attendance numbers safely
Coordinating hybrid event logistics across multiple locations
Technology Selection and Setup
Choosing equipment like displays, video walls, conferencing units and livestreaming gear
Integration of digital and AV systems between physical venue/s and virtual spaces
On-site networking, encoding, streaming and control room requirements
Production and Moderation
Coordinating simultaneous digital broadcasts and live hosting
Managing camera transitions, slides, polling across online and in-room
Ensuring attendees can interact regardless of attendance format
By addressing technical and user factors, consultants deliver seamless experiences bridging virtual and on-site attendees. This lets organizers and presenters reap advantages from both channels more meaningfully. Hybrid implementation allows the prudent resumption of in-person events alongside sustained virtual involvement.
The Road Ahead
While this past year accelerated changes in events, more evolution lies ahead. Savvy AV consultants embracing virtual services and the hybrid model position themselves well to thrive in the new paradigm regardless of disruptions. Key trends to watch:
Further advances in livestreaming quality, interactivity and AR/VR technologies.
Rising adoption of virtual and hybrid strategies beyond pandemic necessities.
More blending of digital and physical components at various scales.
Growing expectations around engagement, production values and customization.
New opportunities as AV integrates more with other fields like learning/instruction.
By continually refining virtual and hybrid offerings based on emerging demands and technologies, consultants keep their services fresh. Those expanding consultative roles around strategy, design and production will lead the way. The future remains bright for forward-thinking AV professionals embracing changes and championing new standards for impactful digital-first experiences.