There’s a reason why people are attracted to marketing terms like “all-inclusive” and “one-stop-shop.” Monikers like these suggest a breezy, convenient experience, unburdened by endless decisions and strategy. One need only show-up and enjoy the fruits of someone else’s unseen labor. 

No one understands the appeal of these labels better than the hotels that repackaged them as “in-house” services. “In-house” elicits the same emotional response in busy event planners considering a hotel or venue for a large industry conference or annual corporate affair. 

A hotel’s in-house services help them check elemental items off their to-do lists. Not only do hotels provide comfortable spaces and occupant capacity, but their in-house services can be genuinely helpful. And their in-house AV is like the cherry on top. While the prospect of eliminating AV equipment and technicians from your list is tempting, consider investigating alternatives that offer the same ease with superior capabilities. Here are the major benefits of 3rd party AV event production you should consider before signing on the dotted line.

3rd Party Pros: Passion Counts

A hotel doesn’t necessarily need your event to shine or make its bottom line. Their primary focus is booking and providing a great stay for their guests and visitors. With us, your event is our event, and we take that honor seriously. Our entire ethos is centered around creating and executing live, hybrid, and virtual events that are impactful and seamless. We started as an AV equipment rental company helmed by two audio-visual professionals, so we really get to flex our expertise and technical prowess when producing events for our clients. 

Hotels have unique qualities like atmosphere, catering, decor, and staff, which all play a major role in the success of an event. While there are exceptions to the rule, in-house AV teams don’t often approach the audio-visual element of events with the same passion or advanced capabilities and equipment that we do.

3rd Party Pro: Transparent Quality Control

You wouldn’t ask a car mechanic to fix a spaceship or an arborist to cut your hair. The same is true for the technicians handling the audio-visuals for your event. They should be knowledgeable about the equipment so nothing is left to chance.

That’s why we’re staffed with AV technicians who have an average of ten years of experience under their belt, so there’s no gear they haven’t encountered and mastered and no event so complex that their skills fall short. We’re also able to procure the best equipment because we have resources all over the country. That means we’re able to deliver consistent quality and performance no matter the venue. 

That’s an important distinction when determining who will handle your event’s AV needs because, generally speaking, a hotel’s in-house AV has a small onsite footprint due to space being a premium. So, when hosting multiple events at once, resources can be stretched thin, and they may have to outsource equipment and AV techs to supplement their capabilities. And there’s no guarantee that their freelancers will be familiar with the venue or with the microphones, mixer boards, cameras, etc.

For transparent quality control, it’s wise to go with a company like Tallen. We recruit the best of the best and treat them well, so turnover is low, and morale is high. That positivity leads to the kind of professionalism required to produce high-caliber events with spectacular audiovisuals.

3rd Party Pro: Clear Communication 

Did you ever play a game of telephone as a kid? You sit in a circle, and the first person whispers a statement to the kid on their right. They whisper it to the next until it finally reaches the last participant, who announces a version so disparate from the original sentence that the meaning is lost. 

Communication is one of the most important aspects of any partnership. When it’s well-managed, workflow is more efficient, and people are empowered to deliver quality performances. To maintain that integrity, we provide one point of contact for our clients so that they receive streamlined, individual attention.

It’s difficult to find this at hotels where there are multiple employees that you have to meet with to organize the event, and their mutual communication may not be synced up. Initially, a large organization may inspire confidence. After all, more staff implies more help. Right? Not exactly. There are more channels for information to travel through and different communication dynamics from property to property. So each time you move venues, even if they’re under the same ownership, you’ll find yourself having to reinvent the communication wheel to pull off the same event in a new location.

Avoid a grown-up game of telephone by hiring a 3rd party AV company with a nationwide dedicated account team. Our communication strategy is more agile and circumvents correspondence mishaps.

3rd Party Pro: Straightforward Estimates & Billing

In life and business, you get what you negotiate. This is especially true when planning a company event at an off-site venue. Savvy negotiation and communication allow you to partner with the AV company of your choice. Let’s look at how to navigate this process so that you can be confident in the audio-visual production elements of your next event.

Securing an Outside AV Company: Communication Is Key

Corporate event networking is crucial to successful business relationships across many industries. And in today’s tech-driven world, event planners are increasingly turning to AV for innovative networking solutions. Luckily, their options are more robust than ever, especially with the right forethought and planning. Here are some of our favorite ways to leverage AV technology for creative networking at your next corporate event. 

Structured vs. Organic Event Networking

What comes to mind when you hear the words “corporate event networking”? You could picture happy hour meet-ups or professionals casually mingling around the hors d’oeuvres table. Or you might imagine more structured round tables and breakout rooms. At its essence, networking is about empowering event attendees to create meaningful industry connections.  

Whether you need a visually immersive and dynamic stage for your General Session or want your trade show booth to pop in the exhibit hall, LED walls are a versatile option for many events. Plus, as technology continues to improve, they’re a more practical option than ever before. So if you’re considering an LED video wall for your next event, here are some of our favorite ways to put them to work.  

Creative uses for an LED video wall

If you’ve recently attended a conference, trade show, or other corporate event, you’ve likely seen LED walls in action. They’re becoming an increasingly integral part of the live event experience. The top creative uses for an LED video wall include: 

Changeable and dynamic scenic

Add more ambiance to your event setting with an LED video wall. Whether they serve as a dynamic extension of your stage design or comprise the bulk of the design itself, LED walls can create a more immersive experience in venues that don’t easily facilitate projectors. Think of it as a canvas that content is painted on. However, unlike traditional stage design, this canvas allows for motion, graphics, and scene changes with just the touch of a button. 

Information sharing

LED video walls are gaining importance in conference halls for one simple reason: they add immense value to presentations with pictures, illustrations, charts, videos, and other visual information sharing. Thanks to the massive advancements in LED display technology, LED light displays are lighter, more flexible, and provide sharper images. With their superb image quality, you can ensure your important information gets seen. 

More interactive events

Want to add more engagement to your corporate event? Turn your video wall system into a tool for audience interaction! Many LED video walls can link to smartphones and tablets, making them an ideal way to display on-the-fly poll results, share audience insights, and moderate Q&A sessions. 

You can even use touch walls to create floor-to-ceiling interactive displays, like a fashion company client used during a product launch. During the event, an artist drew customers’ faces behind the new sunglass series, then displayed them on a large video wall. This was a creative, engaging way for potential customers to “try on” the new product in a larger-than-life application. 

Crystal clear demos

LED walls can give your attendees unmatched views of real-time demos, no matter where they are in the audience. So whether you’re demonstrating a new product, medical procedure, or anything in between, the right LED video wall setup gives every audience member a front seat to the action. 

Is an LED wall right for your event? 

While an LED video wall can add value to just about every event, there are a few things to consider before investing in this technology. 

Adequate time for setup

LED technology has come a long way from the time-intensive, clunky setups of even a few years ago. Still, proper setup and testing require an adequate time window. This is especially true for custom installations and unique configurations. If your event is on a tight or abbreviated timeline, there might be better options than this one. 

Creative content that leverages the LED wall

Recently, virtual events have exploded in popularity. Not only do they provide unprecedented accessibility by making it easier than ever to gather attendees for webinars, conferences, career expos, and more. They also lead to greater reach, more engaged audiences, and the ability to provide more value to attendees. 

Alongside virtual events’ growing popularity, we’ve seen many new virtual event softwares hitting the market. However, with so much variability between platforms, event organizers might find it difficult to choose the best platform for their event. This guide will provide you with the top questions to consider when selecting the best virtual event software for your event. 

What’s the size of your virtual audience? 

Like live event planning, virtual audience size dictates many other choices you’ll make. While many platforms claim to be perfect for “events of any size,” we recommend confirming a chosen platform’s capabilities, especially if you need something that can accommodate large-scale broadcasts. By keeping your specific audience size in mind, you can find a platform that fits your needs rather than adapting your event to fit the platform. 

How much production control do you need? 

Zoom meetings have become so routine these days that we hardly even think of them as “virtual events.” Still, your basic Zoom meeting is a great benchmark when considering how much production control you need over your virtual event. 

For example, Zoom’s native production capabilities are limited—attendees can change their backgrounds, event organizers can share screens and audio, and the chat function offers a simple way for audience members to engage with each other and moderators. On the other end of the production spectrum, we can create fully custom and immersive virtual environments, which can enhance or completely transform many off-the-shelf virtual platforms. Depending on your event goals, plenty of platforms offer different degrees of production control. 

You can also consider whether you need built-in production tools or have the ability to use external hardware and studios to achieve your desired look and feel. For some events, simpler is better, especially if you plan to handle production in-house.  

What happens after your event? 

The days, weeks, and months leading up to your event are full of planning and strategy. But have you considered what comes next? The beauty of virtual events is that they aren’t constrained to one time or place. Instead, attendees from around the world and in different time zones can engage with your event at their own convenience. Of course, you’ll want virtual event software that supports your post-event needs to take full advantage of this fact. 

For example, do you need an on-demand feature so attendees can access your event recording after the live stream? Do you need powerful post-event analytics to track who participated, as is the case for events offering CE credits and certifications? These post-event considerations will narrow the scope of your search for the best virtual event platform. 

How much interactivity do you need? 

Virtual event software runs the gamut when it comes to interactivity. So, how do you want attendees to be able to interact with presenters and each other? Are you looking for an immersive experience where attendees can feel like they’re in the conference hall or on the trade show floor? 

A few ways to promote attendee interaction include: 

• Gamifying the virtual event experience
• Enabling 1-on-1 chats and networking opportunities
• Supporting side meetings and breakout sessions
• Asking for audience responses and enabling push notifications
• And more!

Consider whether audience interactivity is a top priority for your event. For example, the interaction requirements for a company-wide town hall likely differ significantly from an ongoing Webinar series. 

Does the virtual event platform meet your organization’s security requirements? 

None of the bells and whistles matter if a virtual event platform can’t meet your organization’s security requirements. With so many options becoming available in such a short time frame, vetting security capabilities remains a significant challenge for many. Luckily, Tallen has provided expert insights into running secure virtual events for over a decade. We’ll never recommend a platform or software if it puts your or your client’s sensitive information at risk. 

Which is the best virtual event software? The one that works for you!

At Tallen, we focus on reliability and usability when recommending virtual event software. The best platforms have a strong backbone and built-in redundancies so that if something does go wrong, the impact on your event is minimal. Unfortunately, while numerous new platforms offer flashy VR and trendy avatars, many have yet to be thoroughly vetted. As a result, after extensive testing, many have failed to live up to Tallen’s high standards for reliability. 

Let Tallen recommend a virtual event platform that works for you

When organizing a virtual event, you have enough on your plate without comparing and contrasting hundreds of available software options. Tallen’s expert team has over ten years of experience creating impactful virtual events. We can integrate with the platform of your choice or make recommendations based on your event’s size, scope, and goals. From Zoom and WebEx meetings to specialized platforms, we meet you where you’re at and create solutions that work for you! 

Technology has forever altered the way we think about events. These days, global experts can deliver the keynote at your event without the expense and inconvenience of international travel. Virtual audiences can log on at their convenience, and the constraints of physical venues no longer limit event size. And with the return of in-person conferences and tradeshows, many event organizers have embraced hybrid event production as the best of both worlds.  

By combining elements of in-person and virtual events, hybrid events expand your event’s reach and impact, making it possible to connect with global audiences like never before. But hybrid event production also has a unique set of considerations and challenges. So what are the keys to running a successful hybrid event? 

Top Considerations for Hybrid Event Production

If you’re like most event organizers, you’re already invested in the idea of going hybrid. But planning your first hybrid event can feel like twice as much work. Not only do you need to create an immersive, engaging experience for your in-person attendees, but you must also check the right boxes to ensure your virtual audiences don’t feel like an afterthought. 

Tallen’s Virtual Meetings Department has added value to hybrid events of all shapes and sizes for over a decade. During that time, we’ve learned that key considerations when planning a hybrid event boil down to audience engagement, timing, and your overall production goals. 

#1: Audience Engagement

For in-person attendees, your event is likely a sensory-rich experience. From the moment they enter the venue, they can see, hear, and interact with your event and each other. Being able to physically attend an event also reduces distractions and makes it easier to keep audiences engaged. 

With virtual attendees, things aren’t always so straightforward. Your event might be competing with the neighbor’s barking dog, arguing kids, and a running mental to-do list a mile long. Raise your hand if you’re guilty of event multi-tasking: trying to fold the laundry or do the dishes while half-heartedly paying attention to a Zoom meeting. 

Keeping a virtual audience’s attention requires strategic planning and expert hybrid event production. At Tallen, our goal is to make hybrid events feel seamless so that virtual and live audiences have a cohesive experience. Thanks to over a decade of experience, we’re ahead of the curve in creating innovative engagement opportunities for both live and virtual audiences.

#2: Production Value

Virtual and hybrid audiences in 2020 may have forgiven awkward transitions and tech glitches. But two years later, these same attendees expect a lot more from event organizers. That means higher-quality streaming, crystal-clear audio, and well-rehearsed transitions. For example, while grainy web cameras sufficed just a few years ago, hybrid audiences now expect virtual events to be streamed at full 1080p or even up to 4K video.

Furthermore, technology like green screen, XR studios, and professional graphic design can increase the look and feel of hybrid events for remote attendees. Instead of streaming content that looks and feels like a routine Zoom meeting or webinar, Tallen can raise the bar with immersive and interactive environments.