Reach360 – Package

An event that enables you to reach much wider groups of people and combines in-person and online elements, allowing participants to attend either in-person at various regional locations or online from anywhere. This approach creates a broader reach and accommodates participants’ preferences for attending physically or remotely because of time or cost reasons.

With a professional, branded stage set reflecting your colours and brand and  incorporating quality speaker capture and presentation design, you are demonstrating that you value your audience and are going to give them something that is worthy of their attention.  This sets your brand apart from the rest, who are often utilising entry level team related meeting platforms.

All event strategy starts with asking some fundamental questions and then working alongside each other to ensure all goals are incorporated into the event strategy.  Only then does in-depth planning begin.  Some questions we always start with:

• What’s the reason for your event?
• What do you want your audience to think and feel, or action from attending the event?
• Who are the speaker/s that you’d really love to have present and where are they based?
• What will be presented/launched and what are the unique features and benefits about this from which we can create sessions, activations, food and beverage enhancements and all the other layered event elements that form the delivery and deliver ROI.

From there, we help you create a program outline, consider your branded set, elements for your program, audience interactions, presentations and media content and project milestones to ensure it all gets done in the allotted time.

There are many variables to consider when planning these events, starting with considering how the total number of people you can reach across your region.

Where are your customers or staff located in the wider region? 
What type of experience are you looking to create and what is the duration?
It also depends on venue availability and launch dates.
How long will it take to develop event design, content and media?
When are your speakers available?
Will you bring them in live, or pre record, eg speaker capture, opening video creation, or presentation design. 

In short 12-16 weeks is minimal lead time but depending on the complexity and availability 6-8 months can often be the reality.  It’s best to discuss a brief and plan a timeline together.

With the high priority for organisations to unite their workforces, teams or customers across a wider region, it’s never been more important to deliver engaging sessions that give your all audience and stakeholders equal priority – no matter where they are located.

What will give each group the feeling of being a part of your event?

How could you plan your sessions so that you ask for audience ideas, feedback and sentiment?  It can be a fun quiz, or more serious ideation or feedback.  These activities build a strong culture and your people will feel included and more likely to pay attention to your strategy or message.

A 1/2 day, full day or multi-day event will be dependent on the reason for holding the event and the amount of information you’d like to deliver.  As a guideline, plan your sessions so they’re interactive, engaging and include a range of speakers from solo, panels with group engagement throughout.  Audiences watching screens, or even in person these days, demand content that is easily digested, with high visual impact, incorporating live audience interaction.

The beauty of innovations in technology means that we can capture speakers anytime, anyplace without the need for expensive and time consuming travel requirements – and we can do it to a very high standard.You have the option of capturing them live into your event from their computer, or for more quality presentations, capture their presentation against a green screen, so your speaker is incorporated into your branded stage set, alongside their presentation.  It’s done within our dedicated production team to deliver high impact and it can usually be accomplished without anyone needing to travel.

Product launches, strategy or educational updates to align all your workforce or customers.  It’s your opportunity to deliver your ‘event worthy’ message, repositioning your annual roadshow to save cost, yet not compromise impact.  It’s worthwhile considering what could be delivered more frequently than once a year, or once a quarter and then extend this message widely and quickly.

What will give each group the feeling of being a part of your event?

How could you plan your sessions so that you ask for audience ideas, feedback and sentiment?  It can be a fun quiz, or more serious ideation or feedback.  These activities build a strong culture and your people will feel included and more likely to pay attention to your strategy or message.

We have a number of virtual stage sets that can be utilised, incorporating brand elements such as logos, animations, topic related pictures to help set the scene relating to the event message.  If none of these suit, we will design a space from scratch.  This is reasonably priced and the process will take approx 4 weeks.

What will give each group the feeling of being a part of your event?

How could you plan your sessions so that you ask for audience ideas, feedback and sentiment?  It can be a fun quiz, or more serious ideation or feedback.  These activities build a strong culture and your people will feel included and more likely to pay attention to your strategy or message.

We certainly can. We can create breakouts for in-person, hybrid or online groups and have the feedback come through one moderated central platform for the MC to deliver the results.

Activations are perfect for incorporating engagement, education and fun into your event.  These can be provided to in-person groups or even online attendees, so everyone has a chance to participate.  They are often used for community building engagement and social outreach to increase brand awareness and data insights.

One of the biggest priorities for these type of events is to engage the audience and bring interaction into your sessions.  Your people are spread far and wide, so a sense of unity across the whole group is important and you’ll need to dial up the storytelling and engagement locally and across all groups.

It starts in pre event communications and continues as guests arrive at the event so your attendees are warmed up first thing and get used to the technology, responding via their phones throughout the day.  We find attendees love the engagement because there is focussed fun and education.

Asking opinions, industry or topic sentiment, Q&A, networking questions etc are some of the ideas that are explored at the program creation stage.

We certainly can and encourage you to embrace opportunities to capture stories, to bring warmth, connection and deeper understanding of all your people.  Depending on the type of event and your objectives, we seek to find ways of sharing authentic stories of how individuals make a difference to their customers, teams and to the organisation.  When we ask these questions there’s often some great sharing across the whole organisation and everyone gains a new perspective, getting to know people they’d never met and fostering a sense of belonging.  You can hold workshops prior  and  capture videos that can be incorporated  throughout the day together with other communications that have been prepared.

The cost of organising a hybrid event can vary widely based on several factors, including the event’s size, complexity, locations, duration, technology requirements, speaker locations and the range of features and experiences you want to offer to attendees.

In a nutshell, Reach360 is far more cost effective option than flying all your people into one location, see the cost per head table for examples.  And, that’s the financial side – when you factor in the reduced environmental impact you’ll find hybrid events, done well, deliver greater ROI.

The simplest was to divide the total cost by the number of guests.  Remember that when you go to hybrid you have potential for a far greater number of attendees.

Absolutely and know that many people would prefer to have the option of attending in-person locally, or may choose to stay home and tune in.  Either way, due to the inclusive and compelling style of event created, they’ll all take part in a high value experience .

Thousands can be tuning in online (there’s no limit) and if that’s the case, we ensure that there is high quality streamed content throughout all breaks, and they’re a part of all the interactions and activations.  This option also helps you achieve huge cost savings and ROI across all your hybrid groups compared to traditional events.

Define key performance indicators (KPIs) across both audience groups: in-person and online.  For example, how much product would each person need to purchase to cover the costs of attendance? 

• Consider the cost of a traditional event model where you’d fly a select group into one city, compared with hosting more localised events (no accommodation/travel/transfers) and then the cost of online only.
• Attendance Metrics: Measure the total number of attendees across multi-locations and online groups.
• Engagement Data: Analyse each group – multi-location and online attendees’ engagement with content, Q&A, and networking features.
• Feedback: Collect post-event surveys to gather insights and suggestions for improvement.

By addressing these questions and concerns, you can effectively educate and share the innovative merits of running simultaneous multi-location hybrid events with your business customers.