It’s no news that 2020 was an upending year for everyone and now that we’ve got some time to settle into this new reality of event planning turned event broadcast producing and virtual fundraising, we can all agree that events are looking entirely different for the foreseeable future.
In this new reality we realized that we needed to do a system-wide reset on all of our practices and fine-tune our approach to implementing virtual and hybrid events. In this post we’d like to share with you how WE do it here at Tree-Fan Events and how this approach has helped many organizations raise money beyond their initial goals, gather and engage supporters, share their mission-forward stories, yielded amazing results, all with the use of technology and well-thought out production practices that executed flawless virtual (online) events.
And so, our approach to implementing in-person, virtual and hybrid services is straightforward and it consists of three simple steps:
- Listening
We want to know everything there’s to know about your event – may that be an in-person event or in the age of COVID-19 virtual or hybrid – so that it can become a memorable experience for you and for your in-person or online audience, as well as reach its potential from a financial and ROI point of view. We will listen to your vision, what your goal for the event is, we’ll ask questions related to date, time, location, event format, space or platform, budget, design concept, content, talent (if any), timeline, programming details and if there are any other partners and vendors you’re already working with, for seamless coordination and communication purposes. It is crucial that we listen first to what your needs and wants are for your upcoming event.
- Planning
Armed with all the known up-to-date information gathered, we will embark onto the most essential part of the process: planning. We will create a preliminary proposal with a clear and final budget in mind, we will connect and collaborate closely with all additional vendors and manage their involvement, budget and needs, we’ll get in touch with your talent and accommodate for their technology needs, we will create a production timeline and schedule for all the suppliers involved, we’ll arrange for technical rehearsals before the event (especially if the event is virtual), any load-in/load-out times (for in-person or hybrid events), and conduct all technical run-throughs with your speakers, presenters, emcee, benefit auctioneer, entertainment, etc.
- Implementation
Once we plan the work, we will then work the plan the day of the event. Our day-of Event Producer service describes in great details the type of care we will give to your event (in-person, virtual or hybrid) while our event AV partner will add the production value necessary to take your event to the next level. Depending on your event format, we will have a virtual or brick-n-mortar broadcasting studio fully equipment to produce the virtual/hybrid live-streaming of your event, and for in-person/hybrid events, bring a custom-designed high performance sound, video, projection, lighting, IMAG system to the event site, carefully selected to produce excellent results, and have it set it up and operated it efficiently. Our broadcasting and AV technicians are professionally trained and fully equipped to run sound, video, lighting, camera(s) for live-streaming and in-person events without any hitches or glitches, under one watchful Event Producer‘s eye.
