Location, Location, Location!

Does location even need to be part of a conversation when discussing logistics for an online event? Definitely. We’re no longer planning your mother’s online event, we’re planning productions. These days we’re not talking about “just” an online event. Right now most in-person events that are starting to meet are including an online component of some kind. For those that are still strictly online, audiences are expecting a more sophisticated experience. We have now entered the realm of broadcasting whether we like it or not. So yes, location is now a topic for discussion.

Why does location matter? Well, for one, it can play a big part in your budget. The location can support your online event’s goals and objectives, the event’s theme, its look and feel, and leave your attendees with an impression of your organization as a whole. If incorporating online as part of your in-person event experience, if the room makes the online audience feel like outsiders, it will definitely impact their experience, their satisfaction rates, and their desire to remain connected to your organization or your event, therefore, paying attention to this detail is critical.

Decisions around the location may include selecting a physical location such as which venue, which room, or what state you will broadcast from. It may also include your camera angles, lighting adjustments, where the emcee or speaker stands, or which camera they are interacting with at certain times during the event.

When planning an in-person event with a virtual component there are other production decisions to consider to make your online audience feel at home. Not only do you want to coach the emcee or speaker to look into the center camera every so often as if the at-home audience is in the room, but it can affect room setup and audio mixes. Setting the room without a center aisle will encourage the speaker to look towards the center naturally. You may need a second audio mix for the online audience as the sound for the in-room audience is very different than one being recorded or broadcast virtually. These are things that can all impact your budget, so be sure to ask questions throughout the planning process.

No matter how you choose to handle the location for your online event or the virtual aspect of your in-person event, having these available have become an expectation from attendees. It’s time to embrace it.

Have you had to incorporate a virtual broadcast with your in-person event? I’d love
to hear about it! Please email me.

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