What Is the Best Way to Integrate Virtual Events into Face-to-Face Events?: Part Three

Published on:

April 26, 2024

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Event Planning, Part Three

Each week, we delve into the realm of artificial intelligence, posing one burning question to three prominent AI programs. After three decades in the event industry, TPNI has discovered that AI offers valuable insights and innovative perspectives on the logistical and technological advancements for planning successful events.
We asked three AI programs—ChatGPT by Open AI, Gemini (previously Bard) from Google, and Bing’s Co-Pilot—our question for this week: 

Earlier this week, we asked ChatGPT and Co-Pilot (check out their answers in Part One and Part Two!). Finally, we’re asking Gemini (previously Bard) from Google. Here’s what it came up with:

The rise of virtual elements can enhance your face-to-face events by boosting accessibility, engagement, and reach. Here’s how to seamlessly integrate them:

Identify your goals: What value do virtual components add? Is it for wider reach, remote participation, or capturing content? Knowing this helps tailor the integration.

Tech is your friend: Utilize platforms that allow live streaming of sessions, Q&A with remote attendees, and interactive elements like polls or chats.

Pre-recorded content is king: Offer pre-recorded keynote speeches or workshops for attendees to access beforehand. This frees up in-person time for deeper discussions.

Virtual booths for sponsors: Create online spaces for sponsors to showcase products, distribute materials, and connect with attendees virtually.

Post-event access: Share recordings of sessions, presentations, and event materials for attendees to revisit later and for those who couldn’t attend in person.

Engagement matters for both: Integrate engagement tools like live chats, polls, and social media walls for both virtual and in-person attendees to stay connected and participate.

Promote inclusivity: Ensure clear audio/visual quality for virtual attendees. Offer transcripts or closed captions for accessibility.

One event, two experiences: Don’t treat the virtual component as an afterthought. Plan engaging activities and content specifically designed for the online audience.

By following these tips, you can create a hybrid event that leverages the strengths of both in-person and virtual experiences, extending your reach and enriching the value for all attendees.

If you’d like to learn more about how to make the most out of your event, reach out to us at customerservice@tpni.com for a customized consultation.