How can you manage sponsor and exhibitor demands during a hybrid event?

Para optimizar la gestión de patrocinadores y expositores en eventos híbridos, adapta paquetes de patrocinio a sus necesidades, enfocándote en visibilidad tanto en línea como presencial. Proporciona acceso exclusivo a contenido digital, como sesiones grabadas o paneles virtuales, maximizando así su exposición. Facilita la interacción en tiempo real entre participantes virtuales y físicos mediante herramientas de networking digital. Además, ofrece análisis detallados para evaluar el rendimiento de sus inversiones y permitir ajustes estratégicos.

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First and foremost, it's about managing expectations. What you will and won't get from each perspective (F2F vs online). Compare this to the sponsor or exhibitor's goals for participating. Are they in line with what is possible and what you can deliver ? Start there.

The most helpful piece of information or question i ask clients is what is the "purpose" of their event and what they want to achieve? We need to look at both audiences separately, the online one and the in person one. Offering the clients/sponsors/exhibitors different ways to communicate with them and track these interactions.

Definitely understand and manage their expectations and keep communication flowing throughout to ensure they are happy all the way through

Virtual booths: Create immersive and interactive virtual booths that allow online attendees to explore products or services, download resources, and chat live with representatives. Ensure these booths are easily accessible and prominently featured within your event platform. Networking platforms: Utilize networking platforms that enable sponsors, exhibitors, and attendees to schedule meetings, chat, and connect based on shared interests or objectives. These platforms should support both video and text-based interactions.

The online audience may not be able to walk around or ignite the senses in person but they can access online interactivity such as chat, Q&A and have access to video content and tailored presentations. They could have their own designated online presenter or MC to make them feel special and catered too.

En los eventos que el gobierno es patrocinador, marca su presencia con banner institucionales y el reparto de folletería sobre acciones específicas, como por ejemplo la promoción de destinos turísticos del territorio provincial.

Customisation needs to be based on the importance of organisations brand value which will fetch or attract more collaborations as sponsors.

Parte importante de entender as necessidades de expositores e patrocinadores é segmentar a participação dos mesmos de forma que atenda ao que necessitam. Quanto maior o patrocínio, maior a visibilidade, quanto maior o valor de participação, maior o espaço físico a ser ocupado no evento. Mas isso não significa que pequenos patrocinadores e pequenos expositores não possam participar. Cada participante trará consigo uma parcela de visitantes que será importante para a visibilidade do evento como um todo. Tendo opções variadas, você poderá atender um maior número de empresas, um evento com variedade de expositores e boa quantidade de patrocinadores inspira credibilidade e qualidade, oferecendo ao visitante uma vasta gama de opções.

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Seja organizado quanto ao funcionamento do evento. Por mais que isso signifique uma grande quantidade de informações, futuramente você evitará dores de cabeça quanto ao funcionamento. Deixe-os a par de todas as mudanças e faça orientações que reflitam em bons resultados. Não adianta apresentar-se no evento se não souber como aproveitar a exposição. Ofereça informações fidedignas sobre a estrutura oferecida e sobre como funcionará cada passo do evento, tanto na área física quanto virtual.

Surveys and Questionnaires: Distribute surveys or questionnaires to gather structured feedback on various aspects of the event, such as the registration process, event platform usability, quality of interactions, and overall satisfaction with the sponsorship or exhibition experience. Feedback Sessions: Organize dedicated feedback sessions or debrief meetings with key sponsors and exhibitors to discuss their experiences in detail. These sessions can be an open forum for sharing insights, suggestions, and constructive criticism.

You know how they say communication is key? It is And so is emphasising and managing expectations, even if it has to be done downwards.

Managing sponsor and exhibitor demands in a hybrid event involves clear communication, technology use, and personalized engagement. Define expectations, develop a communication plan, and use technology like virtual booths and sponsor dashboards. Engage with personalized experiences, provide training, and be adaptable. Conduct post-event follow-up for feedback and future planning. This approach ensures satisfaction and event success.

Engangement and interactivity is key. Sponsors don't just want visibility, they need something they can measure, and they need to see results. Make sure you deliver!

Engagement is key and opportunities can be created with polling, Q&A, surveys, chat. Sending product or packages to the online participant to touch and feel or visualise at the same time can also add that extra element.

Sponsored Sessions: Allocate specific timeslots for sponsored workshops, product demos, or keynote speeches. Ensure these sessions deliver value and are relevant to your audience's interests to maintain engagement levels. Product Showcases: Encourage exhibitors to host live product showcases or demonstrations, allowing attendees to see products in action and ask questions in real-time, enhancing the interactive experience.

Brainstorming sessions: Organize brainstorming sessions with your team and key sponsors and exhibitors to generate innovative ideas for event content, engagement strategies, and technology use. Encourage thinking beyond traditional formats and explore ways to surprise and delight attendees. Co-creation opportunities: Invite sponsors and exhibitors to co-create sessions, workshops, or experiences. This collaboration can lead to unique offerings that leverage the strengths and expertise of your partners, providing value to attendees and enhancing the sponsors' and exhibitors' visibility and engagement.

personalisation goes a long way. Work backwards from the audience experience and you'll find what works. This may involve managing sponsor expectations.

Data, data, data! One of the few upsides to virtual events is it is relatively easy to collect information about the attendee. Where did they click, what did they engage with, how long did they watch videos, etc. The more we can leverage this data to refine our product AND the product offerings of our sponsors the better we will do.

Collect and Analyze Data Gather quantitative data on attendee engagement, including session attendance, booth visits, interaction rates, and networking activities. Use this data to assess what aspects of the event were most engaging and successful. Collect qualitative feedback from attendees, sponsors, and exhibitors through surveys, interviews, and social media monitoring. Ask specific questions about their experiences, what they found valuable, and what could be improved.

Covid taught us all many things related to hygiene but we also learnt how to be better in our respective job. It’s all about understanding their needs and making sure they feel valued. We offer tailored packages that fit their budget and goals, and we communicate clearly about the benefits of both physical and virtual participation. Our technology seamlessly integrates virtual booths and networking features, making it easy for exhibitors to connect with attendees. We provide real-time data insights to help them track their success and follow up with personalized support and opportunities for continued engagement post-event. It's all about building relationships and ensuring everyone feels like a valued part of the event.

Using contacts is the best way to make the event financially successful. Trust creation is vital in this. Customising the deliverables also helps.