Digital Event Solutions: What You Need to Know

Live face-to-face interactions are what people thrive on at events; as a species we relish the opportunity to engage with others and communicate on a level that connects. In a world where evolving technology has conveniently curbed the need for regular physical conversation, having dedicated time to meet with customers and prospects, in specifically designed event environments, has become even more crucial. Events of all types and sizes are increasingly becoming heroes within marketing strategies, proving to be a channel that can reap tangible results and measurable ROI.

But, what are the alternatives when face-to-face events aren’t possible? In circumstances where getting all or some of your audience together under one roof isn’t viable, there are some impressive tools that can be utilised to support in the delivery of internal and external communication plans.

Here are just some of the digital event solutions X3 can offer to negate any barriers that seek to throw your event marketing strategy off course:

Live Streaming

No matter where your event takes place, there will always be physical and geographical limitations. Making the decision to live stream your event, helps remove these obstacles and expands the reach of your content to worldwide audiences, who otherwise might not have had the opportunity to consume it.

Delivering a live stream of your event, that won’t be available for your online audience to view later on-demand, can also create a sense of urgency to access your live content. We’ve all heard of ‘fear of missing out’ aka FOMO and positioned correctly, this is what can be achieved for your event.

Live streaming can also secure another revenue stream for your event. Not only can you charge attendees for their physical admission, but a fee for online attendees to access streamed sessions can be applied to optimise the events earning potential.

By boosting interactions with existing and potential customers on a global scale, the incorporation of live streaming can help to increase business opportunities. It’s therefore well-worth considering the value a live stream production entity could add to your overall event offering.

Webcasting

Depending on the purpose of your event, you can digitalise it with webcasting technology. Another tool that can enable communication with a remote worldwide audience, webcasts can deliver rich content to a large number of delegates.

Working on the one-to-many model, webcasting is a cost-effective way to hold an event and has the capability to host speakers and mixed-media presentations online. Key benefits to webcasting are that audiences can access them from anywhere in the world (subject to a reliable internet connection) and from any device, including mobile devices; ensuring your content can be seen and heard effortlessly and – if required – on the go.

Executing one-off live webcasts can again help create urgency to view content, but it’s also worth highlighting the advantage of recording a webcasted event. In the case that a live webcast can’t be attended, recorded webcasts can be made available via on-demand platforms. Not only is this a convenient option to provide to your target audience, but it also helps broaden the reach of your messaging.

Webinars

Run on a smaller scale than webcasts, webinars create a virtual event that is more collaborative. As well as having the ability to host speakers and present rich content, webinars can incorporate interactive features like polls, Q&A sessions, chat boxes and message boards – allowing real-time engagement and interactions between presenters and online attendees to take place.

Webinar sessions can also be recorded. Not only does a recorded webinar provide valuable video content which can be shared and referred to, but it also offers a source of information that can be used to derive further content from e.g. blogs, podcasts, FAQs etc. Add to this, that analytics surrounding your audiences’ behaviours and engagements within the webinar can be collected and used post-event, and there’s more than a few compelling reasons to consider the webinar approach.

 

Used to enhance a live event or used to create independent virtual events or meetings, digital event solutions are delivery mechanisms that ensure a high-quality output of your business content. Speak to the expert team at X3 Solutions today and discover how our range of digital event services can work to help set your brand apart and support in communicating crucial key messages to your audience, wherever they are in the world. Call +44(0)1252 519303 or send a message to info@x3solutions.co.uk

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X3 Team Download Series: David Walker

Sometimes approaching an AV team to work with on your events can be a daunting prospect. That’s why we wanted to help you get to know the X3 team better. Come and find out more about the AV experts behind the X3 brand, in the new ‘X3 team download’ series.

In this edition of the X3 team download, we’ll be talking to X3 Project Manager, David Walker.

 

Q. Hi David, what does the role of an X3 Project Manager entail?

A. I’ve been with the X3 team as a Project Manager for over 5 years. It’s a role that’s very varied and it really keeps you on your toes in terms of the diversity of the projects that we work on.

I’m one of the main points of contact with our clients and it’s part of my role to understand their vision and what they are trying to achieve from their event. We then work collaboratively to generate concepts and develop them into a scheme that we imaginatively bring to life through our specialist AV production solutions.

From the start of the project to the end, we become a dedicated part of an event team. Each client we work with goes through the same process, but everything we do is tailored to them and their specific requirements. I make sure that every element relating to a project is coordinated and completed to specified deadlines. I also draw upon my vast experience within the AV industry to proactively negate any issues that may arise throughout the project; we’re committed to ensuring that the service X3 deliver is seamless.

 

Q. Do you have a specialism within audio visual?

A. Yes, my expertise sits in sound production. Sound is such a complex element in event production, and it’s so crucial to get it right. The way content is heard during live events is really important; if it isn’t transmitted well then messages can be missed, audiences disengage, and the overall impact of the event is lost. Sound and visual elements must align in order to create experiences that really captivate and talk to an audience.

 

Q. Is there anything that would surprise your clients in terms of the work that goes on behind the scenes at X3?

A. As an audio visual company, we pride ourselves on delivering a high-quality service, matched with providing a great customer experience, so I think that our clients expect and know that we work hard behind the scenes to ensure that their event production is first-rate.

In order to fulfil these expectations, the team at X3 are dedicated to planning and designing the AV production of an event with meticulous detail, and there is a huge importance placed on the extensive testing of equipment before it’s deployed for an event.

 

Q. As Project Manager, what is your approach to answering AV related questions from clients?

A. Part of bringing our clients’ event vision to life is effectively managing expectations and ensuring that when we go back on any questions, that the answers we provide are supported by facts that allow for us to make informed decisions together.

No matter the question, we are always happy to advise and support our client. Some questions are simple, and we can go back instantly. Some questions may involve a little more investigation in order for us to understand the context and to answer all queries confidently. We will also outline any other considerations that may have to be addressed in projects in light of potential changes.

Ultimately, our approach is to provide answers to all possible questions upfront and at the beginning of the project, reducing the need for questions later on down the line.

 

Q. We understand that X3 works across a broad spectrum of industries, but do you have a favourite project that you’ve worked on so far?

A. We worked on an event for a cosmetics group and it remains one of my favourite projects because of the fact we utilised an ultra-wide screen and video projection. This set-up is completely immersive and works so well to present dynamic content in a visually exciting way. We work to combine our creative solutions with this technology in order to transform an audiences surroundings. Ultra-wide projection screens are adaptable too, meaning we can customise it to the clients’ venue spaces, without compromising on the transformative effect.

 

Q. Do you think AV production for live events is a nicety or a necessity?

A. Well, you’re asking this question to someone who has worked within the AV sector for over 20 years, so of course, to me, it’s a necessity. However, the fact that I work within this industry isn’t really a deciding factor to my answer. I think it is clear to most people (AV professional or not), how important expert audio visual production is, and how it can elevate an event from being mediocre to incredible. Professional AV transforms events, and we look to demonstrate this in every service we provide to our clients.

 

Q. What benefit(s) do your clients get from utilising X3 Solutions AV services?

A. Our clients feel confident and comfortable with X3. They know that we’re a qualified and experienced team of AV professionals, that take a proactive approach to mitigating any problems, issues or unexpected challenges that may occur, both in the lead up to and during an event. This allows our clients the opportunity to give their undivided attention to their role within an event, whatever that may be, safe in the knowledge that we’ll make their event visually and audibly amazing.

 

Carry on the conversation with David – here’s how:

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How to Create the Ultimate Event with the Latest AV Technology

Constant developments in AV technology are enabling businesses of all shapes and sizes to create their own version of the ultimate event, from insightful talks that incorporate striking visual elements, to interactive voting systems that fuel meaningful interaction between a presenter and their audience. Below are a few tips on how to use AV technology to full effect.

 

Cater to a global audience

Whilst you should treat your guests to high-quality AV systems that ensure sharp images and crystal clear sound, you can also share your event with the world through smart AV solutions.

Webcasting is becoming an increasingly popular tool for capturing and broadcasting everything that happens, with the option of airing it live or making the content available on-demand. By including this type of activity, your event will benefit from significantly increased longevity and perhaps even an additional revenue stream.

 

Include live polls and iPad solutions

Even the most gripping event can go through dips in the audience’s concentration, sometimes even due to unavoidable circumstances such as an early start or lunch being on the horizon. However, there are numerous tactics that can be adopted to guarantee full attention throughout, with live polls and iPad systems being an excellent example.

By inviting your guests to offer their personal opinions and ask questions via straightforward devices, you’ll engage them on a whole new level and assure them that their input is highly valued.

 

Make it the ultimate event that everyone wants to emulate

Comfortable seating? Check. Interesting speakers and presentations? Check. Mouth-watering snacks and hearty catering options? Double check! All of these elements are crucial to any gathering, but to create the ultimate event you need the genuine wow factor. To help you achieve this, a professional AV team can design anything from high-quality sound systems and eye-catching projections, to creative lighting that sets the mood and transforms the environment entirely.

If you really want to make the most of AV technology, you can hire a team, such as X3 Solutions, to build a 3D visualisation that will accurately show what the day will look like thanks to the wonders of professional rendering software. This is perfect for making sure that everything not only looks fantastic, but also runs smoothly as a result of valuable insight into every element of audio visual activity and how it all fits together.

 

If you’re interested in audio visual production to achieve effective brand experience events, that last long in the memories of your audience, then speak to X3 Solutions: the audio visual production specialists. We expertly provide event and conference production globally, for clients across a broad spectrum of industries. For more information and to discuss your AV requirements further, speak to the X3 Solutions team on: 01252 519303 or email info@x3solutions.co.uk.

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5 Reasons Your Event Needs AV Production

No matter your industry sector, no matter the event type, you will undoubtedly need the services of an AV supplier, to create an experience that will resonate with attendees and result in an effect that will last long after the event concludes. Here are five persuasive reasons, highlighting why your next event needs X3 Solutions to provide high-quality AV production services:

 

1. Share your vision

The imagination is a powerful thing, but do you want to leave it down to your minds vision to convey and communicate the image of how your event should look? Working this way may lead to misinterpretation of ideas, frustration and a disappointing result when the look and feel you envisioned isn’t achieved on event day.

The X3 team works with 3D Rendering software, allowing you to see what your event will look like ahead of time. We’ll design ideas based on your initial brief and will work with you to ensure the final creation is bespoke to your specification and delivers maximum impact, whilst also being mindful of your budget. Having a clear and tangible image that you can share with the wider event team, early on, will ensure everyone is on the same page when it comes to delivering your event.

 

2. From concept to delivery

The staging for your event is likely to be the focal point for your attendees and where the most important messages are going to be communicated from- capturing the imagination of your audience from the get-go is therefore essential. Our AV specialists will work with you to design an inspiring concept and deliver a professional set build that will complement your overall event theme. It is worth noting that your budget will influence what you can achieve, but our skilled and knowledgeable AV experts will always advise on how to get the most ‘bang for your buck’.

 

3. Be heard in the best possible way

Is there anything worse than being at the back of the room, leaning forward in your chair, trying to catch the words of the speaker on stage? Similarly, being jolted back into your chair from the shrill of microphone disturbance is an equally as unpleasant experience and can be a real AV fail.

The delegates experience of the day can be profoundly affected by the way they hear and take on board the information being delivered. When working with X3 you can be assured that we work with that highest quality PA and sound systems and take care of all technical elements. What this means for your event: a slick and seamless sound production, expertly transmitting sound content.

 

4. Mix it up

Content delivered in the written form will most likely be a prerequisite of your event presentation, but beware: an overload of text heavy slides may cause your audience to disengage and switch off. How do you stop this? How do you entertain, yet inform your attendees? To make life easier for our clients we offer an integrated service of creating engaging and tailored video content; allowing you to present key information that will connect in a meaningful and emotive way with your audience.

Recording event content can also be useful collateral pre and post-event: watch the event back, take pride in how it was executed and make learnings to make your next event even better. We can also professionally edit event video content for your marketing purposes; an opportunity for your event to make an impression before it begins and after it ends. Whatever your video content needs, the team at X3 can offer you the right service to make your vision a reality.

 

5. Let there be light

The use of light during an event can have an unrivaled power, especially in combination with other incredible content. Tap into our specialist knowledge of how to best utilise lighting effects, to connect the elements of your event spectacularly. We’ll work with you collaboratively and coordinate the kit required to create an immersive event atmosphere, that will transcend your expectations.

 

In a competitive landscape, it’s important to understand the impact of AV production and its ability to lift an separate your event, to differentiate your messaging and offering.  So, what’s next?

Talk to X3 HQ and we will work in partnership with you to understand your event and the requirements specific and unique to your brand. We will help balance your creative ambition with your budget and ultimately deliver an event that will captivate.

As an expert AV company, X3 Solutions can help with the technical aspects of AV management as well as offering a personal service, that’s built on the foundations of a team that has over 20 years’ experience in the industry. Talk to us today by calling: +44(0)1252 519303 or sending a message to: info@x3solutions.co.uk

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How To Make The Most Of Your AV Budget

AV equipment is certain to completely enhance the effect of your event, but such a high impact comes at a cost. Although an expensive service can indicate that you’ll receive the very best, this doesn’t mean you should be spending over the odds on your overall AV budget.

You may be wondering how you can ensure this doesn’t happen, especially if you’ve not used an AV supplier before. There are a number of ways you can make the most of your AV budget, so we’ve put together three suggestions that’ll guarantee value for money:

 

Ask all the right questions:

Don’t simply ask a supplier for a quote and let that be it – make sure you continuously communicate with them by asking questions about their charges and service. There’s various things you can query, a key one being the exact costs and what you’ll receive for your money. For example, a fixed price doesn’t tell you anything, and it may be that they’ve included additional extras you may or may not need.

Also, ensure you know the full range of what’s available. A supplier might not have included the most recent technology that could better your event’s impact. On top of this, negotiate! Most providers will be able to decrease their costs, even if only slightly, if you don’t require a particular service or if your event is during off-peak hours.

 

Do your research:

Before draining all of your budget, ensure you conduct thorough research. Getting a few quotes will help set a standard for how much AV products and services should cost. It may be that one provider is cheaper, and another is charging more but offering extra.

Also, if you know anyone else who’s used an AV supplier previously, ask how much the different features cost them. And, if they used a supplier you’ve also received a quote from, check if the prices match up. It’s worth noting that some do increase their prices as time goes on, but if it’s not been long or if the rise is significant, then they could be trying to take advantage of your new-to-AV status.

 

Ensure it achieves the desired effect:

You’ll need to guarantee the products and service are right for the impact you’re hoping to have. Although you may think it’d be impossible to see how the AV would appear in action, that’s not true at all. For one, you can view previous work of a supplier, which may be similar to your event idea.

As well as this, the provider may use full 3D visualisation so you can see what your event will look like. X3 Solutions utilises state-of-the-art 3D rendering software that creates bespoke, life-like designs. This means you’ll have no doubt how your event will look on the day, and that it’ll be of the very best fit to your specification.

As one of the leading AV suppliers, we can help you with all things audio visual – from high quality sound systems to webcasting. Whatever your requirements, our customer-focused service will ensure you’ll make the most of your budget. Request a quote by giving us a call on +44(0)1252 519303, or sending a message to info@x3solutions.co.uk.

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3 Steps To The Ultimate Interactive Event

A bunch of bored faces, everyone’s eyes on the people who are walking out, negative feedback on social media…these are just a few pre-event fears you might have. It’s perfectly natural to worry a little. But, if your event’s engaging, then you’re pretty much guaranteed success.

How can you capture an audience? It’s simple: get them to interact and enjoy it. Here are three steps that’ll help you achieve the ultimate interactive experience:

 

1. Make the most of video

 
Rather than long text that can be easily ignored, video moves and speaks in front of you, making it difficult to not pay attention. 79% of consumers prefer to learn about a product by watching a video, so now’s the time to take advantage of this superb method of attaining engagement.

Instead of creating a text-based PowerPoint, you can use video to present – or perhaps a combination of the two. Content ideas are endless: there’s ‘how to’ videos for the explanation of using a new product, nomination videos for an awards show, or even a moving adaptation of the event programme.

 

2. Provide a device

 
It doesn’t matter if someone’s a toddler or adult, if you put a device in their hand, they’ll likely be intrigued. Giving attendees a tool creates a connection between them and the event, making them feel like they’re having an effect.

You could use tech to test their knowledge with a quiz, or allow them to give opinions and make decisions via voting. Other options are to ask attendees who they think will win for an awards ceremony, or to communicate their feedback. This is very likely to be positive, given that the interactivity will enhance their experience.

 

3. Use high-quality tailored AV

 
Audience engagement can only be expected to be successful if it’s done in the right way. The audio visual equipment will need to be of the best standard; weak production sticks out like a sore thumb. If a video stops half-way through or attendees’ answers to the quiz won’t submit, they’ll quickly become dissatisfied.

The interactivity also needs to be tailored to your specific event. A how-to video, for instance, is unlikely to do well at an awards ceremony. The equipment ought to be bespoke too – everything from the stage to the lighting systems will be required to suit the specification of your event.

X3 Solutions can ensure an interactive experience that’ll live long in the memory of your guests. You can even physically see what it’ll look like before we get started – hand us your brief and we’ll create a full-3D, bespoke visualisation of your event. Call +44(0)1252 519303 or send a message to info@x3solutions.co.uk to get started.

 

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