By flexibility, we mean giving your members the power to choose how they engage. Some value the connection of an in-person session, while others prefer a more accessible online environment. So…why not combine both worlds?

Enter: hybrid learning. When you blend physical sessions with digital participation, your organization gives its members the convenience to show up and complete their courses on their own terms.

You may now be asking, “But how do you actually achieve such a thing?” We’ve got you covered; in this article, we’ll explore five strategies to help your organization implement hybrid learning effectively. Let’s get right to it!

Key Takeaways

• Hybrid learning makes CE more flexible: Members can choose the format that works best for them, whether that means in person, online, live, or on demand.
• Clear goals should guide the experience: Define what members need to learn, how they’ll participate, and how completion will be tracked.
• Your platform matters: Look for tools that support livestreaming, recording, engagement features, CE tracking, certificates, and on-demand access.
• Both audiences need to feel included: Online and in-person members should have equal opportunities to ask questions, contribute, and engage.
• Training reduces friction: Staff, speakers, and facilitators should know how to manage both spaces (physical and virtual) and resolve basic technical issues.
• Data helps improve future programs: Attendance, engagement, completion rates, and feedback can show you what’s working and what needs to change.

5 Best Practices for a Successful Hybrid Setup

To execute the right blended space, your organization needs a strategy that actively bridges the gap between the physical room and the digital screen, where both virtual and in-person members feel equally involved. Let’s explore:

1. Define the Learning Experience You Want to Create 

Start by identifying your members’ learning objectives and the outcomes your organization wants to support. Then, think through how the experience should work for both in-person and online participants.

Ask questions like:

• What should members know, do, or apply after the session?
• Which parts of the experience need to happen live, and which can be completed on demand?
• How will attendance, participation, and completion be tracked?
• How will online and onsite members ask questions and contribute?
• What accessibility needs should be considered?
• Can this session be reused later as an on-demand course or member resource?

You may also benefit from asking members to review materials before a live session. This could include short videos, readings, case studies, or reflection questions.

By moving basic content review into the pre-session stage, the live portion can focus on higher-value activities like discussion, questions, case examples, group exercises, or practical application. This helps both online and in-person participants arrive with a shared context, making the session more interactive and useful. This strategy is called the flipped classroom approach.

Thinking through these details early helps create the right balance between online and onsite engagement. It also makes the learning experience more meaningful, accessible, and relevant for members.

2. Choose the Right Technology Platform

Naturally, your organization will lean on the power of your software to support the online component of the hybrid setup. Not only should it allow you to stream your session, but also support the full learning experience, from registration and participation to tracking and follow-up.

Look for solutions that support:

• Livestreaming
• Recording
• Live chat
• Polls
• Q&A
• Discussion forums
• Quizzes
• Breakout sessions
• On-demand access (post-event)

Now, we know what you’re thinking: “Gosh, that’s a lot of functions to look for!” 

Thankfully, many tools can integrate with each other. Or, for an even easier option, you can choose a highly capable all-in-one platform (like Vocalmeet’s!), which offers you everything you need, right from the start. With a solid collection of features at your fingertips, supporting remote and in-person attendees becomes simple.

Another important feature to look for is the ability to track each of your members’ CE. Your platform should be able to monitor online attendance, progress, assessment results, completion status, and certificate delivery. This keeps records clean for staff and gives members a smoother path from registration to completion.

Finally, think beyond the live session. A strong platform can help turn recordings, slides, and follow-up materials into reusable learning resources, extending the value of each event while reducing administrative work!

3. Create an Inclusive Experience for All Members

Once you’ve planned the learning experience and selected the right technology, it’s time to focus on how participation will be managed during the session. Here, inclusion needs to be built into the facilitation plan.

First, you want to set clear expectations for participation before the session begins. For instance, you can discuss with your members how questions will be handled, when they’ll be invited to contribute, and where they should share comments or responses.

It also helps to assign someone to monitor the virtual space. This person can flag online questions, watch for technical concerns, and help remote participants stay visible throughout the session.

Furthermore, facilitators should balance participation across both audiences. For example, they can alternate between onsite and online questions, or pause at set points to invite input from remote members.

Finally, don’t forget to make it interactive for everyone! According to Soydaş and Akyazi (2021), a high level of interaction makes it possible to hold attention, boost motivation, achieve high levels of satisfaction, and provide significant increases in learning performance.

4. Implement Proper Training and Support

A strong hybrid learning experience depends on more than just the platform. When your staff, facilitators, and speakers understand how to manage both the in-person and online elements of a session, you remove the added challenge of “first-time friction”!

This includes knowing how to engage the physical room, monitor the virtual chat, answer online questions, and address basic technical issues.

Once again, your technology platform will be one of your biggest assets here. Solutions with clear dashboards, simple navigation, and built-in webinar options make it easy for your members to access sessions without confusion! On the administrator side, being able to view registrants, send out last-minute email updates, and start your event straight from the platform lets you keep all your event workflows in one place.

Finally, be sure to run a few short technical rehearsals before your live events. Testing your audio, video, and screen-sharing tools gives your team a major confidence boost while reducing the risk of live disruptions.

5. Measure Success and Growth With Data and Feedback

The great thing about the hybrid setup is that your platform can gather member activity data, helping you turn it into insights. That includes engagement metrics, attendance data, completion rates, and post-session surveys to understand exactly how members participate, what’s working well, and where you can improve.

Kumar (2024) explains that one of the most significant benefits of analytics is that it removes speculation from critical (and even minor) decisions. Such data provides valuable insights that can help you assess where your organization currently stands, predict future outcomes, and pinpoint and mitigate risks.

The University of Pennsylvania (2022) further affirms that organizations can become more proactive in identifying opportunities, guided by data validity, rather than by simple intuition.

For example, you might discover that live sessions run too long, remote participants need more opportunities to ask questions, or certain topics perform better as on-demand resources.

Bonus recommendation: AI-powered reporting tools built into your platform can do the heavy lifting for you by helping you create detailed analyses that surface engagement trends and learning patterns that might otherwise go unnoticed. And, if your platform allows you to create and pull from custom data fields, it becomes even easier to refine and improve your programs over time!

Conclusion

As member expectations continue to evolve, flexibility also becomes a key part of a successful learning strategy. Organizations that invest in thoughtful hybrid learning experiences today will be better positioned to engage members, expand educational opportunities, and ultimately provide more value.

Start building your hybrid strategies now. By committing to a highly accessible space, you can build stronger loyalty and keep that engagement climbing for years to come!

References

Kumar, R. (2024). Why is data analysis important for businesses. Www.alliant.edu. https://www.alliant.edu/blog/why-is-data-analysis-important

Soydaş, H., & Akyazi, E. (2021). Interaction increasing factors: Research on e-learning content design. International E-Journal of Educational Studies. https://doi.org/10.31458/iejes.786457

University of Pennsylvania. (2022, October 20). 5 key reasons why data analytics is important to business | penn LPS online. Penn LPS. https://lpsonline.sas.upenn.edu/features/5-key-reasons-why-data-analytics-important-business

The post 5 Best Practices for Hybrid Learning in Member-Based Organizations appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

There are a variety of ways live streams can help your association, but increasing the reach and accessibility of your events is one of the best and biggest. In fact, member-based organizations can expand their events in many ways through live streams! In today’s article, we’re going to be highlighting and discussing the major ways that organizations can transform their events through the art of live streaming:

1. Combat Attendance Caps

Since live streams come with a cost, some event planners may question whether it makes sense for their association. The truth is, there is no minimum organization size or attendance number to which live streams are limited! In reality, while bigger events may bring in far larger live stream viewership numbers, smaller associations may actually require live streams more in order to appease their audience.

With live streams, event attendance is no longer confined to venue capacity. Organizations don’t have to upgrade their venue size to accommodate unsecured attendees. If the in-person event sells out, organizations can offer live stream access to last-minute guests. This can be especially useful for workshops that might attract new participants during an event. Rather than scrambling to find an adequate space, organizations can simply live stream the workshop to interested parties!

2. Discover a New Marketing Tool

Events are one of the best ways for associations to market their services and their brand. Getting prospective members to the event, however, can offer up some unique challenges. Thankfully, with live streams, much of the heavy commitment is removed for prospective attendees. Sure, there is often a cost associated with tuning in, but it is usually a fraction of the price of attending in person. Additionally, of those who do watch the live stream, a significant number will attend the same event in person the following year! This fact makes live streams a powerful promotional tool to grow events.

After the live aspect of these streams is gone, the video content can be reused in various ways for advertisements and marketing clips. On social media, video content is marketing gold, as 48% of consumers share brand videos on their social media channels. With so much video content gleaned from a live streamed event, event planners can promote their events better and more effectively than ever!

3. Reduce Travel (and Costs!)

Perhaps the most obvious way that live streams enhance the availability and accessibility of events is by reducing the amount of travel–and travel expenses–required for attendance. It’s largely because of these conveniences that some people fear that live streams may cut into in-person attendance numbers. And, while research indicates that live streams may actually increase in-person attendance for events, digital availability is, admittedly, a highly attractive option.

Yet, no matter how much they may want to attend, people can miss out on  events for any number of reasons. They may not have the money to register. The event may be too far away. They may be sick. They may not be able to get the time off work. They may have other commitments. Live streams may not be able to solve all of these issues, but they certainly provide more options. Aspiring attendees can watch from work or from home, and some live streams even allow for video replay, which removes time constraints as well! Live streams don’t remove in-person attendance; they make events accessible to those who wouldn’t be able to come in the first place!

4. Reach All Kinds

Your event could offer the most useful and beneficial content ever put together, and there would still be a large group of people who would rather not attend. Whether due to social anxiety or do-it-yourself attitudes, in-person events just aren’t attractive to some people. Regardless of why, live streams may offer an enticing alternative. People with physical limitations, for example, can access online events more easily. Introverts can attend without having to drain their social batteries.

For many, the greatest element of an in-person event is the powerful networking potential it offers. Yet, event networking has been dominated by a very specific type of person for a long period of time. Various groups and types of people who don’t fit this mold have been pushed to the sidelines, unable to participate. For these people, live streams provide a refreshingly alternative and more welcoming space.

5. Increase the Scope and Engagement

With the understanding that live streams actually improve attendance numbers–both online and in-person for future events–event planners can grow their events in a variety of ways. In addition to increasing the actual size of events and growing revenue, live streams can lead to extended presentations and workshops. Since engagement with live streams is longer, lengthy videos shouldn’t lead to a decrease in online attendance. With more viewers, event planners can also look to grow the scope and variety of topics discussed at their events.

According to some data, users are more interactive and engaged with live streams than they are with recorded videos. This gives event planners another element to consider when designing their event, as forums and various other outlets for discussion can be incorporated. Many live streamed events even allow viewers to speak with presenters, event exhibitors, and administrators while the event is ongoing. This helps enhance the presence, personality, and availability of an organization in the eyes of consumers–making your event both delightfully engaging and memorable!

You may also like: Boosting Your Revenue Potential with Live Streamed Events

Conclusion

When it comes to events, live streaming is the way to go; you can bypass attendance caps, find new methods of marketing, minimize travel and costs, expand your audience, and increase your event’s engagement. Give it a try next time your association runs an event–you’ll find yourself pleasantly surprised!

Sources

The post Filling Seats: How Livestreaming Makes Events Accessible appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Despite this, organizations are still slow to realize the full potential of the practice. Back in 2016, about 44% of brands were incorporating live streaming. That number has grown steadily since but, for most, there’s still plenty of room to grow.

In general, videos perform much better than other media formats. Videos typically have a greater than 135% organic reach on social media channels compared to pictures. Additionally, viewers watch live videos longer, comment more, and share them more often than they do their pre-recorded counterparts.

However, when it comes to positive brand awareness, the effectiveness of a live stream is more important than just its widespread coverage. Live streams give organizations the power of immediacy. They can showcase sides of the organization that most consumers would never (or could never) otherwise see.

While there are countless ways that live streams can help your organization, today we’ll be exploring some of the best ways they can help promote your association’s brand:

1. Introduce Your Organization

One of the best ways for an organization to build true brand recognition is to give the world a closer look at its inner workings. Modern consumers connect best to organizations that display transparency, honesty, and authenticity.

In order to gain the trust of consumers, organizations need to be human, be responsible, and be available. How better to achieve this than to use live streams to show off your association? Live streams can highlight how your organization operates by bringing viewers behind-the-scenes:

• Showcase your creative process
• Take viewers on a tour
• Create videos that show off your organization’s culture

Some organizations even choose to live stream meetings or interviews with various personnel. This helps to add personality and a face to the company.

You may consider giving your consumers a chance to ask questions of different people. The goal here is to help bridge the gap between the organization and the consumer. Demystify your operations and unveil the processes involved in your work. The more people know and understand, the higher the chance they will connect with you.

These live streams don’t have to be polished pieces of art, either. In fact, many of the most effective live streams are unscripted and rough around the edges, making them come across as more “real” and authentic.

2. Highlight Your Initiatives

As a promotional tool, few mediums can compete with live streams.

Effective live streams remove the middleman and the confusing marketing language, instead providing immediate updates, increased awareness, and news announcements directly from the source.

Associations can use live streams to show-off or tease new and upcoming courses and conferences. Some may offer exclusive sales via discount codes or contests during the stream.

Other associations may use live streams to provide a countdown to an upcoming event or initiative. This can help build excitement and ensure a launch doesn’t go by unnoticed!

Another effective live streaming method is to highlight positive initiatives or charity work done by your organization. In this globally-conscious age, live streams with a social focus can inspire audiences and help them connect with your association’s mission.

No matter how you demonstrate your organization’s value or purpose, it’s important to keep your communications consistent and on-brand. Today’s members are much more willing to support associations when they feel that they’re contributing to a positive effort!

3. Stream Your Events

Improving access to your association’s events is a powerful way to increase brand awareness.

For one, live streaming your events will result in a more widespread reach: your consumers will enjoy more attendance options and, as a result, your attendance will become more diverse. As an organization, live streamed events position your brand as more accommodating and forward thinking.

Furthermore, live streams encourage and allow for real-time interaction with attendees. This high level engagement that live video attracts means that most social media platforms favor live streams in their promotional algorithms, allowing you to promote your brand further and farther. Live streams also allow your organization to better promote your events on social media, even directly linking to the event in posts.

Whether it’s product launches, association introductions, or a large industry forum, it’s important to remember that the best live streams offer audiences something that may not be available in person. This takes your live stream from being an extension of the physical event to something altogether unique and distinct.

Even after the live streams and events are finished, organizations can use the material they recorded in a variety of ways. Some organizations break up the video and use it for promotional purposes, enhancing their brand awareness even further.

Make sure to archive and catalog your content for ease of use!

4. Run Live Training Programs

Brand awareness is important, but how consumers recognize and remember a brand is perhaps the most important of all.

With live streams, organizations can inject more value for consumers in a greater number of ways. One of the most effective uses of this strategy–particularly in terms of brand awareness–is to offer live training programs.

Live training programs can be anything, from individual courses to industry certifications to a series of webinars. Some organizations may offer complex training programs, whereas others may prefer simple how-to videos or live demonstrations. Associations can even live stream customer support and customer onboarding videos!

No matter the content, the purpose is the same: education.

Providing educational content helps position associations as thought leaders in their industries, making them a hub of information and a landing spot for professional (and personal!) development.

The live delivery component of this kind of training makes the learning process more of a personal experience. Students and instructors can connect in real-time, and members feel more seen and heard in their studies. By offering live educational support, organizations can foster feelings of being seen and supported in their members.

5. Partner Up

In this age of information, brands are evaluated in many different ways.

Associations looking to build brand awareness should look into teaming up with brands and sponsors with similar values and goals. Organizations may, for example, align with another brand and participate together in a purposeful initiative. Others may seek out professional live streamers or social media influencers to partner with, which can have a major impact on reach and brand awareness.

It’s important, however, that organizations choose the right brands to partner with; when one organization aligns with another, their messaging should be consistent, or else audiences will be left confused.

Perhaps the most effective form of collaboration via live streams is when organizations work directly with their audience.

Associations that respond to and communicate with their members tend to be the more relatable and memorable brands in the digital landscape. Use live streams to:

• Talk to your audience,
• Gather feedback from members, and
• Use it to improve your services.

While crossover content and impressive guest appearances can have lasting effects, good old-fashioned customer appreciation is often what makes the biggest overall impression on your brand!

You may also like: Making Sure Your Next Event is Your BEST Event

Conclusion

In conclusion, live streaming is becoming an indispensable tool for organizations aiming to boost their brand recognition.

Live streaming’s unique ability to engage, captivate, and provide real-time connections makes it a key component in many a marketing strategy. From introducing an organization to showcasing initiatives, from offering live training programs to forging partnerships, live streaming empowers associations to resonate with members on a deeper level and leave a lasting impression.

As this dynamic medium continues to evolve, one thing is becoming clear: embracing live streaming isn’t just a promotional option–it’s rapidly becoming a necessity!

Sources

The post Boosting Brand Recognition: How Live Streaming Can Help appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

On the association side, sponsors can help offset the cost of events. On the sponsor side, the more attendees an event gathers, the better the opportunity to boost their brand.

Because of this, adding a live stream to an event is an excellent way to improve sponsorship opportunities. While there’s no guarantee you’ll hook your ideal target every time (this is life, after all!), there’s no better way to land a big catch than to increase the value you offer–and boy, do live streams help you offer!

Now, while many of the draws of live streams are the same as in-person events, there are some differences. For instance:

• Live streams present fewer geographical limitations and can offer a more varied audience.
• Live streams can extend a sponsorship past the event date.
• Sponsorship content in a live stream can be presented and viewed in multiple ways.

The reality is, sponsors are interested in pairing up with live streams for a lot of the same reasons that your organization decided to implement them in the first place. Now, it’s just up to you to make sure that it’s your live stream that those sponsors choose!

Let’s take a look at how to accomplish this:

1. Upgrade your Stream

The first step to attracting sponsors is to work on your stream.

If your stream looks amateurish, is hard to access, or features an unstable presentation or connection, your viewership will suffer. Few viewers will tune in and even fewer will stick around! This, of course, presents a major issue for sponsors.

How do you avoid these issues without breaking the bank? Let’s find out!

1. You can develop a professional-looking stream with just a smartphone, some quality lighting (ring lights and light panels, anyone?), and a sturdy tripod. You may consider implementing an external microphone to capture high-quality audio, too.
2. Next, you’ll want to ensure that your connection is strong. Latency issues will drive away viewers more than most other factors–no one likes lag!
3. Finally, by hosting your live stream on a reputable streaming platform, you assure sponsors that viewers will be able to access the stream and receive the necessary support, should they need it.

How about that? It’s as simple as one-two-three!

2. Help Them Be Known

For most sponsors, one of the most important details is visibility. How will viewers know that the event, the organization, or the live stream itself is sponsored?

With the wide variety of streaming platforms and technologies available in this market, streamers can promote their sponsors in a growing number of ways:

• Event planners can have speakers verbally promote the brand.
• Associations can display a sponsor logo in the shot.
• Sponsors can have their own dedicated segments (for instance, introducing sessions or hosting their own informative talks).
• Logos can be added to the event landing page (and even overlaid in the event recording in post!).

With the right live streaming partners and platform, associations can offer different levels of promotion to match the needs of their various sponsors.

3. Integrate, Integrate, Integrate

While some sponsors are content with having their logo posted on a live stream, there are those who would be interested in having more involvement in the organizations and the streams that they sponsor.

Up the ante for sponsors by including them in your event in various ways. For instance, associations can:

• Offer sponsors an exhibitor position.
• Use one of their products as a central component at the event.
• Include links or downloadable information about sponsors to drive engagement from viewers.

Another positive about offering a variety of sponsorship options is that your organization can provide tiered sponsorship levels. This gives sponsors a selection to choose from, enabling them to get the right level of involvement at the right price.

Organizations may even want to offer an a la carte approach to sponsorship packages, allowing sponsors to completely customize their involvement. Display your flexibility and your value all in one go!

4. Present a Thorough Plan

Whether you’re reaching out to individual sponsors or presenting a blanket advertisement to attract a variety of organizations, what you need is a solid event plan.

It’s important to know and communicate your event’s purpose, its main themes, and what your audience demographics look like. Paint as clear a picture as you can in order to increase the quality and the relevance of your sponsors.

When searching for individual sponsors, look for those organizations that share your target audience. This will increase the stakes for them and their involvement. Consider what your values are and what themes you wish to illuminate during the event. Then, look for sponsors that align with these values and themes.

The consistency between association, event, and sponsor not only makes it more appealing for sponsors, but it can improve the overall experience for attendees as well!

5. Extend Your Reach

When it comes to sponsorships, live streamed events may look a little different than traditional events.

For one, the audience may be slightly different. Live streams offer a wider geographical reach than most in-person events, which means you’ll be bringing in additional viewers–some outside of your normal pull. This can provide more incentive for sponsors beyond your event’s specific location.

Not just this–an online setting provides the perfect opportunity to promote online-related brands and products. Because of this, you may even consider hosting additional sponsors; some for in-person events and some for the live stream aspect. Consider this for your tiered package approach (as outlined above!).

Your event’s reach doesn’t end here, however: many organizations choose to reuse their live stream content:

• In some cases, organizations allow users to rewatch the stream for a set period of time.
• Some organizations allow users to purchase viewing rights to the stream as a stand-alone course.
• Further still, some associations repackage their stream content into full training programs or use them in workshops.
• Some will even use snippets of a stream for marketing purposes

Whatever you choose, the results are all the same: the content’s life cycle is extended.

For a sponsor, this can mean extended visibility and higher sponsorship value. Consider some new ways that your organization can reuse your live stream content and you might uncover some new sponsorship opportunities while you’re at it!

You may also like: Making Sure Your Next Event is Your BEST Event

Conclusion

When looking to attract sponsors to your next event, don’t sleep on live streaming and the value it can bring. The relationship between associations and sponsors is bolstered by live streaming’s ability to transcend physical boundaries, extend brand exposure, and engage diverse audiences.

Stand out in the eyes of your potential sponsors: optimize your live stream quality, feature them prominently, integrate their presence, present a comprehensive plan, and maximize your reach. Do this and you’ll create a winning formula that not only enriches your events but also entices sponsors to choose your association’s live stream as its ideal partnership opportunity.

So, set the stage, roll the cameras, and let your live stream shine as a beacon that sponsors can’t resist!

The post Attracting More Sponsors: the Live Stream Appeal appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

As an association, you have to consider how your environmental outlook will be viewed by your industry, your members, and non-members alike. While it, of course, looks good for an association to go green, it’s important to recognize that organizations hold the power to make a difference as they hold positions of power and influence in their respective industries. 

Unfortunately, associations also participate in creating an enormous amount of waste–especially during events! According to MeetGreen, a typical three-day event with 1,000 attendees produces an average of more than 5,500 kg of waste. 

For associations looking to make a difference and develop a green initiative that members can get behind, a green-focused venue is a great opportunity. To help you realize this goal, we’ve outlined several ways that you can green up your next venue–without breaking the bank! 

1. Team Green 

When you start developing your venue and considering everyone who will be involved, you should examine the environmental policies of every person and organization attached to the event. Remember, they’ll be representing your association!

You can:

• Ask them to give some background on any green initiatives or efforts they’re currently running. 
• Review their policies and look for 3rd party sustainability certifications (such as LEED, APEX/ASTM, or Green Leaders).

Remember, every speaker, vendor, and exhibitor should be accounted for. The more effort you put into the research and planning in the beginning, the more cohesive your event and your message will be in the end!

2. A Healthy Venue 

Just as your association has to select its partners carefully, your venue choice can greatly impact your event’s environmental impact. 

Locating an environmentally friendly venue may be easier than you think. In fact, many venues today will readily offer up that information in advance–especially if it’s a point of pride for them. 

You can also research green venue reports, sustainability indexes, and ask for more information from the venue administrators. Among other things, look into their waste reduction and energy efficiency policies before you make a decision.

While the venue itself plays a massive role, the location of your event is also important to the overall initiative. You’ll want to consider, for example, where attendees will stay and dine while there. 

• Are there hotels and restaurants close by? 
• Are they environmentally friendly, or are there greener options available? 

You can also consider setting up a carpool project or providing a shuttle during event hours to cut down on car use and pollution. Every little bit helps!

3. Make it Digital

In most settings, going digital can have a significant impact on green initiatives. Additionally, there are multiple options for going digital–and perhaps just as many benefits! 

Associations may consider developing or using an event app, as well as emailing out presentation notes instead of using paper. Meanwhile, speakers can integrate technology into their presentations as much as possible and/or encourage attendees to connect to the event webpage through their smartphones. 

As for the benefits, incorporating digital options can dramatically cut back on paper and other waste during an event. Cost-wise, digital events can end up saving your association  money in the long term. 

Since event apps and other technology can be used for multiple events, your overall costs can be reduced considerably over time. Adding technology can also add to the experience: event apps are powerful tools for networking and communication, as attendees can chat in a less intimidating environment and even ask questions of speakers, exhibitors, and administrators. Less waste, more value!

4. A Green Theme

Once you’ve established that you’re pushing for a green event, you’ve recruited the best of the best to represent your association, and you’ve found your venue, you can now look at developing a green theme to really make an impression on your guests. 

Discuss your themes with the different speakers and exhibitors. Ask them to incorporate some type of environmental theme into their messaging to develop a more cohesive overall product. 

Just as a rising tide raises all boats, this type of consistency can improve the event’s green goals and improve each individual presentation and product.

5. Food and Drink 

One of the biggest waste producers at any event is the food and drink.

You can cut back on this waste by seeking out recyclable or compostable food and drink containers. Consider meatless menus for less carbon production, bulk condiments for fewer packaging requirements, and organic food options to promote healthier farming and eating practices. 

Another great option to promote sustainability is to buy from local food and drink producers. Buy only what is needed and serve only what will be eaten!

6. Start an Initiative

While cutting back on waste and developing a green theme can go a long way, your association can further enhance its impact by getting everyone involved. 

Leading up to the event, think of ways of generating interest in environmental change. Consider creating a green contest of some sort. Celebrate the winners and their stories during the event. To stir up involvement, offer prizes for winners, such as course or event discounts (or even free admission!). You can extend the initiative after the event as well, encouraging attendees to keep the momentum going. 

If you continue this green initiative, you can even track the event’s results year over year, finding new and better ways to hone your environmental skills. 

You may also like: 5 Benefits to Live Streaming Your Association’s Event

Conclusion

When it comes down to it, adopting eco-friendly practices and implementing green initiatives for events can not only improve the reputation of an association but also create a positive impact on the environment. 

By carefully considering every aspect of the event, from venue selection to waste reduction strategies, associations can pave the way for more sustainable practices within their industries. Engaging all stakeholders–including event partners and attendees!–in the green mission can also amplify your effort and inspire others to follow suit. 

As leaders in their fields, associations can (and should!) embrace sustainability and set an example for members–while maybe even saving some coin in the process!

Sources

The post Make Your Events More Green (Without Spending It!) appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

For those who have yet to master the art of live streaming and develop their own methods, however, the process can seem daunting–and even a little overwhelming. While there is no one way to build a guaranteed-successful live stream, your organization can dramatically improve its odds of triumph by following a set of tried and tested guidelines.

That’s where we come in! Today, we’ve compiled a list of steps that can serve as a helpful roadmap, filled with tips on where to start and what to look out for. Before long, your organization will have high-quality live streams up and running. Your audience will thank you for it!

1. Simplify Your Setup

It can be tempting to go out and get the biggest and best live stream setup available, but unless you really know what you’re doing, it might be better to opt for something more simple at first. The more components your setup has, the more complex your system is, and the greater the room for error.

Remember, a simple setup can still generate an extremely high quality live stream if done right!

In the beginning, your organization should focus on mastering live stream basics. Use only the most crucial tools and components to lower your odds of facing technical errors. With enough experience over time, you’ll build a more informed understanding of what you lack and what you can upgrade in order to improve.

Remember to KISS: Keep it Simple, Silly. Take things one step at a time!

2. Plan, Test, Practice

Long before you take your stream live, you should have a plan drawn up.

Think:

• What parts of the event will be streamed?
• Where will the cameras be positioned?
• Does the lighting look good from every (filmed) angle?
• Does the audio pick up clearly on every camera?
• Who is operating what equipment, and when?

Be sure to check each piece of equipment that you plan to use, and do a rehearsal “test run” before starting up the live stream engines. It’s also wise to try the stream out on multiple devices to see how everything looks and runs before going live.

Finally, it’s not a bad idea to have a backup plan in place should anything go wrong. Even a quality smartphone or two can do in a pinch!

3. Getting Connected

Your internet connection and choice of streaming methods are every bit as important as the technical setup itself.

Assuming you’re using the internet, it’s always best to use a wired connection whenever possible. WiFi is convenient, but if it blips, you could encounter problems. It’s also good practice to set up an isolated connection so that no other users can interrupt your connection.

When deciding on the quality to generate for the stream, you’ll need to know a few things:

• What bandwidth is available to you?
• How many attendees are expected?
• How long is the stream?

Generally, you’ll want a bandwidth that is two times that of the desired stream bitrate.

4. Changing the View

Depending on the technology you have available to you, your live stream could benefit from multiple camera angles and perspectives.

If you have the resources, try setting up different cameras to catch different aspects of the presentation. With a video switcher, you can move between cameras with the click of a button. You can also create presets on the switcher to catch more unique and dynamic shots, including things like:

• Microphone closeups
• Projector screen views
• A Q&A angle
• Even the audience!

The type of switcher you use is completely up to your personal preferences and budget–there’s one to suit every association, so don’t be afraid to look into them.

No matter the tools you choose, presenting a variety of camera angles and perspectives can break up the monotony of a single shot and give the audience a more dynamic experience. This can go a long way in simulating actually being present at the event as well–making viewers feel more engaged and “in the moment”!

5. The Skinny on Encoding

Encoding is the process of turning a recording into a live stream. The technology used to do this varies considerably. Your organization may choose between a free encoder, software, or hardware. Before you choose one method, look into the pros and cons of each and decide on which would be the best fit for your organization and event.

You’ll also need to decide how you want the streams transcoded to your viewers: do it yourself onsite, or have another organization take care of it offsite?

Many streaming services now allow you to submit a single stream at the highest possible bitrate and then permit viewers to choose their preferred quality. As always, consider your audience and what would work best for them.

6. Start Early and End Effectively

One of the best ways to ensure that viewers join the live stream on time is to start the stream before the actual event is set to begin. Open the virtual room ten or fifteen minutes early and let your audience join and get comfortable. You can even chat with participants while you wait!

Additionally, if your stream doesn’t start until the last possible minute, you shouldn’t expect viewers to join early. While some early visitors may wait patiently for a stream to start, a blank screen or a black screen may give them the impression that your live stream is experiencing technical difficulties. Instead, give early visitors a sign that you are on schedule. You could:

• Stream the empty stage
• Stream a graphic indicating the stream will begin soon
• Talk with early joiners (like a pre-show meet and greet!)

Whatever method you choose, letting your audience in early and notifying them of the event start time will ensure that everyone is ready to go when you are.

When it comes time to end the stream, you should avoid the fade-to-black method. The period after a stream ends is a great opportunity to present a call to action, such as encouraging members to sign up for the next event or directing viewers to your organization’s website.

But wait, there’s more! Many stream locations also provide a video replay, which allows viewers to rewatch the stream to catch up on anything they missed–a great way to help your audience to get the most out of your event.

7. Record and Store all Content

While you may not want to live stream everything at your event, if you have the technology and the cameras available, it can be incredibly beneficial to record each session. You never know when something will become useful, and storing the additional video shouldn’t take up too much space. Remember: it’s better to have it and not need it than to need it and not have it!

After the event, you can look into various ways of repurposing the content or adding the material to other areas. You may want to turn recorded sessions into on-demand webinars for your association (which can help you earn more non-dues revenue!) or cut it into snippets to help market your association and promote future events.

Finally, these recordings can also give your organization plenty of test material to see what works and what doesn’t, helping you improve your future live streams. The more streams you host, the more experience you’ll gain, and the better value you (and your members!) will reap from it.

You may also like: We’re All Watching: Why Video is the Most Engaging Medium

Conclusion

In the end, mastering the art of live streaming requires a little planning, a bit of technical know-how, and a solid commitment to delivering high-quality content to your audience. By following the steps above, hosting lots of informative streams, and improving your approach with every event you throw, you’ll soon be leading engaging and successful live streams that captivate and connect with your audience!

Sources

The post Live Streaming 101 appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Thankfully, advances in the field have made it so that people can better access events of all kinds–from international conferences to simple meetings and workshops–and interact with them from anywhere in the world.

From a business standpoint, live streams allow associations to diversify their offerings and better accommodate their members.

Despite all this, some organizations have yet to adopt live streams for their events. Some may worry about the initial start up costs or the learning curve. Some may wonder if live streaming is really for them.

The truth is, live streaming can make an impact for most associations, and they suit virtually every kind of event. They can bring in new revenue streams and give some of your already established streams a nice boost.

Today, we’ll be looking at some of the ways live streams can benefit your organization!

1. Boost Your Online Attendance

In general, live streams give your would-be event attendees more options when attending.

Research indicates that digital attendance doesn’t cut into physical attendance. In other words, if an attendee can attend an in-person event, they usually will. If anything, live streams typically increase in-person attendance in future years, as approximately one-third of digital attendees will attend the physical event the following year.

Think of it like this: live streams give digital attendees a taste of what you offer. Live streams also provide a useful alternative for those restricted by time, cost, and distance (among other things).

This isn’t all, however; live streams also bring in a new and dedicated audience altogether. Live streams have the ability to bypass geographical restrictions and expand audiences. They can cater to different personality types and those in situations that may limit their physical attendance. Live streams are accessible to anyone with a computer, phone, or tablet!

To find the best live stream attendance pricing, consider the value of the streamed content compared to the in-person event.

2. Offer Online Specials

Once your organization has committed to running live streams, you can develop an entirely new line of product and service offers for your virtual audience. This can include anything from discounted attendance on future live streams to online-only offers, such as access to online workshops and training programs.

You may even decide to offer online specials with your live stream partners, sponsors, and advertisers! Revenue from any resulting conversions can be split in whatever way you and your collaborators see fit.

Another option to consider is offering group specials for larger groups attending your stream. While this can (and should!) be offered for in-person events as well, live streams have the benefit of a much greater reach. After all, people can join the stream without having to commit a great deal of time or energy. This also allows your organization to consider a much larger pool of potentially interested groups!

With the right marketing strategy and discount program, your next live stream may see a big spike in attendance.

3. Increase Your Advertising and Sponsorships

In addition to ticket revenues, sponsorships and advertisements are probably the biggest non-dues revenue generators for live streams.

When broadcast across the digital landscape, events take on a different shape. They may appeal to new sponsors and advertisers now: those who wish to promote a digital product or brand and/or those who wish to reach an online audience. This can open a lot of doors for additional opportunities and revenue streams!

Furthermore, your event sponsors and advertisers get to stretch the shelf life of their investment through the very nature of live streams. After all, if you’re live streaming your event, it only makes sense to keep a recording of the stream!

Consequently, recorded events can be played back at later dates on-demand and used in various ways long after the physical event ended. This means that your sponsors and advertisers get to show up on-screen again and again with every playback!

Additionally, like with an in-person event, live stream planners can offer their sponsors and advertisers different integration opportunities. With a clear understanding of how your event will be displayed live and how it will be used in the future, your organization can offer multi-tiered advertising packages–netting you a number of revenue streams in the process!

4. Gain New Partners and Exhibitors

The addition of an online audience can lead to new partnerships and financial opportunities.

If your organization can demonstrate that live streams have broadened your audience and consumer base or expanded your geographical reach, it’s quite possible that more organizations will see value in working with you and participating in your events. Not only can this lead to increased investment and involvement in the in-person events, but some new partners (for instance, those advertising virtual services) may look to be solely integrated in your live streams!

To make the most of these possible new avenues, it’s important to consider what your live stream audience will see or be interested in that the in-person audience will not. Perhaps you may want to partner with organizations that offer live streaming and other relevant technology.

Consider broadcasting unique interviews or behind-the-scenes looks at specific vendors and exhibitors. Find ways of providing partners with broader exposure, and you’ll attract more in-depth investments in return!

5. Create New (and Repackaged) Material

While the majority of the appeal for a live stream is the accessibility in real-time, your content can still offer a great deal of value after the event ends. And, the more ways your organization can think to reuse this content, the more revenue streams you’ll open with it!

For example, recorded workshops or presentations may be reused as part of a training program. You may develop a workshop series by pairing new content with workshops from past events.

Over time, your cache of recorded content will make for more varied package opportunities, allowing your organization to present offers by theme, speaker, goal–whatever you can think of! Build a solid backlog of content and you’ll be prepared for whatever trends your industry throws at you.

6. Attract Future Attendees

There’s no set way to benefit from live streams or the content they bring. Think outside the box when looking for new avenues of opportunity–especially when it comes to marketing for your next event!

For instance, your organization may decide to rebroadcast one of its previous events.Though the live-ness of the stream has come and gone, those who missed out the first time will get a second chance, and everyone will get the opportunity to see what the hype is about.

For best results, consider making the new broadcast accessible only for a limited period of time, and be sure to monetize it. You can even offer it at a discounted price compared to the original to increase its allure.

A rebroadcast can be an extremely effective promotional tool for upcoming events, giving potential attendees a look at what took place in prior years (and thus, a look at the kind of quality they can expect in the future).

You can even cut segments out and upload them to your association’s social media accounts like commercials!

You may also like: We’re All Watching: Why Video is the Most Engaging Medium

Conclusion

Overall, the live streaming of events can be an incredibly valuable tool for member-based organizations.

By embracing live streams, associations can expand their reach and attract a global audience, increasing online attendance and engagement. Moreover, the ability to offer online specials and better integrate advertising and sponsorships into live streamed events opens up new revenue streams and partnership opportunities. Live streaming also allows organizations to create new content and packages for members, increasing value and helping attract attendees to future events.

Help your association grow and succeed in this ever-evolving digital landscape: consider live streaming your next event!

Sources

The post Boosting Your Revenue Potential with Live Streamed Events appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

When choosing a presenter, associations need to consider several key elements about their event. They can then match speakers to session themes to ensure a cohesive event from start to finish. 

Though budget often plays a large role in the process, associations should ensure that quality is the most important consideration in their decisions. Because of this, we’ve compiled a list of tips to help your association simplify the process and find the perfect speaker for your next event!

1. Define and Align Values

The first step of this process requires your association to define its values and goals for the event. 

Think about the overall message of the event. You can use this as a basis for your speaker search. Your speaker should deliver something consistent with your overall message. 

Consider the timing of their presentation: where will it fall? Is it the kick-off, the midpoint, or the closing keynote speech?

Equipped with this information, finding a speaker to fit will be much easier. Get a feel for their material and how it might work with your audience. If their message would be best served to set the table for what’s to come, they might be best in one of your event’s opening slots. 

Don’t be afraid to voice what you want from your speaker, either. Let them know what your values and goals are and see how they believe they will fit. They may have suggestions you never thought of!

2. Understand Your Audience

The best speaker for your event is the one that will best satisfy your audience. For this to happen, you should know who your audience is and what they want. 

Wondering how to gather this information? 

Ask your members for feedback. 

Ask them what they look for from event speakers, and review feedback from past events. You may also consider searching social media to learn what members want most–or even using the poll functions to quiz your audience. 

The important thing is to start the conversation on your association’s various channels. Do this, and you’ll understand what your members want in no time! 

3. Consider Their Style

If you have a chance to see and review the style of your potential presenters, consider how they might fit in with the feel of your event. You may also want to think about how their style matches the time slots available. 

For example, those with energetic and dynamic presentation styles may work best at the mid-day point to get everyone energized and over the hump. On the other hand, those who inspire and motivate change may be best suited for the final keynote slot.

You will also want to think about how speakers structure their presentations. For example, those who integrate Q&As can be useful for livening and loosening up a crowd. 

Consider:

• How do they present and work with audiences? 
• Are they creative and thoughtful? 

It’s a delicate balance. 

While the big name speakers may help attract audiences, those who constantly work the event circuit may not be able to offer the same fresh ideas and perspectives as newer or more unfamiliar speakers. Try to incorporate some of both!

4. Take Some Risks

As mentioned above, taking a risk on a speaker can pay off enormously, as unknown speakers bring an element that attendees can’t find elsewhere. The trade-off here is that more familiar speakers likely bring with them more security; they often have more experience and more material for your association to review before making a decision. 

Think about what is most important to your event and let that help inform your decision.

You might want to also consider what kind of risks speakers take. 

• Are they trying new things?
• Do they incorporate new technologies or new keynote methods? 

While new speakers might not have the same proof of success as their tried and true counterparts, they may also give your audience something they’ve never seen before–making a lasting impact and boosting your event’s value.

5. Seek Out Integration

While integrating a speaker into your next event largely depends on how your association structures its speaker packages (and what you offer them), you can at least explore whether potential speakers would be open to greater involvement. After all, speakers who are more engaged with your event and your association may be willing to offer something extra for your audience. 

• Would they stick around after their presentation to talk to the audience? 
• Would they be open to running a workshop as well? 
  • Do they have the material (and the ability) to do so? 
• Would they speak to smaller groups who express interest after? 
• Would they promote the event to their network? 

These are all questions that may help you answer how much integration is possible. Talk to your potential speakers–you may be surprised!

You may also like: 5 Benefits to Live Streaming Your Association’s Event

Conclusion

Choosing the perfect speaker for your next event requires careful consideration and planning. By following the tips outlined above, your association can simplify the process and find a speaker who aligns with your values, understands your audience, and complements your event. Remember to prioritize quality, and be willing to take risks to make your event memorable and impactful!

With a well-chosen speaker, your event is sure to go in with a boom and leave a lasting impression on all who attend!

Sources

The post How to Choose the Perfect Speaker for Your Next Event appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Technology has given us the ability to witness things in real time with few restrictions through the birth and growth of live-streamed events. While some organizations and event planners still question how this movement will impact in-person event attendance, the vast majority are readily investing in live streaming. 

For those who are still on the fence about live streaming their next event, today we’ll be looking at some of the major benefits it can offer. Your members and your audience will appreciate it!

Continue reading to learn how introducing live streaming to your event can improve your association overall:

1. Increased Attendance 

Live streams have the ability to increase your event attendance in several different ways. 

For one, live streams expand the reach of your event. With virtually no geographical restrictions and the reduced costs associated with attending live streams, people from all over can tune in. 

These digital events also cater to an additional crowd: attendees who would otherwise never attend an in-person event can watch from the comfort of their own homes. People with physical disabilities or social anxiety, for example, can not only attend your event but participate with virtually no limitations. Inclusive and effective!

In general, live stream attendance requires much less of a commitment, so people who were originally on the fence about attending are granted an easier, lower-stakes decision. Live streams mean lower costs and easier access, so there are fewer barriers to entry.

However, live streams don’t just improve overall attendance of your current event–they may also impact future events, both online and in-person. 

Live streams can serve as an introduction to your organization and your events, giving potential attendees a closer look at how things are done. This can help interested attendees make an educated decision on whether to attend an upcoming event–they’ll be able to see what your association can offer, after all! In fact, upwards of 30% of live stream attendees may actually attend the same event in-person the following year.

2. Improved Engagement 

Nothing inspires engagement like videos–even more so when they’re live! 

According to Fidji Simo, the Product Management Director at Facebook, live video viewers comment 10 times more often than regular video viewers. The live aspect better connects viewers to the content and other viewers, likely because they can interact and receive responses in real-time. 

For even greater effect, event organizers can interact with viewers on their streams by hosting a Q&A, participating in the discussion, and involving the stream audience in the physical event as much as possible. 

Live streams can also improve engagement among members within an organization–especially those who aren’t as involved, committed, or enthused. Often called “dormant members,” these more inactive people may be more willing to tune into a live stream than attend a physical event.

In many cases, live stream audiences are partially made up of people who have never attended a physical event in the past. Providing this group with a means of interacting and engaging with your organization can pay major dividends now and in the future!

3. Create New Material

While a live stream is a powerful tool at the moment, the session recording can be used in a number of ways for a variety of purposes in the future, too. 

A recording of your event can be archived and made accessible to viewers at a later date. For potential event attendees, an archived recording of a past event may help convince them that the new event will be worthwhile. These event archives can also be used to attract potential speakers, exhibitors, advertisers, and sponsors for your future sessions. 

Furthermore, the recorded material can be broken up, reused, and repackaged in multiple ways. For instance, an organization may use videos of workshops or presentations as part of future training programs. They may package certain videos by theme or type, or else make a “highlights” package for quick event recaps. 

You can even use event clips for marketing purposes to help drive brand recognition, promote future events, and encourage membership renewals. 

4. Additional Revenue Streams 

In addition to the revenue-boosting material live streams bring about after the fact, live sessions can help bring in new revenue in real-time.

For example, live streams often feature digital workshops or online-only offers, which present additional revenue-earning possibilities. Your live streams don’t just provide the material for these offers, but they also help encourage the audience to partake in these offers. 

Moreover, live streams can help attract new advertisers and sponsors, particularly those with an online influence or those with a brand influence that stretches beyond the location of the physical event. In fact, they can be especially attractive to advertisers and sponsors due to their replayability; because live streams are typically recorded and hosted for later viewing on an association’s website (whether in course-form or not), the expanded audience means a higher return on investment!

5. Enhanced User Data

One of the most underappreciated aspects of live streams is the data that they can provide an organization. 

Aside from the obvious recording of an event and its sessions, live streams often leave a very detailed record of audience activity and responses. Organizations can use the resulting viewer data, forum records, and survey results to generate an accurate reflection of the event as a whole.

This information can be incredibly helpful for planning future events and improving customer service: 

• How well was a speaker received? 
• Which topics drew in the most consistent traffic? 
• What was missing from the event or the live stream? 
• What were some of the highlights and lowlights? 

Live stream data can go a very long way in helping organizations answer these questions–and more. 

When associations take advantage of the information available to them, they become better able to serve their audience by pinpointing areas of improvement and excellence; you can do more of what works and fix what doesn’t. Because of this, collecting data and analytics is crucial when planning for the future!

You may also like: Keeping Current with Technology: How Your Association Can Benefit

Conclusion

Keeping these benefits in mind, it’s no wonder that event live streaming has become an increasingly popular option for event planners and organizations.And, with the increased attendance, improved engagement, and ease of creating new material, it’s easy to see why! The additional revenue potential and access to enhanced user data make it an especially attractive option for those looking to expand their reach and boost their profits. 

Incorporate live streaming into your next event; your audience–and your association–will appreciate it!

Sources

The post 5 Benefits to Live Streaming Your Association’s Event appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Of these revenue opportunities, sponsorships often contribute a significant amount. Not only can sponsorships increase your event budget, but they can help attract new audiences and bolster your credibility as well!

Yet, many associations don’t quite know where to start when recruiting sponsors. 

Thankfully, while the process can seem daunting at first, there are a few steps you can take to take the guesswork out of it all. Below, you’ll find an outline of some of the things you can do to appeal to the sponsors of your choice. 

Without further ado, let’s delve into what it takes to get the support you need for your next event!

1. Develop Your Brand

Before you approach any potential sponsors, it’s important to build a strong brand. Unfortunately, there isn’t a single or simple way of accomplishing this. 

Every sponsor that signs on to your event will be putting their name next to yours, so you need to think about the vetting process these brands will go through and ensure you measure up. That may mean beefing up your website and making sure everything is accurate and up-to-date. You may also need to ensure that your mission statement is clear and something that your desired sponsors will support. 

You’ll also want to clean up and strengthen your social media accounts. This will help demonstrate that you hold a solid position in your industry and that your members and consumers recognize this. 

For many sponsors, nothing is more attractive than an association with an active community. Give your members the space and reason to be active, such as an online forum or a well-attended social media channel. Each of these factors will combine to help define your brand identity. 

The more a sponsor knows and understands your organization, the more willing they will be to support it.

2. Know Your Audience and Your Event 

The biggest reason why organizations sponsor events is to reach the attendees. This means that associations should know who their audience is before ever reaching out to potential sponsors. 

Start by getting some information and statistics about your attendees. Whatever you can learn about your ideal sponsors’ audience can prove useful as well. If your target demographics overlap or your primary members are an underutilized demographic for the sponsor, a sponsorship could carry more value. 

You can also reach out to your audience and ask them what type of sponsors they want to see at future events. You can use this information in your proposal, informing the brand that there is demand for a partnership. Your customers likely know, trust, and follow the sponsor already, so there is a mutual benefit already in place. Your attendees will appreciate sponsors more as well!

3. Seek Out Aligned Organizations

One of the best sponsorship search approaches is to seek out brands that align with your organization in various ways. 

Perhaps you share similar goals or missions that you can highlight in your pitches. There’s a good chance that you share a similar audience with the proposed sponsor if both organizations are pointed in the same direction and looking for the same things. 

You’ll also want to look at your upcoming events. Think about the themes of the events and what sponsors might value that messaging most. 

A good method for identifying potential sponsors is to look at related events from the recent past. If an organization has sponsored a similar event, that means they are already familiar with the industry, the audience demographics, and the returns on their investment. 

While some sponsors may be loyal to your competition, most are open to any and all ways of improving their own businesses! 

4. Fill Out the Proposal 

In addition to including much of the information above, you need to ensure that your sponsorship proposal clearly outlines how the sponsor’s investment will generate a return. 

It’s important to be as specific as possible. Use as much data as you have access to in order to reflect the potential and actual value–remember, numbers talk! 

Use all of the information you currently have and fill in the blanks with numbers from past events. Consider ticket and registration numbers, resulting sales, attendance numbers, specific demographics, vendor information, social media engagement, website traffic, and past sponsorship and advertising returns. 

Possible sponsors won’t know what they’re missing unless you show them, so make sure to dazzle them with your experience!

5. Provide Integration Options

As a way to improve the value of a sponsorship deal for your events, think of ways that you can integrate them; this can add some extra incentive to your proposal and give sponsors something more to consider. 

Some possible integration options can include offering the customers of your sponsors free admission to the event (or even a membership with your association!). You may try using the sponsor’s brand of technology during sessions or giving them an exhibitor booth. 

Think about what would be attractive to your organization if you were to be a sponsor. If it sounds too costly, don’t worry–adding non-financial benefits to your proposal can still be a powerful motivator! Get creative with it and you’ll have sponsors lined up in no time.

6. Offer Different Packages

When it comes to sponsorship opportunities, one size rarely fits all. 

To give your potential sponsors some choice and flexibility, consider offering a variety of packages. Allow them to choose how invested they want to be by setting up a tiered system. A basic sponsorship package can open the door to some really impactful brands that might otherwise not get involved. 

You can also allow for customizability in the sponsorship. Enable organizations to suggest their own level of involvement and work with them to find an appropriate middle ground. Giving over some control can also lead to more invested sponsors; they may take on more responsibility in the success of the event and give more of themselves in return!

7. Take the Event Online

Once an in-person event is complete, most event sponsorships come to an end. For some organizations, this is how they want it set up. 

Many, however, would love to have their sponsorship extended beyond the timeframes and location of the event. This is what live streaming and online events can offer. By posting videos of the event online–both during the actual event and after it ends–traditional sponsorships can take on new life. 

Not only is an online audience different in many ways, but live streamed events can cast a much larger net. The recorded events can be played long afterward, which means sponsors can receive returns much longer than they would otherwise. 

As a result of the boosted audience and reach, online events can also change the type of sponsors available. Your association may be able to look for sponsors outside of your local area or explore possible sponsors with a greater online presence. 

Think about how live streams will alter your event and your audience, then look for sponsors who might benefit most from this change.

Conclusion

By following the tips above, you can increase the chances of success the next time your association looks for sponsors. It’s essential to put in the time and effort to properly structure your proposal and effectively represent your event (and its value!). Gain an edge in appealing to potential sponsors and secure the support you need for your next event–you’ve got this!

Sources

The post How to Get Sponsors for Your Next Event (and Beyond!) appeared first on Online Learning Solutions | Association Management System | Vocalmeet.