How to make your events winter-proof

Are you prepared for this year's winter season? We are already seeing increased costs for energy and transport. On top of this, the number of coronavirus cases is also rising and the energy crisis is driving up prices even further, as well as putting creases on the foreheads of some businesses and consumers. Will there be enough gas? Will a shortage cause costs to explode in other areas? Will there be an allocation? Whatever the answer, it is unlikely to be any cheaper or even more predictable than it is today. That's why you need a plan B - even or especially for this autumn and winter.

Plan on two tracks from the outset

First things first: after more than two years of the pandemic, we all know how to get your event online. This should also be part of your plan B. So make sure you plan your event on two tracks right from the start. Some of the guests meet on site and some are connected online. This makes you much more flexible at all times than relying on just one event format.

This two-pronged planning does not have to be particularly complex. Because in TEDME you can integrate a video stream with just a few clicks. It can even come from YouTube. Your event website is ready for all online viewers - including voting, surveys or question-and-answer sessions.

Broadcasting Website — TEDME - to the right of the live stream

Reduce the on-site part of your event

The logical consequence of the previous tip is to reduce the on-site part of your planned event from the outset. This reduces the costs for travelling to and from the venue, for transporting equipment and for renting the location. At the same time, this step reduces the risk of having to pay enormously high amounts for cancellations at short notice.

At the same time, this reduction measure makes your on-site part more desirable. You can also use this to your advantage in your communication. True to the motto "There are only a few places. First come, first served".

Digitise what you can digitise

If you want to further reduce your costs and effort for the on-site part, you should digitise everything that can be digitised. In addition to the online event, you can, for example, digitise all votes, elections, surveys, question-and-answer sessions, knowledge games and much more. This saves you the costs of the haptic alternative and the transport of these materials.

Use resources consciously

Question the realisation of your live or online events. Are you really making conscious use of resources? Or is there still potential for savings? Remember: small changes can make a big difference. Not every event has to be organised with elaborate stage constructions and technology. A clean stream with good sound and lighting is often worth more than elaborate and resource-consuming green screen productions in 4K. Especially if your online visitor cannot receive more than HD quality thanks to their low internet connection in their home office. This small lever reduces production costs, for example, as well as the data load that has to pass through the network. Small change, big savings with the same quality experience.

The big savings levers at events:

Arrival and departure - account for around 70 per cent of the costs; on your premises or on the participant's premises
Use of technology - for AV technology on site or transmission to home offices
Transport - from equipment to location and back

Winter-proof events thanks to TEDME

Did you know how quickly you can turn the classic voting and interaction tool into a ready-made event website? With just a few clicks, you can integrate the stream from YouTube and co. or integrate TEDME into your video conference on Webex or Zoom and you're ready to go. All interactive elements such as polls, elections, quizzes, Q&A sessions and much more continue to run via TEDME for both visitor sites. This allows you to quickly and easily reach participants in the office as well as those on site and actively involve them.

You can find out more in the articles:

Stream with single choice question — With TEDME you can easily integrate surveys, polls and chats into your stream

Conclusion

Prepare yourself and your events for an expensive winter that is once again accompanied by coronavirus. If things turn out less dramatically than feared, you will be on the safe side and benefit from increased reach thanks to the online part. In addition, you will hopefully have succeeded in increasing the attractiveness of your on-site event by reducing the number of seats or tickets.

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