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Conference Trends for 2026: Keeping Your Audience Engaged

Conferences are evolving rapidly. Attendees expect more than traditional lectures; they want immersive, personalised experiences that reflect modern technology and culture. In 2026, successful conferences use innovative formats to keep audiences engaged and inspired.

Multi‑sensory experiences

Engaging all five senses has become a priority. Research shows that sensory‑rich events increase emotional connections and memory recall. Event planners are using dynamic lighting, LED walls and projection mapping to transform conference spaces. Curated playlists and live musicians set the mood, while themed menus and interactive food stations add flavour. Textured linens, hands‑on installations and premium giveaways provide tactile stimulatio. Even scent is considered, subtle fragrances or fresh flowers create inviting aromas. Balancing these elements ensures the sensory experience complements your message without overwhelming attendees.

Seamless day‑to‑night events

Binary events, where conferences transition into evening networking dinners, are gaining popularity. Instead of moving attendees to another venue, organisers convert the same space from daytime sessions to gala dinners. This approach reduces logistical costs and keeps guests engaged. By refreshing floor plans, lighting and décor, planners reignite energy and create an evening atmosphere. Day‑to‑night events also allow for creative programming: daytime workshops and keynote presentations followed by live entertainment, awards and socialising.

Hybrid conferences and global reach

Hybrid events, which blend in‑person and virtual participation, remain vital. Surveys predict that 70 % of events will include hybrid components. Live streaming lets people join from anywhere and extends your event’s impact; professional platforms provide adaptive bitrate streaming, analytics and secure delivery. Hybrid conferences also allow you to record sessions for on‑demand viewing and build communities beyond the event date. For a reliable hybrid solution, explore Virtual & Hybrid Event Services by AVPartners.

Hyper‑personalisation and micro‑experiences

Attendees expect events tailored to their interests. According to industry forecasts, hyper‑personalised journeys will dominate conferences. Registration processes now collect preferences to create customised agendas, targeted notifications and personalised networking opportunities. Smaller group activities, roundtables, cohort discussions and identity‑based meetups, give people meaningful connection. AI‑powered matchmaking tools pair attendees with similar interests, while micro‑events deliver niche content within the larger program.

Digital immersion and emerging tech

Event technology is pushing boundaries with augmented reality, virtual reality, holograms and drones. Immersive virtual worlds and multi‑camera live production enable participants to explore digital environments and interact with remote speakers. Drones capture unique footage and add drama during opening ceremonies or evening entertainment. Holograms and mixed‑reality displays bring speakers or products to life. Gamified interactions, such as mobile scavenger hunts or AR quests, keep guests engaged throughout the conference.

Sustainability and wellness

Conferences in 2026 place greater emphasis on sustainability and wellbeing. Planners reduce waste by eliminating single‑use materials, sourcing local food and partnering with eco‑friendly suppliers. Wellness breaks, yoga sessions, meditation rooms or outdoor walks, help attendees stay focused and recharge. These elements reflect broader societal values and leave a positive impression on delegates.

Conclusion

Staying up to date with conference trends means embracing technology, creativity and human connection. By designing multi‑sensory experiences, creating seamless day‑to‑night transitions, offering hybrid participation, personalising attendee journeys and incorporating immersive tech, you ensure your conference stands out in 2026.

For support with cutting‑edge event technology and creative design, explore AVPartners’ Conference and Event and Multimedia Production services.

December 23, 2025

Why Host a Destination Conference? Benefits, Trends and Venues for 2026

Event How To

Organising a conference at an inspiring destination can transform a regular meeting into a memorable experience for delegates. In 2026, business travellers increasingly crave fresh settings, immersive experiences and opportunities to combine work with leisure. Choosing the right destination and venue removes day‑to‑day distractions, deepens engagement and reinforces your event message. This guide outlines why a destination conference could be the ideal option for your next event and highlights some of the exceptional venues offered by AVPartners across Australia.

Fewer distractions and greater focus

One of the most compelling reasons to host a destination conference is the absence of everyday distractions. Off‑site meetings allow participants to focus on the topics at hand without the interruptions of routine work, errands and chores. Fresh surroundings stimulate creativity; stepping out of a familiar environment helps attendees think more strategically and connect to the big picture. According to meeting experts, changing scenery revitalises teams and encourages more productive collaboration. Moving a conference to a resort or cultural destination provides a neutral ground where colleagues can interact more openly, encouraging authentic dialogue and new perspectives.

Higher commitment and engagement

Traveling to a destination takes effort and signals that delegates are willing to invest their time in your conference. This commitment often translates into higher engagement with the programme. People who travel for an event are more likely to attend every session, participate in discussions and network with other attendees. Being away from routine encourages attendees to focus on learning and connections rather than leaving early to get back to their office. Host venues that provide seamless logistics and professional audiovisual production can make the experience effortless; AVPartners’ Event Technology services combine sound, lighting, staging and streaming to ensure every session is seen and heard clearly.

Combining business with leisure (“bleisure”)

Bleisure—combining business travel with leisure—has become a major trend. Studies show that around two‑thirds of travellers have taken a bleisure trip. Destination conferences tap into this trend by offering attractive locations that double as holiday destinations. When your venue is near beaches, wineries or cultural attractions, attendees can plan a short holiday before or after the conference. This not only boosts attendance but also enhances satisfaction; exploring local landmarks, cuisine and culture makes the event memorable. For instance, Hamilton Island in Queensland offers stunning beaches alongside a 1,000‑seat convention centre and a variety of indoor and outdoor spaces. Delegates can attend plenary sessions in the convention centre and then enjoy sailing, snorkelling or dining by the water.

Making the event memorable

A new setting adds a sense of adventure and ensures the event stands out in participants’ minds. Changing the environment stimulates creativity, fuels better thinking and creates lasting memories. Destination conferences often integrate local culture and experiences, whether it’s exploring local cuisine, learning about indigenous traditions or participating in outdoor activities, which helps attendees connect more deeply. Participants return home energised and inspired, having formed stronger bonds with colleagues. To maximise impact, choose venues that combine memorable settings with state‑of‑the‑art facilities. At the Four Seasons Hotel Sydney, AVPartners installed a 16 m × 4 m LED screen and colour‑changeable pinspot lighting in the Grand Ballroom, creating a high‑impact backdrop for presentations, ceremonies and entertainment.

Reaching new audiences

Hosting a conference away from your headquarters encourages participants from other regions or countries to attend. Destination conferences attract local communities and new customer segments, expanding your network and brand reach. Selecting a destination with a major airport and reliable transport infrastructure makes it easier for both domestic and international travellers to join. You can also use the location itself as a marketing tool; attendees may be more willing to register if the conference is held somewhere they have always wanted to visit. For example, The Ritz‑Carlton, Perth offers more than 2,000 square metres of event space overlooking the Swan River and pairs luxury accommodation with local experiences. This venue can attract delegates from across Australia and overseas who want to explore Western Australia while attending a world‑class conference.

Incorporating local culture, wellness and sustainability

Destination conferences in 2026 are not just about location; they embrace immersive experiences, sustainability and wellbeing. Event planners increasingly incorporate cultural excursions, local cuisine and community projects into their programmes Attendees want authentic interactions with their host destination, whether through indigenous storytelling, art workshops or farm‑to‑table dinners. Wellness is also a priority: many destination meetings offer yoga, meditation or nature walks to help guests recharge. Sustainability matters too; initiatives such as sourcing food locally and reducing waste demonstrate environmental responsibility. When choosing a venue, ask about its sustainability policies and ability to deliver eco‑friendly events. Venues like The Ritz‑Carlton and Four Seasons are known for high standards of service and environmental stewardship, ensuring your conference aligns with modern values.

Selecting the right venue

The venue you choose can make or break your destination conference. Consider capacity, available spaces, technological capabilities, proximity to airports and attractions, and the support offered by your audiovisual partner. AVPartners offers a range of venues across Australia to suit every event style.

Hamilton Island, Whitsundays – Perfectly situated on the Great Barrier Reef, this venue features a 1,000‑seat convention centre as well as intimate meeting rooms and outdoor spaces. It’s ideal for conferences that combine business sessions with beachside leisure.
Four Seasons Hotel Sydney – Located steps from Sydney’s Circular Quay, this elegant hotel features a recently refurbished Grand Ballroom with a 16 m × 4 m LED screen, colour‑changeable table pinspot lighting and a concert‑ready sound system. It’s suited to high‑end conferences and gala dinners.
The Ritz‑Carlton, Perth – With over 2,000 square metres of event space, including the Elizabeth Quay Ballroom and intimate meeting rooms, this hotel combines timeless luxury with a local spirit.

These are just a few examples. AVPartners’ venues page lists locations in Queensland, New South Wales and Western Australia. Each property offers flexible spaces, modern audiovisual technology and on‑site expertise. When researching venues, visit in person if possible, and confirm that the venue can support your event’s scale and technical requirements. Integrate themes, staging and styling elements through AVPartners’ Event Theming, Staging & Styling services to create a cohesive look.

Planning considerations and next steps

Effective destination conferences require detailed planning. Begin by defining your objectives, target audience and budget. Research destinations that align with your goals and appeal to attendees. Look for locations with strong transport links, reliable infrastructure and a range of accommodation options. Incorporate local attractions and experiences into your agenda, and build in wellness breaks to keep attendees energised. Consider hybrid components to accommodate those who cannot travel; AVPartners’ Live Streaming Services for Virtual & Hybrid Events enable remote participation without sacrificing production quality. Above all, collaborate with an experienced audiovisual partner to ensure every technical element, from sound and lighting to recordings and livestreams, is expertly managed.

Destination conferences offer far more than a change of scenery. They provide opportunities for deeper engagement, creative thinking and lasting memories. By selecting the right destination and venue, incorporating authentic local experiences and partnering with a trusted audiovisual expert, you can deliver a conference that resonates with attendees long after they return home. To explore venues and plan your next destination conference, visit AVPartners’ venues page or contact us.

December 20, 2025

Choosing the Right Entertainment for Your Event in 2026: Five Essential Factors

Event How To

Entertainment remains one of the most effective ways to make a business event memorable and to amplify your brand’s impact. Immersive activations and interactive moments can be powerful: 64 per cent of attendees say immersive experiences are the most important driver of event satisfaction. In 2026, choosing event entertainment means balancing emerging technology, audience expectations and sustainable practices while still aligning with your business goals. This guide breaks down five key considerations to help you select entertainment that excites your guests and supports your objectives.

1. Define clear goals and a cohesive theme

Begin by clarifying what you want the entertainment to achieve. Are you energising a sales conference, celebrating a merger or creating an intimate networking environment? Entertainment should reinforce your event’s purpose rather than distract from it. Establishing a strong theme helps you weave your messaging, visuals and activities into a cohesive experience.

A clear theme also supports culture and engagement: it makes attendees feel part of something meaningful rather than just another meeting. Event planners recommend developing your theme before selecting entertainment. When your entertainment choices align with your message, for example, tying a company’s growth story to local butterfly migrations—every element reinforces your brand. AVPartners’ Event Theming, Staging & Styling service can help you create an integrated theme and design that ties your entertainment to the overall look and feel of your venue.

2. Understand your audience and format

Audience profile should guide your entertainment decisions. Ask whether you are hosting executives, employees, clients, partners or families; the more diverse the group, the more important clean content and broad appeal become. Tailor entertainment to the format of your event, awards banquets, receptions and trade shows each favour different types of acts, from stage shows and emcees to roving performers and interactive experiences.

Corporate planners advise mixing experience levels and offering multiple options for different age groups. Real‑time feedback from previous events helps you refine your selection. Remember to consider remote participants if your event is hybrid: choose entertainment that can adapt to both in‑person and virtual audiences.

3. Match entertainment to goals, format and technology

Once you know your objectives and audience, choose entertainment that supports them. Categories and trends shaping 2026 include:

Immersive and interactive experiences: AR/VR activations let teams explore 3D models or climb virtual peaks together. Interactive zones feature art that changes as people move or puzzles that encourage collaboration. These high-tech experiences engage attendees more deeply than passive viewing.
AI‑powered entertainment: Artificial intelligence is transforming events. AI hosts can adjust a program’s schedule based on audience energy, and AI systems can recommend personalised experiences.
Wellness-focused activities: Mindfulness corners, sound baths, yoga sessions and breathwork breaks help guests recharge. Such programmes support employee wellbeing and keep attention levels high.
Sustainable and eco‑friendly options: Zero‑waste installations using recycled art and solar‑powered performances demonstrate your commitment to the planet.
Hybrid-friendly acts: Choose performers who can engage both in‑room and remote audiences. Interactive livestream activities—polls, Q&A, and virtual games—keep online participants connected. Investing in reliable streaming hardware ensures virtual attendees have a quality experience.
Experience-based networking: Gamified networking sessions and team missions turn introductions into collaborative challenges, helping attendees form meaningful connections.
Culturally inspired performances: Multicultural ensembles and inclusive storytelling celebrate diversity and enrich your event.
Tech-driven shows: Drone light displays and holographic performances offer wow factor and create shareable moments.
Personalised entertainment zones: Customisable photo and video booths give attendees the chance to capture memorable moments their way, while theme‑based DIY stations let them create unique souvenirs.

AVPartners’ Event Technology team can recommend cutting‑edge equipment and help you integrate AR/VR activations, immersive lighting and interactive displays into your programme.

4. Set a realistic budget and vet your vendors

Entertainment pricing varies widely. Determine your budget range early so agencies can recommend appropriate talent and production. When vetting acts, watch full‑length videos—highlight reels might miss pacing and audience interaction. Look for performers with corporate experience and ask about their ability to customise content for your company or event theme.

Discuss logistics in detail: staging, audiovisual needs, rehearsal times and load‑in schedules. A professional contract should outline performance length, content expectations, technical requirements and cancellation terms. Book earl, prime dates for popular acts fill months in advance.

5. Plan logistics, gather feedback and measure success

Work closely with your audiovisual team to design a stage setup that supports your entertainment. Confirm microphone types, lighting schemes and camera angles to enhance both on‑site and streaming experiences. Test all equipment and have back‑ups ready.

After the event, collect feedback from attendees and entertainment providers. Ask what resonated and what could improve. Evaluate metrics such as audience participation, social media buzz and post‑event surveys to gauge ROI. This data helps you refine future entertainment choices and ensures continuous improvement.

Conclusion

Choosing event entertainment in 2026 involves more than hiring a band or DJ. It requires a strategic approach that aligns with your goals, resonates with your audience, leverages cutting‑edge technology and reflects your brand values. By defining clear objectives, understanding your guests, embracing emerging entertainment trends, setting an informed budget and planning logistics carefully, you’ll create unforgettable experiences that spark conversation and reinforce your message.

For expert advice and tailored solutions, explore AVPartners’ Event Technology and Event Theming, Staging & Styling services, or get in touch via our Contact page. Together we can design entertainment that captivates your audience and delivers lasting impact.

December 18, 2025

Why Digital Signage Matters in 2026: Smarter Communication for Modern Events

Event How To

Digital signage has progressed beyond simple menu boards and flight information screens. In 2026 it is a dynamic, centrally controlled tool found in hotels, conference centres and exhibition halls across Australia and around the world. Advances such as foldable LED banners mean organisers can deploy bright, portable displays in high‑traffic areas. With the ability to update content across multiple spaces in real time, digital signage has become a must‑have for events. Surveys show that the main benefits go beyond technical efficiency: more than half of property managers say digital signage makes it easier for guests to get information and reduces stress when finding their way. This guide explains why digital signage is essential and how you can leverage it for your next event.

Supports back‑of‑house operations

Digital signage is as valuable behind the scenes as it is in public areas. Back‑of‑house screens can display room configurations, last‑minute seating adjustments, staff allocations and kitchen schedules. In a 2025 survey of property managers, 56 percent said digital signage made it convenient for guests to get information and 35 percent said it made building management easier. Because updates are instant, venue teams can respond quickly and accurately.

Modern systems integrate with broader audiovisual solutions. AVPartners’ Event Technology services allow real‑time control of multiple displays, sound systems and lighting in a single dashboard. As technology improves, back‑of‑house monitors can connect with front‑of‑house displays so that capacity changes or room switches are communicated without disrupting the guest experience.

Enhances the guest experience

Digital signage elevates the customer journey. Unlike static signs, digital screens show moving images, videos and live updates that attract attention and keep visitors engaged. Wayfinding screens in hotel lobbies and conference centres help attendees find registration desks, plenary rooms and breakout spaces. TouchSource data reveals that half of surveyed property managers believe digital signage makes it less stressful for visitors to find their destinations.

At events, digital wayfinding displays can show maps, arrows and last‑minute updates so participants move seamlessly between sessions. They can also display schedules, room information and digital menus. Digital menus are especially useful for conferences with restaurants or cafes, making it easy to change offers and manage queues. Modern signage also improves internal communication, allowing venues to share updates and key performance data with employees.

Delivers custom branded content

Digital signage offers powerful branding opportunities. Organisers can integrate event logos, sponsor promotions, custom animations and social media feeds into dynamic displays. Digital signage campaigns are proven to boost brand awareness because well‑placed screens drive customers to websites and social platforms. For events, digital displays can encourage user‑generated content by promoting hashtags and competitions. Advertising integrations provide new revenue streams by giving sponsors high‑visibility placements.

AVPartners can design custom content and visuals that suit your venue. Foldable LED banners are an emerging technology that allows organisers to deploy flexible, portable branding without printed signs.

Reduces resource use and increases efficiency

Digital signage reduces the environmental and financial costs of printed materials. Digital screens can be updated instantly across multiple locations, saving time and eliminating waste. Businesses that adopt digital signage save on printing, transportation and installation costs, while boosting marketing effectiveness and communication. Modern screens also use less energy, resulting in lower operational expenses. As entry costs drop, more companies are adopting digital signage; lower costs drive adoption and help businesses pair traditional and digital signage for a modern experience.

Digital signage improves workflow efficiency by automating content delivery. Organisations can update thousands of screens from a single device, ensuring that audiences always receive the latest information. During events, this capability means schedules, room allocations and sponsor messaging can be adjusted on the fly, without manual labour or reprinting.

Supports safety and emergency communication

Digital signage is also an essential safety tool. Screens can broadcast emergency alerts or evacuation messages within seconds. In large venues, this ability to deliver clear instructions quickly helps maintain order and ensures guests know where to go.

Conclusion

Digital signage is no longer a luxury; it is an integral part of modern event management. From reducing stress for visitors and improving wayfinding to increasing engagement and branding opportunities, it offers benefits that printed signs cannot match. It also reduces costs and environmental impact. If you want to transform your next conference, meeting or exhibition with smart signage, explore AVPartners’ LED displays or Contact our team for a tailored solution.

December 16, 2025

How to Hold a Hybrid Event in 2026: Plan, Engage and Succeed

Event How To

With live experiences roaring back to life and digital interactions becoming more sophisticated, the hybrid event has become a must‑have format for many event organisers in 2026. A hybrid event blends a live, in‑person audience with a virtual one, delivering both the energy of the room and the global reach of online participation. This guide explains how to hold a hybrid event that feels cohesive and captivating. According to event industry statistics, hybrid and virtual events now dominate event strategies, with roughly three‑quarters of planners adopting hybrid formats and more than 60 per cent increasing their investment in virtual platforms. Another survey found that 71 per cent of event planners plan to continue organising virtual and hybrid events even as restrictions ease. This shift isn’t just a fad: 95 per cent of companies say virtual events remain part of their strategy, and 70 per cent believe hybrid events are here to stay.

Hybrid events bridge the gap between physical presence and digital convenience. They allow attendees to join from anywhere, a critical feature when Freeman research shows that 46 per cent of trade show guests attend only one show per year and many international delegates now prefer to participate virtually due to travel costs, visa issues or safety concerns. Hybrid formats therefore expand your reach, boost accessibility and offer multiple revenue streams.

Why hybrid events matter in 2026

The global events industry is projected to grow to over $1.3 trillion+ in 2026, and much of this growth comes from hybrid experiences. Planners are embracing hybrid events not only for accessibility but also for cost efficiency. With a virtual‑first mindset, organisers can rent smaller venues, reduce travel and accommodation expenses, and still deliver impactful content to thousands of remote viewers. Micro‑events are also on the rise, rather than focusing on a few large conferences, many companies now host smaller, highly targeted events throughout the year.

Hybrid events cater to attendees’ changing expectations. Surveys show that more than 90 per cent of respondents want a balance between technology and in‑person experiences. Technology enables personalisation at scale: AI‑driven networking tools, real‑time polls, virtual breakout rooms and gamified challenges help remote participants feel as engaged as those in the room. Meanwhile, data collected during hybrid events, such as registration details, session attendance, social media engagement and feedback, allows organisers to refine future experiences. Nearly 95 per cent of marketers now track return on investment in real time, and 89 per cent prioritise personalised experiences based on data analytics. In‑person events still account for about 60 per cent of industry revenue, but hybrid events, currently around 5 per cent, are rapidly gaining ground.

Prepare your technology and content

Great hybrid events begin with meticulous preparation. Start by choosing a reliable event platform that supports live streaming, on‑demand playback, audience interaction and robust analytics. With 70 per cent of planners already using AI tools for personalisation and logistics, look for a platform that integrates features such as AI‑powered matchmaking and automated captioning. High‑quality production is essential, remote attendees will leave if they experience poor audio or blurry video. Ensure your cameras capture the right angles and your microphones deliver clear sound.

For professional support, consider partnering with AVPartners’ event technology specialists. Our team combines audio, vision and lighting expertise to create immersive experience, designing sound systems tuned to your venue’s acoustics and delivering stunning visuals through LED screens and projection.

Prepare all presentation assets, slides, videos, graphics and pre‑recorded interviews, well in advance. Load them into your streaming system and run rehearsals to test transitions. Speakers may feel more nervous knowing they’re being broadcast to a global audience, so coach them on addressing both in‑person and virtual attendees. If your event features ultra‑wide LED displays or extended reality sets, work with your technical team to customise the content appropriately. Our animation Customised content for ultra‑wide LED screens demonstrates how to tailor visuals to non‑traditional formats.

Design a unified experience

A successful hybrid event isn’t just a livestream of a physical conference; it’s a deliberately designed experience for two audiences. When planning your agenda, think about how each segment will resonate both in the room and online. Shorter sessions with clear outcomes are effective: micro‑learning modules prevent fatigue and cater to attention spans across time zones. Provide virtual attendees with their own networking lounges, chat rooms and Q&A channels so they can interact without feeling like second‑class participants. Technologies that allow remote participants to ask questions in real time and join discussion panels help bridge the gap.

On site, position your cameras to capture speaker close‑ups, audience reactions and wide shots that show the energy of the room. Stage design and lighting play crucial roles in making your event look polished on screen. Intelligent, programmable lighting sets the mood, highlights key moments and elevates the experience. Provide clear signage and digital displays that indicate when virtual audience questions are coming in, and encourage speakers to acknowledge remote attendees at the beginning of each session. Hybrid events are inherently interactive: polls, quizzes and gamified challenges not only boost engagement but also generate valuable data points for post‑event analysis.

Keep to schedule and manage time zones

Punctuality is paramount when your audience is spread across multiple locations. Virtual attendees tune in at specific times for keynote sessions; delays can cause frustration and drop‑offs. Create a detailed run sheet that accounts for transitions, speaker introductions and audience Q&A. Assign a moderator or chairperson to keep the programme on track and to monitor online chat and questions. If your event spans multiple time zones, consider repeating key sessions or providing on‑demand access so remote viewers can catch up. Breaking longer conferences into half‑day segments or micro‑events helps accommodate different regions and maintain energy levels.

Engage your audience and foster community

Hybrid events succeed when all participants feel included. Acknowledge virtual attendees during opening remarks and encourage interaction between online and in‑person audiences. For example, pair remote and on‑site participants in breakout discussions or networking games, and display live chat messages on venue screens. Networking capabilities are a key contributor to attendee satisfaction, yet connecting the two audiences is also one of the biggest challenges. Overcome this by appointing digital hosts to guide remote conversations and by using AI‑driven matchmaking tools to suggest connections based on interests and goals.

Remember to safeguard both physical and virtual participants. Choose platforms that offer end‑to‑end encryption, secure logins and protection against malicious bots. Communicate your privacy and safety protocols clearly so participants feel confident joining your event.

Measure success and extend the lifecycle

One of the biggest advantages of hybrid events is the depth of data they generate. While in‑person events still account for about 60 per cent of event revenue and hybrid events represent roughly 5 per cent, hybrid formats enable you to capture metrics you can’t get from a traditional conference. Track registration, engagement during sessions, dwell time in virtual expo booths, poll responses and social media activity. Use these insights to segment your audience, personalise follow‑up communications and improve your next event. With 95 per cent of marketers tracking ROI and 89 per cent focusing on personalisation, data‑driven decisions are no longer optional.

After the event, keep the conversation going. Make recordings available on demand, turn breakout discussions into blog posts, and invite participants to join your community platform. Hybrid events support year‑round engagement by providing a space where attendees can continue discussions and sponsors can share educational content. The shift from one‑off gatherings to ongoing communities builds trust and loyalty, and it creates new revenue opportunities through subscription access, premium content and sponsor activations.

Partner with the right AV team

Behind every seamless hybrid event is a team of experienced professionals. AVPartners specialises in virtual and hybrid event services, offering end‑to‑end production that includes creative planning, technical setup, live streaming, audience engagement tools and post‑event analytics. Our hybrid platforms feature plenary sessions, breakout rooms, sponsor areas and networking lounges tailored to your audience. We also provide professional studios for webinars and live broadcasts, equipped with high‑speed internet, cameras, microphones and lighting. By partnering with AVPartners, you gain access to broadcast‑grade equipment, expert technicians and customised platforms that ensure every attendee, on site or online, has an exceptional experience.

For organisers in Sydney, our Live Streaming & Hybrid Event Services Sydney hub offers centrally located venues with cutting‑edge technology and lightning‑fast internet. We can help you plan your next hybrid meeting, product launch or conference.

Conclusion

Hybrid events have evolved from a pandemic necessity into a core strategy for organisations that value reach, flexibility and data. With the events industry set to grow rapidly and attendee expectations rising, the hybrid model allows you to deliver immersive, engaging experiences to audiences everywhere. By preparing carefully, investing in high‑quality technology, designing inclusive experiences and working with an expert partner like AVPartners, you can hold a hybrid event that captures attention, drives engagement and delivers measurable results. By following these steps you will know how to hold a hybrid event that resonates with audiences and delivers measurable outcomes. Ready to make your next event truly hybrid? Contact us to explore how our virtual and hybrid event services can bring your vision to life.

December 16, 2025

How to Hold an Engaging Panel Discussion in 2026: A Comprehensive Guide

Event How To

Panel discussions remain a powerful tool for knowledge sharing and thought leadership in 2026. They bring together experts to share diverse perspectives, provide real‑time audience interaction and offer a dynamic alternative to traditional keynotes. When done well, panels ignite conversation and leave attendees with practical insights. But without careful planning and skilled moderation, they can drag on and lose the audience’s attention. Here’s how to design a panel session that resonates with modern audiences.

Define your goals and choose a compelling topic

Successful panels start with clear objectives. Determine what you want attendees to learn and why the subject is relevant now. Look at industry trends, attendee challenges and questions from past events to choose a topic that sparks debate. In 2026, hot topics include sustainability, hybrid work, artificial intelligence and diversity initiatives. Align your topic with your event’s theme and overall goals.

Select diverse and knowledgeable panellists

Panel discussions thrive on multiple perspectives. Assemble a panel with varied expertise, professional backgrounds, demographics and viewpoints. Diversity isn’t just ethical; it helps your discussion resonate with more attendees. Look beyond industry leaders to include emerging voices, innovators and those representing underserved communities. Invite panellists well in advance, many speakers are booked months ahead. Consider having backup panellists on standby in case of last‑minute cancellations.

Choose an engaging moderator

A moderator introduces speakers, steers the conversation and keeps the energy high. Look for someone who is comfortable managing different personalities and can improvise when discussions go off script. A strong moderator knows when to ask deeper questions, interject if someone dominates the conversation and invite quieter panellists to contribute. They also facilitate audience engagement by encouraging questions and incorporating interactive elements.

Prepare and rehears, but don’t script

Share your questions and discussion flow with panellists ahead of time. Encourage them to prepare stories, data and examples rather than memorising answers. Provide an agenda that outlines the opening, key themes, audience Q&A and closing remarks. While you should rehearse transitions, keep the discussion flexible enough for natural dialogue. Encourage panellists to speak in their own voice and prepare backup questions to avoid awkward silences.

Design the format and flow

Decide on the right panel format, traditional Q&A, fireside chat, debate or roundtable, based on your goals. Map out the session’s structure: a brief introduction, a series of prepared questions, audience participation and a strong conclusion. Allocate time for each segment: give each panellist three to five minutes for opening remarks and 10‑15 minutes for moderated discussion per topic, leaving time for audience Q&A. Incorporate short breaks or polls between topics to maintain energy. Finish with clear takeaways so attendees leave with actionable insights.

Engage the audience throughout

Interactive panels keep attendees invested. Collect questions ahead of time or allow real‑time submissions via Q&A apps or index cards. Vet questions to avoid off‑topic or inappropriate queries. For virtual panels, use live polls, chat and breakout rooms to enhance participation. Encourage the moderator to acknowledge and address audience contributions during the discussion. Plan strategies for handling disruptive participants, mute or remove them in virtual sessions or have staff intervene in person.

Manage technology and logistics

Partner with a reputable AV provider to ensure flawless audio and visual delivery. Panellists should be easily seen and heard, whether on a stage or joining remotely. Work with your AV team to choose the right microphones (lapel, handheld or shared), lighting and camera angles. Test all equipment multiple times before the event, and have backup microphones and internet connections ready. AVPartners’ Event Technology services include stage design, lighting, sound and streaming capabilities tailored for panels. If your discussion is hybrid, our Virtual & Hybrid Event Services can integrate remote speakers and interactive features.

Promote and evaluate your panel

Start promotion early. Use social media, email campaigns and partner channels to highlight your panel’s topic and speakers. Create an event hashtag and share behind‑the‑scenes content to build excitement. For targeted marketing, collaborate with relevant organisations that share your audience. After the event, gather feedback from attendees and panellists using surveys to identify what worked well and what could improve. Measure engagement metrics like attendance numbers, average viewing time and Q&A participation. Use these insights to refine your next panel discussion.

Conclusion

A panel discussion is more than just a group of experts on stage. It’s an opportunity to provide multiple perspectives, foster dialogue and engage your audience. By setting clear goals, selecting diverse panellists, appointing an effective moderator and integrating interactive technology, you can deliver a memorable session. Planning ahead and working with professional AV partners like AVPartners will ensure your panel discussion aligns with 2026 event trends and leaves a lasting impression. To start designing your next panel, reach out via our contact page.

December 11, 2025

The benefits of live streaming your event

Event How To

Live streaming has become a craze ever since the pandemic of Covid-19 has forced event organisers into alternative ways of holding their events.

The capability of live streaming has become hugely popular in recent years, especially for events that attract global attention. Live streaming offers people the opportunity to experience events, even if they can’t be there in person.

Perhaps you’ve considered live streaming your event, but you’re not entirely sure if it’s the right thing to do. Maybe you’ve thought, “Well, it could be great exposure, but then again who will purchase a ticket if it’s going to be live streamed for free?” This is a very sensible question to ask. Although there are many benefits to live streaming events, it’s important to consider whether it is right for your event. Some events thrive on exclusivity. Keeping an event exclusive might help with setting ticket prices, selling tickets, or attracting thought leaders. These events might benefit from being kept intimate instead of being live streamed. But for many events, especially ones that have an objective of broadcasting information or selling a certain product or service, live streaming can be greatly beneficial. Here’s why:

Maximise your exposure

Live streaming, especially via social media can help build exposure for your event. Your event can be live streamed to your social media audience, but it can also reach a larger audience if the content is shared and interacted with online. Live videos tend to attract more online engagement compared with other types of content. They incite a sense of urgency, compelling people to watch. When you share your live stream to social media, you also have the option of running ads in order to reach an even wider audience.

Use data to improve your events

When you live stream your event, it gives you the opportunity to learn more about your audience through online data. Bringing your event online can help you gather important information about who your audience is and what they like (or dislike) about your event. Whether you’re live streaming on your website or social platforms, you have access to data on who is engaging with your content. This information can help you make improvements on your event next time around.

Provide a channel of communication for your audience

If you’re broadcasting your event on social media, your live stream will give your event goers and online audience a platform to interact with you while the event is running. It gives them the opportunity to ask important questions about keynote speakers, products being launched or whether there are follow up events.

When you’re live streaming a corporate event, it’s important to get it right. The last thing you want is a major disruption or delay in the audio or video. When you do it yourself there are many risks involved that can disrupt the smooth running of your event. Make sure to hire a professional audiovisual team to do all the hard work so that you don’t have to. At AVPartners we have the right technology and expertise to broadcast your event so that you can rest assured that it’s done the right way.

Get in touch with us today about your next live streamed event.

February 21, 2021

5 tips to encourage guests to attend your next conference

Event How To, Uncategorized

One of the biggest challenges when hosting an event is ensuring you have enough guests attending to make the event worthwhile. Here are 5 tips that can help you to boost your numbers at your next conference, without the last minute ‘free-ticket’ scramble.

Consider the timing of your event

It’s important to do careful research when considering what time of year to hold your conference. To encourage guests to attend, ensure there are no other competing conferences, events or holidays that may draw your delegates away from attending.

To avoid conflicting events, the first step is to conduct some research looking for other conferences, awards ceremonies and gala dinners that may be of interest to the industry. Take note of when they are being held and when there are reasonable gaps.

Secondly, think about busy holiday periods, like summer when people are inclined to travel and also any holidays that are industry specific, for example bank holidays for those in finance or school holidays for educators. Steer clear of those.

Next, consider how long you want your event to run for. While you may have a lot of content to cover, it may not be practical to host a week-long affair. You will need to consider the cost of venue hire and how much time your potential delegates are likely to get off work.

Offer early bird pricing and reward last year’s attendees

If this is an event you have held previously, an easy way to encourage attendees to register is to offer a returning delegate discount. This is a good starting point to gauge early interest in your event.

You may also wish to offer discounts for colleagues working at the same company. For example, if two delegates from the same company register (at the same time), a third can come for free!

Alternatively, ‘early-bird’ pricing for keen attendees who register far in advance is another way to draw a baseline of expected numbers. If you get good takeup for your early bird pricing, either your discount is too good to refuse or your attendees believe you really have something exciting and important to share.

Invite a high profile speaker or entertainer to present

Whether it be a celebrity in the industry or an actual Hollywood celebrity, getting a notable person involved in your event is sure to boost event registrations as your attendees want the opportunity to see and meet this high-flyer.

Remember that high flyers may ask for payment to be involved in your event, so if you plan to go down this route, make sure you factor that in to your budget.

They may also only be available at certain dates or times, so either consider this when choosing a date to host your event or make sure that your agenda is flexible.

Use reputable suppliers for your catering, audiovisual and venue needs

Choosing well-known suppliers for all your event needs, demonstrates the professional calibre of your event.

Some suppliers work in-house, like AVPartners, so they have strong knowledge of the venue you have hired and will be well connected with staff. This means aspects around setup may be integrated, creating a more cohesive event. For example, if you are choosing to have a theme, the way the room is dressed and the lighting and sound utilised to reflect this theme will be in sync.

Having a strong understanding of the venue is particularly useful for audiovisual suppliers as they will know the quirks of lighting and sound inside your chosen venue. With strong venue knowledge, they can set your lighting at the appropriate height and sound at the appropriate level to achieve best results.

Likewise, if you have any type of query, it’s easier to be pointed towards the right staff member who can assist. Using seasoned suppliers also means you have strong support should something go wrong.

Promote your event using social media

Social media has the ability to reach far and wide very quickly. It’s easy to create a social media page advertising your event and have interested people share this and talk about it. People are far more likely to be interested in an event if their friends are attending.

It’s worthwhile encouraging attendees to get involved in a conversation on social media as a way to promote the event. Or better still, provide your attendees with a ‘sneak peek’ of what they can expect to see at the event. Perhaps a short video of a speaker or photos from a past event. This is a great way to create excitement around your event and it’s easy content for your attendees to share and hopefully entice others to register.

AVPartners are the in-house audiovisual specialists for a range of hotels and event venues across Australia. Contact us so we can assist you to boost your delegate numbers at your next conference.

February 20, 2019

Don’t make these mistakes when planning your next event

Event How To, Uncategorized

Planning and executing an event can be an exciting, yet very busy time. Most require months of preparation and strong plans in place to achieve the best outcome. However, from time to time even the most seasoned of event planners can face challenges.

So, what are some common event planning mistakes and how can you avoid or overcome them?

Poor communication

As an event planner, a key responsibility is to know what is going on across your internal team and external parties like suppliers and event speakers and attendees. However, if you don’t communicate clearly to each relevant group what you are expecting from them, then it’s likely that mistakes will be made as each member of your event delivery team will be unsure of their responsibilities.

The best way to overcome this challenge is to make a runsheet – this is a clear breakdown of what should be happening throughout the event and who will be completing each task. It must include times to start and finish certain tasks and should have the contact details of key members of the event delivery team so that each member of the team knows who to speak to if they have questions.

Lack of clear signage

Don’t have your event attendees running late for their favourite speakers or preferred sessions because they can’t find where a certain presentation is being given. The best way to overcome this challenge is to make sure each room is clearly signposted and there are clear directions to other spaces. Digital signage can assist with this as you can use one screen to give multiple directions and even feature moving maps, directing event attendees to main events like keynote speaker sessions or lunch.

Leaving equipment rental to the last minute

So you’ve organised the big ticket items like screens, projectors, lights and staging, but what about handheld microphones, lapel microphones and laser pointers? These are often requested by speakers. It’s tempting to only put in an order once you know what you require to avoid excess spending, but your AV suppliers will likely be working on many events at once and may not have excess inventory to accommodate your last minute requests. Plan in advance and order a few things, despite what your speakers may need, so you don’t miss out.

Not allowing enough time for setup

One of the biggest areas that event planners overlook is underestimating the amount of time it takes to set up their event. Event setups often take longer than anticipated as challenges generally will arise and you might have to make changes. The best way to avoid running out of time is to include setup time in your runsheet and always add more time for setup than you think you will need. It’s better to have excess time and be relaxed before your event starts than running around at the last minute. You must contact your suppliers at least 48 hours before the event to confirm what time they will be arriving and ask if they have any questions you can solve beforehand. Doing this can help to speed up your setup on event day.

Forgetting to anticipate that problems will arise

Even the most seasoned of events organisers know problems will arise on the day. It’s Murphy’s Law! The best way to avoid this is to make contingency plans, anticipating what might go wrong. Make sure you have extra copies of programs, ensure a speaker has sent their presentation through ahead of time in case they leave their USB at home, give any materials you shipped a few extra days to arrive, check, double check and triple check how the technology works, order extra food and make a packing list. If you have a checklist of all the things you need, you will be less likely to leave anything behind.

Sometimes mistakes happen and this can be stressful. But if you are prepared, this can help lessen the blow and make your event appear smooth, professional, and seamless despite how you may be feeling inside. If you would like help with your next event, contact us today.

November 28, 2018

How to deliver engaging presentations at your next event

Event How To, Uncategorized

Whether you’re delivering a keynote speech, running a seminar, or doing a panel discussion, it is likely that your top priority is to keep your audience engaged. Without an engaged audience, your messaging simply will not cut through. Luckily there are many ways to make your presentations more engaging.

In addition to using humour, the right body language, and practicing over and over in front of the mirror, there are a few ways to ensure your presentations grab the attention of your audience and keep them engaged. Here are a few:

Be a storyteller

People engage with things that they can relate to. By telling stories instead of reciting reams of information you can communicate ideas in a personal way. Storytelling can help you connect with your audience on a human level. While storytelling is an effective technique for engaging audiences, it’s important to keep the story relevant to the event theme and purpose so that you can drive your message home.

Make sure the audio is perfect

There’s nothing worse than a speech that doesn’t fill the entire event room. Muffled and delayed audio are two of the biggest culprits in breaking an otherwise great presentation. Working with a professional AV team with state-of-the-art technology can really put your mind at ease leading up to and during your presentation.

Use second screen technology

Smartphones can sometimes be a distraction for people at events. So why not incorporate them into your presentation and make them work for you rather than against you? Second screen technology makes use of people’s smartphones to enhance what is being delivered on the primary event screen. It’s a great way to make your presentation interactive and encourage audiences to connect with your content.

Get the staging right

Styling and staging is what people will see surrounding you during your delivery. In other words it’s like the framing of your presentation. For this reason, the staging should support what your presentation is about. It should reflect the theme of the event and help enhance what you have to say. This can be achieved by installing branded posters, using eye-catching decorations or even positioning yourself strategically on the stage to grab the attention of your audience.

Light it up

If executed well, lighting can make a presentation lively and eye catching, but if it’s executed poorly, it can make it drab or even worse, distract from your presentation. Lighting should help, not hinder your presentation, so make sure the lighting isn’t reflecting in a way that will form a distraction from your delivery – like off the podium, jewellery that you’re wearing, or your glasses! If you’re looking to add that something special to your next event, gobos are one of the most striking, versatile yet affordable lighting options. A gobo is essentially a stencil cut out of glass or metal, that is then positioned between a spotlight and the area you want lit, creating a unique projected shape. A professional lighting team like AVPartners can bring your presentation to life through effective and professional audiovisual.

Be colour conscious

It’s important to consider how the use of colour can create varying experiences during your presentation. Blue for instance, can create a calm atmosphere and is said to promote clear thought, while red can stimulate the mind and promote action.

If you would like help setting up your next presentation for success, contact AVPartners.

November 14, 2018