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Are Smartphones Helping or Hindering Your Event?

Smartphones have become indispensable in our daily lives. They help us shop, navigate, communicate and remember important dates. At events, however, their role is more complicated. On the one hand, mobile devices can distract delegates and reduce face‑to‑face interaction. On the other, powerful event apps and mobile tools enable real‑time updates, personalised agendas and stronger networking. With new event technology trends emerging for 2026, event planners must decide whether smartphones help or hinder their objectives and how to strike the right balance.

The downside: distraction and digital fatigue

Smartphone use has exploded in recent years. A Gallup survey shows that the percentage of U.S. adults who believe they use their phones too much jumped from 39 percent in 2015 to 58 percent in 2022. Excessive screen time can harm relationships and reduce engagement; meeting participants who repeatedly check their phones may break eye contact and disengage from discussions. Research by the University at Albany found that mobile phone distractions significantly reduce learning and recall in young adults. In events, constant notifications and social media updates can cause attendees to miss key insights or sessions.

Beyond distraction, digital fatigue is growing. A 2025 study estimates that over 1.58 billion people worldwide experience some level of smartphone addictions. Smartphones can pull attendees’ attention away from live presentations and networking opportunities, diminishing the value of in‑person connections.

The upside: mobile tools that enhance events

Despite the risks, smartphones play an important role in modern events. Mobile event apps centralise schedules, ticketing and communications, giving planners and attendees a single source of truth. When an event app is used, the schedule is always up to date and accessible, reducing confusion and last‑minute questions. Real‑time push notifications help attendees navigate unexpected changes such as speaker delays or room moves. QR code check‑in speeds up entry, eliminates long queues and improves record‑keeping.

Mobile apps also empower personalised experiences. Attendees can build their own agendas, select the sessions that matter to them and receive recommendations based on interests. Networking tools inside apps allow delegates to connect with peers and schedule one‑to‑one meetings. Event organisers benefit from immediate feedback and richer data; integrated feedback forms and polling enable real‑time engagement and improvement. These tools turn events into sources of first‑party data that can inform future planning.

2026 trends: more intelligent, personalised and immersive

Event technology is evolving rapidly, and smartphones sit at the centre of many emerging trends. In 2026, mobile messaging and in‑app notifications are supplanting generic emails; SMS, rich communication services and app alerts deliver higher engagement and reduce no‑shows. AI‑powered event apps provide smart registration, AI‑generated agendas and targeted notifications. Attendees expect hyper‑personalised experiences, from tailored agendas to session recommendations based on their behaviour and preferences. Gen Z delegates, who value authenticity and bite‑sized experiences, demand intuitive mobile interfaces and gamified interactions.

At the same time, there is a growing movement toward balancing digital engagement with offline experiences. The Offline Club, a community founded in the Netherlands, creates phone‑free spaces where people can talk, read or play games. Rising numbers of meeting participants say immersive experiences and shared analog moments create more memorable events. Some event designers are reintroducing analogue interactions—such as hand‑cranked ballot balloons for audience polls—to encourage attendees to look up from their screens. The key is to keep smartphones as tools rather than destinations.

Strategies for mindful smartphone integration

To harness smartphones effectively while minimising distractions, consider these strategies:

Set expectations and provide guidelines. Communicate your event’s mobile policy early. Encourage attendees to use event apps for schedules and networking but ask them to mute notifications during sessions. Outline digital etiquette in your pre‑event communications and remind delegates to focus on live speakers.
Use event apps to simplify logistics. Choose a robust mobile event platform that centralises registration, agenda building, venue maps and networking tools. Look for features like push notifications, personalised agendas and QR code check‑ins. Encourage attendees to build their own schedules and offer real‑time updates through the app.
Create phone‑free zones and moments. Designate specific areas or time blocks for offline interaction. For example, consider a phone‑free luncheon or workshop where attendees can connect without distractions. Encourage analog activities such as facilitated networking games, physical polls or interactive installations to foster meaningful interaction.
Leverage mobile marketing and social media wisely. Smartphones offer powerful marketing channels. Encourage attendees to share photos and insights using your event hashtag; this amplifies reach and builds online buzz. However, avoid encouraging constant phone use during sessions. Provide designated times—such as breaks or networking receptions—for capturing and sharing content.
Prioritise data privacy and accessibility. With increased use of mobile apps, compliance and security are critical. Ensure your app meets privacy regulations and offers accessible design options such as captions and screen reader compatibility. Communicate how attendee data will be used and offer opt‑in consent for marketing communications.

Applying these insights with AVPartners

AVPartners offers state‑of‑the‑art event technology solutions that integrate seamlessly with mobile event apps, enabling features like hybrid streaming, real‑time updates and interactive polls. Our team can also design theming, staging and styling elements that complement mobile‑driven experiences and create dedicated phone‑free zones.

For virtual or hybrid events, our live streaming services ensure remote participants receive the same high‑quality content delivered via their devices. To discuss strategies for integrating smartphones into your next event, contact us today.

Conclusion

In 2026, smartphones are neither wholly friend nor foe to event planners. They can distract delegates and contribute to digital fatigue, yet they also unlock powerful tools for scheduling, networking and personalised engagement. The key is mindful integration: use mobile apps to improve logistics, personalise journeys and collect rich data, while balancing digital interaction with offline experiences. With careful planning and the right technology partner, smartphones can enhance your events and drive stronger outcomes.

December 21, 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

How Long Does It Take to Plan an Award Ceremony?

Event How To

Celebrating achievement is one of the most memorable things an organisation can do. Award ceremonies honour hard‑working teams and individuals while boosting morale, elevating brand awareness and creating networking opportunities. Planning these nights takes time, and the timeline varies depending on the scale of your event. This guide outlines a clear planning schedule and budgeting advice for award ceremonies in 2026, drawing on research from event management experts.

Start with a vision: nine to twelve months out

Great award ceremonies begin with clear objectives and a team that is aligned on the event’s purpose. Identify whether you’re celebrating employees, industry leaders or community contributions, and set key success metrics. According to event planning guides, organisers should start preparations at least nine to twelve months before the ceremony. Establishing a committee at this stage allows you to map the scope, decide on award categories and confirm your budget and timeline. Consider whether you’ll host a black‑tie gala or a more casual luncheon; this decision will influence your budget and venue options.

Budgeting for Australian audiences

Setting a budget early helps you determine what’s feasible and informs ticket pricing and sponsorship packages. In 2026, expect catering costs for corporate events to range from about AUD 75 to 105 per person for standard meals and from around AUD 190 to 270 per person for formal dinners. Buffet meals may be more economical, falling between approximately AUD 40 and 98 per guest. Build in a 10–15 per cent contingency fund for unexpected expenses and prioritise spending on items that deliver the most value, such as venue quality, audiovisual production and guest experience.

Six months out: choose date, venue and application process

With your budget and purpose defined, select an appropriate date and venue about six months before the event. Visit potential venues in person, check for good lighting, sound quality and accessibility, and avoid clashes with public holidays or major industry events. At this stage, determine whether you will stream the ceremony for remote guests; robust internet connections and professional streaming support are essential for hybrid events. AVPartners’ Live Streaming & Hybrid Event Services provide broadcast‑grade streaming, interactive features and reliable connectivity for nationwide audiences.

Next, design your award categories and open nominations. For corporate or industry awards, create a downloadable form that outlines eligibility criteria, submission requirements and deadlines. Share this via your website and social channels, and allow at least three months to receive and review submissions so judges have sufficient time to deliberate.

Four months out: assemble your judging panel

A credible judging panel lends legitimacy to your ceremony and encourages quality submissions. Invite respected industry leaders, past winners or media representatives. Promote the judges’ involvement to build anticipation and attract applicants. Confirm their availability for the review period and ensure they understand the scoring criteria. Finalise your event’s theme and begin working with stylists to align décor, staging and branding elements. AVPartners’ Theming, Staging & Styling team can help you develop creative concepts and produce custom stage designs that reflect your vision.

Three months out: lock in production and catering

By the three‑month mark, contract your audiovisual partner and catering supplier. Determine whether you need a sit‑down dinner or a stand‑up networking format; this choice will shape menu selections and the flow of the program. Clarify audiovisual requirements such as microphones, screens and lighting—award ceremonies often require multiple cameras and live feeds to spotlight winners. Choose an engaging MC and decide how speeches will be delivered; consider limiting speeches to three minutes to maintain momentum.

Two months out: close nominations and invite VIPs

Two months before the ceremony, close your application window and provide judges with all submissions. Decide whether winners will be informed in advance or kept secret until the night. At this point, extend invitations to high‑profile guests and sponsors. Including industry leaders, council representatives and investors adds prestige and networking opportunities. Begin drafting your event program, including running order, entertainment segments and award intervals. Ensure presenters and performers have access to the venue for rehearsals. Keep refining your theme and décor, focusing on environmentally friendly touches such as recycled trophies or plant‑based menus.

One month out: finalise logistics and runsheet

Four weeks prior, confirm the final guest list, catering numbers and any dietary requirements. Place orders for decorations, trophies, signage and staff uniforms. Work with your AV provider to create a detailed runsheet—a minute‑by‑minute schedule of the ceremony that outlines awards, speeches, performances and intermissions. Share this document with all suppliers and staff to keep everyone aligned and allow time for questions and revisions. Remember that this schedule may evolve in the last weeks; update it as needed.

Two weeks out: build excitement and test technology

In the fortnight leading up to the ceremony, launch a final marketing push. Announce shortlists, highlight your MC and judges, and showcase sponsors to build excitement. Use email newsletters, social media campaigns and press releases to encourage last‑minute registrations. Provide clear instructions about arrival times, dress code and parking to attendees.

On the day: deliver a memorable experience

On the day of the ceremony, arrive early to oversee setup and brief staff. Conduct a full technical rehearsal with your AV team to test microphones, cameras, lighting and streaming platforms. Ensure backup equipment is ready and that speakers and performers are comfortable with the stage layout. Follow your runsheet carefully but remain flexible for unforeseen changes. Provide clear signage and registration to help guests navigate the venue. Keep speeches concise and pace award presentations with entertainment or videos to maintain energy. After the ceremony, host a reception or networking session so attendees can celebrate and connect. Capture photos and videos of key moments and share them promptly on social media and your website. Collect feedback from guests, sponsors and team members to improve future events.

Conclusion: plan early, budget wisely and partner with experts

Award ceremonies celebrate achievement and inspire others to aim higher. Successful ceremonies are the result of months of careful planning, from defining your purpose and budget to selecting judges, securing venues and coordinating technical production. Start your planning at least nine months out, allocate resources thoughtfully and embrace technology to enhance both in‑person and virtual experiences. For creative multimedia content, consider AVPartners’ Multimedia Production services; for immersive theming and staging, explore our Theming, Staging & Styling expertise; and for hybrid events, leverage our Live Streaming and Hybrid Event Services. With a clear timeline, realistic budget and professional support, your 2026 awards night will be a memorable celebration of success.

December 19, 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

Webcasting in 2026: Expand Your Event’s Reach

Event How To

Hybrid and fully virtual events are no longer a temporary fix, they’re a permanent feature of modern event marketing. According to a recent Precedence Research report, the global virtual event platform market is forecast to grow from US $15.99 billion in 2025 to US $17.60 billion in 2026 and reach US $37.87 billion by 2034, a compound annual growth rate of around 10 percent. Event organisers have embraced this shift: nine out of ten see virtual events as here to stay, and nearly three‑quarters of companies treat webcasting as a core marketing tactic With a well‑executed webcast, you’re not just streaming video, you’re amplifying your message, enhancing ROI and extending your brand’s reach far beyond the walls of a single venue.

What is webcasting?

Webcasting is the live streaming of video and audio over the internet to an audience anywhere in the world. Viewers tune in on their own devices to watch keynote presentations, panel discussions or demonstrations in real time, and recordings can be made available on demand after the event. Webcasting forms the backbone of many of our Virtual & Hybrid Event Services from corporate conferences to annual general meetings, providing an accessible way for remote participants to join the conversation.

Why webcasting matters in 2026

Today’s audiences expect content to be accessible on their own terms, and the numbers show just how effective webcasting has become:

Bigger attendance and deeper engagement. A 2025 survey found that 83 % of hosts get higher turn‑out online than in person, and 77 % of marketers report better lead generation and brand awareness with virtual events. Because anyone can join from home or the office, you’re not limited by venue capacity or travel budgets.
Improved ROI and cost savings. According to 99firms, 81 % of organisers see better return on investment from virtual events than from physical ones, with average savings of around US $42 000 per event and 12 % more revenue per attendee. Fewer travel costs and lower production overheads translate to higher margins, even as you reach more people.
Rapid market growth. Verified Market Research predicts the virtual events industry will more than quadruple to US $231 billion by 2032, growing at an annual rate of about 25 %. This trajectory underscores how important professional webcasting has become for organisations of all sizes.
Environmental and DEI benefits. A Nature Communications study showed that shifting from in‑person conferences to virtual formats can reduce carbon footprints by 94 % and energy use by 90 %. Hybrid conferences with regional hubs can still cut emissions by two‑thirds while accommodating in‑person attendees. Many organisers also highlight how virtual events support diversity and inclusion: remote access enables participation from people who might otherwise face geographic, financial or accessibility barriers.

Benefits for your organisation

Webcasting isn’t just about replacing a live audience with webcams. When done well, it unlocks unique advantages for your event:

Extend your reach. Stream to thousands of participants across different time zones, and provide on‑demand playback so anyone can catch up later. This extended reach makes webcasting ideal for product launches, thought leadership, investor updates and more. It’s also a powerful tool for events like AGMs where shareholders may be unable to travel.
Boost marketing impact. Complement your digital campaigns with a webcast to deliver a polished, human connection. The average marketer notes stronger lead generation and higher brand recall when live streams are integrated into the customer journey.
Save on venue and travel costs. With no need for large ballrooms or interstate flights, virtual and hybrid events free up budget for content development and professional production. At the same time, viewers appreciate the convenience of watching sessions from home or the office.
Gather valuable data. Virtual platforms capture rich analytics – from registration details and viewing duration to questions and poll responses. These insights inform future event planning and sales follow‑ups, helping you tailor content for maximum impact.
Support sustainability goals. Reducing travel and onsite resource use cuts your event’s carbon footprint dramatically, aligning with corporate environmental, social and governance (ESG) priorities.

When to use webcasting

Webcasting can enhance virtually any live event. Here are some common use cases along with internal resources to help you plan:

Corporate meetings and town halls – Stream executive updates, strategy briefings and staff events across multiple offices. See our Meeting & Conference AV Solutions for space‑specific advice.
Conferences and exhibitions – Share keynote sessions and panel discussions with remote delegates. Record customer testimonials and interviews on the show floor for later promotion. Our Virtual & Hybrid Event Services can integrate plenary sessions, breakouts and sponsor booths into one platform.
Gala dinners & awards nights – A live webcast can amplify the excitement, drive greater exposure and give sponsors more visibility. Combine it with our Awards Night AV Solutions to create a sophisticated on‑site experience.
Annual general meetings (AGMs) – Keep shareholders informed and compliant by streaming reports, voting processes and Q&A sessions. Learn more about our AGM AV Solutions.
Product launches and demos – Reveal new products via a live webcast, then leverage on‑demand replays for marketing and training. Explore our Product Launch AV Solutions for inspiration.
Training and education – Provide professional development or certification courses online. Our experience in Education AV Installation means we understand how to keep remote learners engaged.

Planning a successful webcast

For a professional result, consider these tips:

Invest in quality production. Crisp audio, high‑definition video and branded graphics signal professionalism and keep viewers engaged. Our virtual event production team uses broadcast‑grade equipment and reliable streaming platforms to ensure your content looks and sounds its best.
Engage your remote audience. Incorporate live polls, Q&A sessions, chat moderators and social media hashtags to foster interaction. Audience engagement features are proven to improve knowledge retention and enjoyment.
Plan for hybrid integration. If you’re combining in‑person and remote elements, ensure everyone can see, hear and interact equally. Use multi‑camera setups, interactive screens and dedicated technical support to bridge the gap between the room and the webcast.
Prioritise accessibility. Offer live captioning and sign language interpretation to accommodate diverse audiences. Consider providing transcripts and on‑demand videos for those who cannot attend live.
Measure and adapt. Review analytics to see how long people watched, which segments sparked questions and which calls to action performed best. Use this information to refine future events and marketing campaigns.

Start streaming with AVPartners

Whether you’re hosting a national conference, launching a product or engaging shareholders, a professional webcast can elevate your message and deliver tangible business results. AVPartners’ Virtual & Hybrid Event Services combine high‑end production, interactive platforms and experienced technicians to ensure your broadcast runs smoothly from start to finish. Talk to our team about integrating live streaming into your next event or explore our Live Streaming & Hybrid Event Services in Sydney to see how we can help you reach audiences anywhere.

December 15, 2025

Elevate Your Keynote: Modern AV Essentials for Unforgettable Presentations

Event How To

Delivering an inspiring keynote takes more than a confident speaker and compelling content. In today’s hybrid‑first world, audiences expect polished audio‑visual (AV) experiences, seamless digital integration and inclusive features that make everyone feel welcome. Research shows that live events build trust and drive engagement better than digital alone, 95 % of attendees trust brands more after participating in an in‑person event, and 82 % prefer attending events in person rather than virtually. Yet modern audiences are also tech savvy, meaning your AV strategy needs to bridge physical and digital channels seamlessly.

This guide brings your keynote into the 2020s. It balances proven principles, clear sound, high‑quality visuals and pre‑event checks, with emerging trends such as LED walls, multi‑camera streaming, hybrid engagement tools and accessibility technologies. Use these recommendations to partner with your AV team and design keynotes that resonate with in‑person and remote audiences alike.

Prioritise Crystal‑Clear Audio

If attendees can’t hear or understand the speaker, the message is lost. Always start with a solid audio plan:

To dive deeper into crafting flawless event sound, explore our perfect sound for events guide.

Choose the right microphone and master technique

Select the right mic – Match microphone type (handheld, lapel or headset) to the venue and presentation style. Headset or lavalier mics free the speaker’s hands while providing consistent sound.
Project your voice – A microphone amplifies your natural voice; it doesn’t replace it. Encourage speakers to breathe deeply and speak clearly so the microphone can pick up the full frequency of their voice.
Maintain proper distance – Keep a consistent distance and angle to avoid popping or muffled sounds. Speak across the microphone rather than directly into it, and avoid tapping or clapping near it.
Mind posture and movement – Standing upright and moving with your shoulders, not your head, keeps audio levels consistent and ensures the microphone stays positioned correctly.

Invest in immersive sound design

Use distributed speaker systems – For large rooms, multiple speakers strategically placed around the venue help maintain consistent volume and clarity. Demand for sophisticated conferencing solutions continues to rise, with research firm Frost & Sullivan projecting that the global conferencing market will reach US$28.6 billion by 2026.
Add assistive listening options – Offer headset receivers or induction‑loop systems for guests with hearing impairments. Inclusive audio ensures your message reaches everyone.
Plan for hybrid – If you’re live streaming, capture clean audio feeds and provide separate mixes for in‑room and remote audiences. Multi‑camera setups and mixing consoles enable you to balance these feeds without compromising quality.

Deliver High‑Impact Visuals

Visuals anchor your story and shape how audiences perceive your brand. Here’s how to make them shine:

Opt for LED walls and high‑brightness displays

LED displays have become the gold standard for keynote stages. They combine individual panels into seamless video walls that can be built straight, curved or custom‑shaped, remain bright in daylight and withstand heavy use. Their energy efficiency and long lifespan,often rated for 100 000 hours also reduce long‑term costs and environmental impact. For details on AVPartners’ LED solutions, see our Gloshine LED displays offering.

Where venue budgets don’t allow for LED, large high‑brightness flat panels are a strong alternative. Standard office displays are typically 350–400 nits, but ambient light in conference venues often requires brighter screens. Industry standards recommend a display brightness roughly five times brighter than ambient light to ensure crisp contrast. A good AV partner will size and position displays so all attendees enjoy unobstructed views.

Complement visuals with dynamic content

Incorporate motion – Video clips, animations and kinetic text help maintain attention. LED walls handle motion smoothly; if you’re using projection, ensure the projector supports high refresh rates to avoid motion blur.
Optimise for multiple screens – Many venues now offer secondary screens or confidence monitors for speakers. Design slides for both: create large, legible text for main screens and detailed notes for presenter views.
Make content interactive – Use live polls, real‑time Q&A or audience feedback displayed on screen. Active participation has been shown to increase audience attentiveness and enjoyment compared to passive lectures.

For design inspiration and practical tips on creating engaging slides, check out our internal guide on avoiding “Death by PowerPoint”, which explores how to use visuals effectively to captivate your audience.

Build Hybrid Engagement

In 2024 and beyond, keynotes often serve audiences both in the room and online. To deliver a unified experience:

Deploy multi‑camera production – Switch between wide shots, close‑ups and audience reactions to keep remote viewers engaged. Affordable multi‑camera rigs and software make broadcast‑quality streaming more accessible.
Enhance interactivity for remote participants – Tools like live chat, audience response apps and QR‑code polls give virtual attendees a voice. Analytics from these tools provide insight into viewer behaviour, helping you refine content.
Use confidence monitors – Place monitors showing remote questions or chat near the speaker’s sightline so they can respond naturally without breaking eye contact.
Plan for reliable connectivity – High‑bandwidth Wi‑Fi and backup wired connections are essential. The rollout of 5G is improving streaming quality and reducing latency. For professional streaming support and guidance, explore our live streaming event services.

To take hybrid engagement to the next level, explore our virtual and hybrid event services for end‑to‑end support.

Create Inclusive and Accessible Experiences

Your keynote should be accessible to everyone. Beyond choosing DDA‑compliant venues, consider these measures:

Provide captioning – Closed captions benefit not only deaf or hard‑of‑hearing attendees, but also non‑native speakers and anyone in a noisy environment. Closed captions enhance comprehension for all viewers by providing textual reinforcement and are increasingly mandated by regulation. Advances in automatic speech recognition and AI have improved caption accuracy and lowered costs.
Offer sign‑language interpreters – When possible, arrange interpreters on stage or provide a picture‑in‑picture feed for remote viewers. This demonstrates commitment to inclusion.
Describe visuals for blind or visually impaired attendees – Provide descriptive narration of charts and images. Offer large‑print or digital copies of slides that can be read via screen readers.

Rehearse and Collaborate with Your AV Team

Conduct a thorough pre‑event technical run

Schedule a rehearsal with your AV team to test sound, visuals and transitions. This time allows the speaker to become comfortable with the microphone, monitors and stage layout. It’s also an opportunity to calibrate lighting for camera shots and confirm that captions, videos and slides appear correctly.

Want more tips on preparing your speakers? Read our speaker preparation guide for checklists and advice on easing nerves and running through technical details.

Keep experts on hand

Ensure your AV partner is present during the presentation to manage cues, troubleshoot issues and adjust settings in real time. Their expertise allows the presenter to focus on storytelling without worrying about technical details.

Modern Trends to Watch

The AV industry continues to evolve rapidly. While not every keynote requires bleeding‑edge tech, being aware of emerging trends can inspire creative touches:

Extended reality (XR) and holography – Technologies blending physical and digital spaces, such as holographic displays and volumetric video, are moving from the lab to the stage. Used sparingly, they can create memorable “wow” moments.
AI‑driven enhancements – Machine learning powers automatic camera tracking, adaptive lighting and personalised content delivery. AI analytics also provide real‑time feedback on audience engagement, allowing presenters to adjust on the fly.
Energy‑efficient systems – Sustainable event practices are gaining prominence. LED lighting and solar‑powered stages reduce environmental impact.

Final Thoughts and Takeaways

A successful keynote marries compelling content with flawless AV execution. Modern audiences expect more than slides and a microphone; they want immersive visuals, clear sound, interactivity and inclusive features. Meanwhile, digital touchpoints before, during and after events amplify reach and conversion: 87 % of working professionals visit a brand’s website after attending a live event, and 85 % are more likely to purchase from that brand afterwards. By working closely with an experienced AV partner and embracing both established best practices and emerging innovations, you can deliver keynotes that inspire, engage and convert.

Ready to make your next keynote unforgettable? Contact us today for a consultation and discover how AVPartners’ sales and installation experts can tailor technology to your venue, audience and message.

December 14, 2025

Why In-Person Events Still Matter in a Digital-First Era

Event Marketing Strategy

It was not long ago that marketers shifted budgets away from events and toward digital channels. Live experiences were seen as expensive, while email and social media offered seemingly free access to large audiences. Yet recent research shows the pendulum is swinging back. In a world dominated by automation and algorithms, people are craving authentic, human connection. The global events industry is projected to grow from 1.2 trillion dollars in 2025 to 1.35 trillion dollars in 2026, with expectations of reaching 2.1 trillion dollars by 2032. Seventy-four percent of Fortune 1000 marketers plan to increase their event budgets in 2026.

Digital marketing remains essential, but it should not replace live experiences. Conversion rates in digital channels are still low; two-thirds of marketers say their landing pages convert fewer than 10 percent of visitors, and average e-commerce conversion rates sit below 2 percent. In contrast, live events build trust, spark enthusiasm and encourage immediate action. Here is why events deserve a central place in your marketing strategy.

Events Build Trust and Influence

In-person experiences offer something digital simply cannot replicate: genuine, face-to-face connection. Research by the Harris Poll for Freeman found that 95 percent of attendees trust brands more after participating in a live event. Meanwhile, 71 percent of brands saw their reputation decline through other channels in 2024. The same study showed that 92 percent of working professionals feel live events positively influence their perception of a brand.

At a time when trust in media and social platforms is declining, the credibility created through in-person interaction is invaluable.

Immersive Content Engages the Senses

Events allow you to convey your message in an immersive way. Lighting, sound, visuals and staging work together to shape emotion and tell a compelling story. According to the Digital Marketing Institute, events deliver undivided attention and create meaningful human interaction in an omnichannel landscape. They also generate content assets for months to come, from keynote excerpts to attendee testimonials.

Event branding experts have found that immersive environments strengthen recall and increase engagement. Seventy-seven percent of B2B buyers are more likely to engage with brands that demonstrate understanding through personalised experiences. Consistent branding across touchpoints can lift revenue by up to 33 percent, and 91 percent of people report positive feelings about a brand after a well-executed event.

Higher Conversion Rates and Immediate Action

Live events capture attention at the right moment and drive decisions while interest is high. The Freeman Trust Report found that 87 percent of working professionals visited a brand’s website after attending an event, and 85 percent were more likely to make a purchase post-event.
Compare this with average digital conversion rates of 2.4 to 2.8 percent for email campaigns, and the value of in-person engagement becomes clear.

Events blend human interaction with dynamic audiovisual production to inspire confidence and encourage real-time conversion.

A Memorable Brand Experience

People remember how you make them feel. After attending a live event, 96 percent of guests report positive emotions such as feeling inspired, valued or energised. This emotional impact boosts brand sentiment and fuels organic word of mouth.

Seventy-seven percent of consumers say that live engagement increases their trust in a brand. This effect becomes even stronger when events use modern production tools such as LED walls, dynamic lighting and interactive installations. These elements elevate the experience and make your message more memorable.

Amplify Reach with Digital

The impact of live events multiplies when paired with digital channels. Encourage attendees to share photos, videos and insights through a branded hashtag. User-generated content creates buzz and expands your reach long after the event ends.

Recordings, highlight reels and speaker quotes can be repurposed into webinars, blog posts and social content. Hybrid and virtual formats still play a role, particularly for training or remote participation, but research suggests in-person should lead, with digital serving as an extension rather than a replacement.

Make Events Part of Your Marketing Strategy

Events are not a substitute for digital marketing; they are a high-value complement. Use digital tools to promote, extend and measure your event, while relying on face-to-face experiences to build trust and accelerate decision-making. Although events may require higher upfront investment, the long-term benefits often outweigh the cost through stronger engagement, higher conversions and improved customer loyalty.

Practical Tips for Marketers

Define clear objectives:
Identify whether your event is focused on awareness, lead generation or customer retention.

Know your audience:
Design personalised experiences tailored to the needs of your highest-value personas.

Invest in production quality:
Thoughtful staging, engaging speakers and strong audiovisual design elevate your brand.

Connect events with your content plan:
Capture content during the event and repurpose it across channels for extended impact.

Measure beyond ROI:
Track not only leads and sales but also trust, sentiment, retention and word of mouth. These reflect your return on objective.

Conclusion

Human connection remains the cornerstone of effective marketing. In-person events build trust, influence purchasing decisions and create memorable experiences. When combined with smart digital tactics, they amplify your message and deliver significantly higher returns than digital channels alone. If you are debating whether events belong in your marketing plan, consider the evidence: live experiences matter now more than ever.

December 14, 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