How to Create an Engaging Environment

Today’s meeting rooms are evolving into experiential environments focused on attendee engagement. The more connected someone is to an experience emotionally, the better he or she is able recall the experience later.

A successfully engaging event or meeting goes beyond a full agenda, intriguing slide presentations, expert speakers, and an interactive Q&A. It’s also finding ways to create a completely immersive experience for your attendees. 

Once you've established the goals you want to accomplish with your meeting or event, the environment can be planned with specific enhancements designed to maximize the guest experience, which will increase engagement and overall retention. 

There is a fine line between creating a memorable and meaningful experience and adding cool looking stuff that is mostly a distraction. The key is to have a clear purpose established and then design the desired experience around it. Here are a few simple ideas that we as an audiovisual production partner focus on most. These ideas can help create environments that excite and engage your audience. 

Creating a Visual Experience

First impressions are of the utmost importance. Here are a few clever ideas to visually enhance your event.

• Surround attendees with video mapping and 360-degree imagery. This can transform spaces instantly and accentuate main stage presentation screens.

• Push content to personal screens with applications designed to work in conjunction with main stage presentation screens. 

• Encourage participation with video walls and monitors that display social media feeds in real time. 

• Replace flat conference signage with environmentally conscious digital signage. Branding and messaging come alive with video monitors and displays that are constantly changing with real time information. 

• Use lighting variations to change the ambience of the room. You might incorporate moving lights for energy or different colors to match the brand. You can also play with different lighting levels to fit the vibe of the space. Brighter rooms encourage social interaction, while dimmer lighting can create a more intimate feel.

The Power of Sound

Meeting room sound has evolved. It can now be enhanced to ensure every presenter’s spoken word and nuance is perfectly heard from every seat in the house. Don’t overlook the sound levels - attendees tend to disengage if they can’t hear what’s being shared with them.

• Consider adding full digital sound and line array speakers to enhance the audio experience.

• Utilize sub-woofer speakers to power audio when needed, and ensure full fidelity for all spoken words.  

• Surround sound for music and videos provides 360-degree sound that will help hold attention.

• Create excitement by playing great music for opening moments and presenter walk ups. 

• In exposition halls and other noisy settings, use private listening systems and personal headsets to narrowcast to audiences. 

• For a fun Q&A, use Catchbox microphones that attendees can throw around the room so they don't have to wait for a mic runner to speak. 

That Special Touch

Here are some creative ways to engage your audience and get them out of their seats. 

• Touchscreen monitors using interactive applications invite participants to involve themselves with the experience.

• Audience response systems allow attendees to provide answers to questions and view their responses live on the big screen. 

There are also options to consider that don't involve technology, such as coordinating "the wave", giving high-fives, or throwing around a beach ball.

When it comes to an experiential event, developing your main message and purpose is of the utmost importance. Once you have a clear vision, you can add your creative ideas to create a fully immersive experience – your imagination is the limit!

Your event is a reflection of your brand and company culture, so take this opportunity to design the best experience and leave a lasting impression. For questions or assistance with your next big event, feel free to reach out to our AVmedia family. AVmedia is known for its international production and creative services team, as well as its growing onsite audiovisual and production services arm that is focused on being your all-in partner.

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