Electro-Media Design, Ltd

Hybrid Meetings: Blending Virtual and In-Person Experiences

2023-11-11

In today's rapidly evolving world, the meetings and events industry has undergone a significant transformation. The emergence of virtual communication technologies has opened up new possibilities, allowing participants from around the globe to connect and collaborate without the constraints of physical distance. However, the value of face-to-face interactions and the immersive experiences they provide cannot be overlooked. This is where the concept of hybrid meetings comes into play—a powerful fusion of virtual and in-person experiences that offers the best of both worlds. In this blog post, we will explore the concept of hybrid meetings and how Electro-Media Design, Ltd. can help you create extraordinary meeting spaces that facilitate seamless hybrid experiences.

The Rise of Hybrid Meetings

Hybrid meetings have gained immense popularity in recent years, driven by advancements in technology and the need for flexible and inclusive meeting solutions. These meetings combine the advantages of virtual communication platforms with the unique benefits of in-person interactions. By blending virtual and physical elements, hybrid meetings allow remote participants to engage in real-time discussions, presentations, and collaborations alongside their in-person counterparts.

Benefits of Hybrid Meetings

1. Enhanced Reach and Accessibility: Hybrid meetings break down geographical barriers, enabling participants from different locations to attend and contribute. This inclusivity promotes a diverse range of perspectives and fosters global collaboration.

2. Cost and Time Savings: Virtual participation eliminates the need for travel expenses and reduces time spent on commuting. This not only saves money but also allows participants to allocate their time more efficiently.

3. Increased Engagement: Hybrid meetings leverage interactive technologies to enhance participant engagement. Features such as live polling, virtual breakout rooms, and real-time Q&A sessions make the meeting experience more interactive and dynamic, keeping attendees actively involved.

4. Sustainability: By minimizing travel, hybrid meetings contribute to a greener and more sustainable approach to conducting business. Reduced carbon emissions and resource consumption make hybrid meetings an environmentally responsible choice.

Designing Exceptional Hybrid Meeting Spaces

Creating a successful hybrid meeting space requires careful planning, technological expertise, and an understanding of participants' needs. Electro-Media Design, Ltd. specializes in audiovisual design and consulting, offering comprehensive solutions to help you design and implement exceptional hybrid meeting spaces.

1. Audiovisual Systems Design: Our team of experts will assess your space and recommend state-of-the-art audiovisual systems that seamlessly integrate virtual and physical components. This includes high-quality video conferencing systems, immersive displays, crystal-clear audio solutions, and intuitive control interfaces.

2. Acoustics and Lighting: We understand the importance of creating an environment that ensures optimal acoustics and lighting for both in-person and virtual participants. Our acoustical consultants will design sound systems and room treatments that provide clear and balanced audio experiences, while our lighting experts will create visually appealing environments that enhance engagement and visibility.

3. Technology Integration: Electro-Media Design, Ltd. specializes in integrating various technologies to deliver a cohesive hybrid meeting experience. From video conferencing platforms and collaboration tools to content sharing and remote participant management systems, we ensure seamless connectivity and functionality.

4. User-Friendly Interfaces: We prioritize ease of use, ensuring that participants can navigate the hybrid meeting space effortlessly. Intuitive control interfaces and user-friendly systems empower participants to engage with the technology seamlessly, regardless of their technical expertise.

Conclusion

Hybrid meetings have emerged as a game-changer in the meetings and events industry, offering the flexibility to connect and collaborate in new and exciting ways. Electro-Media Design, Ltd. is at the forefront of audiovisual design and consulting, helping organizations create exceptional hybrid meeting spaces that deliver extraordinary experiences. By leveraging our expertise, you can embrace the future of meetings and event space design, unlocking the full potential of hybrid meetings and reaping the benefits of enhanced reach, engagement, and sustainability. Contact us today to embark on your journey towards seamless hybrid experiences.

Optimizing Sound Quality: Key Considerations in Audiovisual System Design

2023-11-09

In the world of audiovisual system design, ensuring optimal sound quality is paramount. Whether it's a large-scale event, a corporate meeting, or a worship service, the quality of sound can significantly impact the overall experience and engagement of the audience. To achieve exceptional sound quality, several key considerations must be taken into account during the audiovisual system design process. In this blog post, we will explore these essential considerations and provide insights into how they can be effectively addressed.

1. Acoustic Analysis and Design:
One of the fundamental aspects of optimizing sound quality is conducting a thorough acoustic analysis of the space. Acoustic consultants can assess the room's characteristics, such as size, shape, materials, and reverberation, to determine the optimal sound system design. By understanding the room's acoustic properties, designers can make informed decisions about speaker placement, sound absorption, and diffusion to achieve balanced sound distribution and minimize unwanted reflections.

2. Speaker Selection and Placement:
Choosing the right speakers and strategically placing them is crucial for delivering clear and immersive sound. Factors such as room size, audience capacity, and desired sound coverage must be considered when selecting speakers. Different types of speakers, including line arrays, point source speakers, and subwoofers, may be required to meet specific sound reinforcement needs. Proper placement of speakers, considering factors like dispersion angles and coverage patterns, ensures even sound distribution throughout the space.

3. Audio Processing and Signal Flow:
An effective audiovisual system design involves carefully considering the signal flow and processing of audio signals. Digital signal processing (DSP) plays a vital role in optimizing sound quality. Through equalization, dynamic range control, delay compensation, and other processing techniques, audio engineers can tailor the sound to suit the acoustics of the room and the desired listening experience. Additionally, proper signal routing and integration with other audiovisual components, such as microphones and mixing consoles, contribute to a seamless and efficient audio system.

4. Microphone Selection and Placement:
Microphones are essential tools for capturing high-quality audio during events, presentations, and performances. Choosing the right type of microphone for each application is crucial to ensure accurate sound reproduction and minimize unwanted noise. Factors such as microphone polar patterns, frequency response, and sensitivity should be considered. Proper microphone placement techniques, including proximity, positioning, and avoiding feedback, are also essential to capture clear and intelligible sound.

5. Room Equalization and Calibration:
Even with the most advanced audiovisual system, room acoustics can present challenges that affect sound quality. Room equalization techniques, such as using digital room correction systems, can help compensate for acoustic anomalies and optimize frequency response. Calibration processes, including sound system alignment, measurement, and tuning, ensure that the audio system performs optimally in the specific room environment.

6. User-Friendly Control Systems:
To simplify the operation of audiovisual systems and maintain consistent sound quality, user-friendly control systems are essential. Intuitive interfaces, touchscreen controls, and automated presets enable users to easily adjust sound levels, switch between audio sources, and manage different audio zones. Well-designed control systems promote user engagement and empower presenters, technicians, and event organizers to deliver seamless audio experiences.

7. Ongoing Maintenance and Support:
Ensuring long-term sound quality requires proactive maintenance and support. Regular system inspections, software updates, and equipment servicing help identify and address any issues that may affect sound quality. Collaborating with audiovisual design and consulting experts who provide dedicated support and maintenance services can help ensure that the system continues to perform optimally over time.

Conclusion

Optimizing sound quality in audiovisual system design is a multifaceted process that involves careful consideration of acoustic characteristics, speaker selection and placement, audio processing, microphone techniques, room equalization, user-friendly control systems, and ongoing maintenance. By addressing these key considerations, audiovisual professionals can create immersive sound experiences that captivate audiences and enhance the overall impact of events, meetings, and performances. Collaborating with experienced consultants and designers, such as Electro-Media Design, Ltd., ensures that every aspect of sound quality is meticulously planned and executed, resulting in exceptional audiovisual solutions that exceed expectations.

The Importance of AV Testing and Commissioning in Event Success

2023-11-03

In the dynamic world of events and meetings, audiovisual (AV) technology plays a crucial role in creating immersive and engaging experiences for attendees. From conferences and trade shows to concerts and theatrical productions, the success of an event often hinges on the seamless integration and flawless execution of AV systems. In this blog post, we will explore the significance of AV testing and commissioning and how it contributes to the overall success of an event.

1. Ensuring Functionality and Reliability

AV testing and commissioning involve rigorous assessments to verify the functionality and reliability of AV systems. This process includes comprehensive checks of audio systems, video displays, lighting equipment, control systems, and connectivity infrastructure. By conducting thorough tests, technicians can identify any potential issues or malfunctions before an event takes place. This proactive approach helps to minimize the risk of technical glitches during critical moments, ensuring a smooth and uninterrupted experience for both presenters and attendees.

2. Optimizing Audio and Visual Performance

Superior audio and visual quality are essential for creating impactful event experiences. Through testing and commissioning, AV professionals can fine-tune audio systems to achieve optimal sound quality, ensuring that every word is heard clearly and every musical note resonates with precision. Similarly, video displays and projection systems can be calibrated to deliver vibrant and crisp visuals, enhancing the overall impact of presentations, videos, and multimedia content. By optimizing AV performance, event organizers can captivate their audience and leave a lasting impression.

3. Seamless Integration of AV Systems

Events often involve complex AV setups with numerous interconnected components. Testing and commissioning ensure the seamless integration of these systems, allowing for smooth communication and coordination between various AV elements. Whether it's synchronizing audio and video playback, controlling lighting effects, or managing interactive displays, the meticulous testing process ensures that all components work harmoniously together. This integration is crucial for creating immersive experiences that engage and captivate the audience.

4. Addressing Potential Technical Challenges

Every event venue presents unique challenges and constraints that can impact AV performance. Testing and commissioning allow AV professionals to identify and address these challenges in advance. They can assess the venue's acoustics, lighting conditions, and infrastructure limitations to determine the best placement and configuration of AV equipment. By proactively addressing potential technical issues, such as echo-prone spaces or inadequate power supply, AV experts can mitigate risks and optimize the overall event experience.

5. Enhancing Event Safety and Security

AV systems are not only responsible for delivering exceptional audio and visual experiences but also contribute to event safety and security. Testing and commissioning involve evaluating the reliability and effectiveness of emergency communication systems, such as public address (PA) systems and evacuation alerts. Additionally, technicians can ensure that AV equipment adheres to safety standards, such as proper grounding and electrical safety measures. By prioritizing safety and security during the testing process, event organizers can create a secure environment for attendees and staff.

6. Minimizing Downtime and Maximizing Efficiency

Technical issues and equipment failures can lead to significant downtime during events, resulting in frustrated attendees and potential financial losses. Through thorough testing and commissioning, AV professionals can identify and rectify any weaknesses or vulnerabilities in AV systems, minimizing the risk of downtime. By maximizing the efficiency and reliability of AV setups, event organizers can focus on delivering a seamless experience, knowing that their AV technology is primed for success.

Conclusion

In the fast-paced world of events and meetings, AV testing and commissioning are critical steps in ensuring a successful and memorable experience. By verifying functionality, optimizing performance, seamless integration, addressing technical challenges, enhancing safety and security, and minimizing downtime, event organizers can rely on a robust and reliable AV infrastructure. Investing in thorough testing and commissioning not only ensures the smooth execution of an event but also leaves a lasting impression on attendees, making it an indispensable component of event planning and execution.

Remember, when it comes to AV technology, meticulous testing and commissioning pave the way for extraordinary event experiences.

The Benefits of Working with Independent AV Consultants for Your Project

2023-08-30

In today's rapidly evolving audiovisual (AV) industry, it is crucial for businesses and organizations to stay ahead of the curve and deliver exceptional AV experiences. Whether you are designing a state-of-the-art meeting space, or upgrading your audiovisual systems, partnering with independent AV consultants can provide you with invaluable expertise and guidance. In this blog post, we will explore the numerous benefits of working with independent AV consultants and how they can enhance the success of your project.

1. Unbiased Expertise:
Independent AV consultants offer unbiased expertise that is not tied to any specific manufacturer or technology. They have in-depth knowledge of the latest AV technologies, trends, and best practices in the industry. By working with independent consultants, you can be confident that their recommendations are based solely on what is best for your project, ensuring optimal performance, functionality, and cost-effectiveness.

2. Customized Solutions:
Every project is unique, and independent AV consultants understand the importance of tailored solutions. They take the time to assess your specific requirements, budget, and goals to develop a customized AV strategy that aligns with your vision. Whether it's designing a hybrid meeting space, integrating cutting-edge audiovisual equipment, or optimizing acoustics, independent consultants can create a solution that meets your exact needs and enhances the overall user experience.

3. Cost Optimization:
AV projects can be complex, and without proper planning and expertise, they can quickly become costly. Independent AV consultants possess extensive experience in managing AV budgets and resources effectively. They can help you identify cost-saving opportunities, negotiate with vendors, and ensure that your project stays within budget without compromising quality or functionality. Their expertise in procurement and project management can result in significant cost savings in the long run.

4. Access to Industry Connections:
Independent AV consultants have built strong relationships with manufacturers, suppliers, and industry professionals over the years. These connections can be invaluable when it comes to sourcing the best AV equipment, negotiating favorable pricing, and accessing the latest technologies. By leveraging their network, consultants can provide you with a competitive edge and ensure that your project benefits from the most advanced and reliable AV solutions available.

5. Streamlined Project Execution:
Managing an AV project requires meticulous planning, coordination, and execution. Independent AV consultants have the necessary project management skills and experience to streamline the entire process. They can collaborate with architects, contractors, and other stakeholders to ensure seamless integration of AV systems into your facility. From initial design and procurement to installation, testing, and commissioning, consultants oversee every stage of the project, saving you time, effort, and potential headaches.

6. Future-Proofing:
Technology is constantly evolving, and it's essential to future-proof your AV systems to adapt to emerging trends and advancements. Independent AV consultants stay abreast of industry developments and can guide you in selecting scalable and flexible solutions that can accommodate future upgrades and expansions. By incorporating future-proofing strategies into your AV design, you can extend the lifespan of your systems, reduce long-term costs, and stay ahead of the competition.

Conclusion

Partnering with independent AV consultants brings a multitude of benefits to your project. Their unbiased expertise, customized solutions, cost optimization strategies, industry connections, streamlined project execution, and future-proofing insights can elevate the success of your AV initiatives. Whether you are embarking on a small-scale installation or a large-scale construction project, independent AV consultants bring a wealth of knowledge and experience to ensure that your project exceeds expectations, delivers exceptional AV experiences, and maximizes return on investment. Embrace the power of collaboration with independent AV consultants and unlock the full potential of your audiovisual endeavors.

To learn more about the advantages of working with independent AV consultants, contact Electro-Media Design, Ltd. Our team of experts has a proven track record in delivering innovative and reliable AV solutions across various industries. Visit our website or call us to discuss your project requirements and explore the possibilities of transforming your AV vision into reality.

The Importance of Independent AV Consultants in Designing Scalable AV Systems

2023-10-25

In today's rapidly evolving world, audiovisual (AV) technology plays a pivotal role in enhancing communication, collaboration, and overall user experience in various industries. From corporate boardrooms to educational institutions and entertainment venues, AV systems have become integral components of modern infrastructure. However, designing and implementing scalable AV systems that meet the unique requirements of each environment can be a complex task. This is where independent AV consultants, like Electro-Media Design, Ltd., prove their value. In this blog post, we will delve into the importance of independent AV consultants and how they contribute to the successful design of scalable AV systems.

1. Expertise and Specialization

Independent AV consultants bring a wealth of expertise and specialized knowledge to the table. With years of experience in the industry, they understand the nuances of AV technology, including audio, video, control systems, and more. This expertise allows them to analyze client needs, recommend suitable solutions, and design systems that align with the specific goals and requirements of each project. Moreover, independent consultants stay up-to-date with the latest trends, innovations, and best practices in AV design, ensuring that their clients benefit from cutting-edge solutions.

2. Unbiased Recommendations

One of the key advantages of working with independent AV consultants is their unbiased approach. Unlike AV equipment manufacturers or integrators who may have inherent biases towards specific brands or products, independent consultants provide impartial advice and recommendations. They assess multiple options available in the market, considering factors such as performance, reliability, compatibility, and cost-effectiveness. This impartiality ensures that clients receive recommendations based solely on their unique needs, leading to optimal system design and long-term satisfaction.

3. Tailored Solutions

Every organization has distinct requirements when it comes to AV systems. Independent consultants understand this and tailor their solutions accordingly. They conduct in-depth assessments, taking into account factors such as room acoustics, ambient lighting, user preferences, and functional requirements. By considering these variables, consultants can design AV systems that are perfectly suited to the specific environment, ensuring exceptional audiovisual experiences for users.

4. Scalability and Future-Proofing

Successful AV system design goes beyond immediate needs; it should be scalable and future-proof. Independent consultants possess the foresight and technical expertise to design systems that can adapt and grow alongside evolving technologies and organizational needs. By taking into account factors such as system expandability, compatibility with emerging standards, and future enhancements, consultants ensure that clients' AV systems remain relevant and capable of meeting future demands without requiring significant overhauls or costly replacements.

5. Cost-Effectiveness

While AV technology continues to advance rapidly, it is crucial to strike a balance between functionality and cost-effectiveness. Independent AV consultants understand the importance of delivering value to their clients. They leverage their industry knowledge and relationships with manufacturers to identify cost-effective solutions without compromising quality or performance. By optimizing the design and integration processes, consultants can help clients achieve the desired outcomes within their budgetary constraints.

6. Seamless Integration and Project Management

Designing and implementing AV systems involves coordination with various stakeholders, including architects, contractors, IT teams, and facility managers. Independent AV consultants play a key role in project management, ensuring seamless integration between different components and stakeholders. They collaborate closely with all parties involved, acting as a bridge between technology and infrastructure. Their expertise in system design, documentation, and project oversight ensures smooth implementation, minimizing delays and maximizing efficiency.

Conclusion

In an era where AV technology is rapidly transforming the way we communicate, collaborate, and experience various environments, the importance of independent AV consultants cannot be overstated. These professionals bring specialized expertise, unbiased recommendations, tailored solutions, scalability, cost-effectiveness, and project management skills to the table. By partnering with independent consultants like Electro-Media Design, Ltd., organizations can ensure the successful design and implementation of scalable AV systems that meet their unique needs, enhance user experiences, and future-proof their investments.

Operational Outlook

2021-10-01

There’s little question that the pandemic has resulted in something of a reset for the lodging industry in terms of operations and a handful of executives recently touted the potential upside of doing things differently.

Meetings in the Fourth Dimension: Virtual, and Hybrid Events

2021-06-08

Without question, the Coronavirus pandemic has led to wrenching changes in the meetings business. But seen in a broader context, it’s merely going to accelerate and transform a process that has been taking place for millennia – virtual and hybrid communications and events.

The search for better ways to communicate and collaborate over distances in real time (or synchronously) is not new. In fact, it dates back to around 200 BC, when Chinese inventors developed a system for communicating via smoke signals while building the Great Wall. The next significant steps on this continuum occurred many centuries later, with the invention of the telegraph and telephone in the 1800s

How and when were these technologies first used to connect larger groups in real time and for more formal communications on a regular basis? It happened in the 1930s, when educators began using radio broadcasts to teach remotely located students. But it was not until the 1980s that two-way collaborative audio and visual “distance learning” truly took hold. It was at this time that hotels and conference centers first began using satellite video teleconferencing as a paid service to interconnect remote audiences for meetings and events, primarily via one-way video and audio bounced off of earth-orbit satellites, sometimes with “phone-in” connections for questions from remote audiences watching from locations known as “pods.”

In the 1990s, we moved first to high-speed digital telephone lines, and then to Internet Protocol (IP) and wide/local area network (WLAN)-based conferencing. Later still, it was FaceTime and similar apps on personal smart devices; around the same time, video conferencing on larger video displays became more practical

In the early 2000s live streaming began, originally transmitted over devices that converted live audio and video to digital signals. Much like satellite video teleconferencing, live streaming was first used for broadcasting to remote attendees or viewers; later, it was able to add two-way collaborative experiences. When the images of the participants were shown at close-to-actualsize dimensions, this was referred to as “telepresence,” and various manufacturers developed mirrored rooms with cameras and displays to create the immersive effect of remote participants being in the same room. However, each manufacturer’s solution was unique and proprietary and there was no way to connect the “vendor-locked” systems from different providers, leading to the failure of widespread adoption in the hotel and conference center spaces. Telepresence set-ups are still used as legacy systems in corporate and government facilities, however, where interoperability with third parties or alternative platforms is not a requirement.

Hybrid Event Topologies

The arrangement and interconnections of two or more physical meeting spaces can occur in several different structures, or topologies. It is helpful to consider how each event needs to be organized to understand what types and scale of physical and digital technologies will be required

Figure 1. The three types of event typologies

The Point-to-point Topology

This is the simplest arrangement of communication links and nodes. There are two “points” that are interconnected either by telephone lines, video teleconference circuits, or a unified communications and collaboration (UCC) platform via the internet. Each end of this link can have one or more people, who are fully enabled to see, hear, talk, and share content with each other.

The Star Topology

This arrangement is where more than two nodes (also referred to as “hubs” or points) are interconnected. Each of the nodes can have one or more people participating, all of whom can see, hear, talk, and share content with any or all of the other participants. Sometimes one or more of the nodes will lead the presentation.

The Hub-and-spoke Topology

This topology represents an arrangement where one of the hubs is the primary session or “main event,” and all of the other sites that are interconnected are remote audiences. This main hub may be set up like a television studio, complete with professional backdrops, furnishings, lighting, and even a studio audience. Often, the remote audiences are visible on large displays in the main hub studio, but typically those remote audiences cannot see each other. All eyes are on the main stage. This is also sometimes called: “point-to-multipoint.”

Unified Communications & Collaboration

Now, the latest iteration has incorporated each of the earlier topologies: UCC, a term for various services that facilitate multi-participant conferencing that everyone can use, and that comes with many different flavors, platforms, and choices

In the last few years, there had been a growing interest in the technology and capabilities that would eventually become known as UCC. But the widespread use of UCC during the pandemic has accelerated its adoption even more. In fact, it has allowed us to leapfrog ten years of incremental adoption in the space of a less than a year. The bottom line is that meeting in a virtual space as opposed to a physical one via UCC technology is not only viable, but also offers many advantages. Another implication of this rapid adoption is that UCC technology is quickly becoming a new basic requirement for meetings of the future — one that probably will soon be as widely accepted as email. This gives those venues that devise successful ways to support such meetings a distinct market advantage.

For companies and professionals in the meeting business, this is good news. Industry veterans may recall that when the meetings industry first encountered satellite video teleconferencing, many pundits saw it as the end of the in-person meetings business as we knew it. The subsequent experience and statistics have proved this prediction to be very wrong. In fact, many events that include remote attendees have experienced benefits, as remote attendees who wish they had attended this year’s meeting in person, often do so in the following year. Quite simply, humans need to be around each other.

Where & When to Collaborate?

Another way to appreciate the development of meeting technology is to consider two of the most central aspects of collaboration: when and where it occurs. As shown in Figure 2, these two factors can intersect in several ways, and today there are examples of three distinct scenarios, often referred to as “digital events”:

Here & Now (Synchronous): The most intuitive type of collaboration, this is represented in the central circle in Figure 1. This represents the most traditional way of meeting, also known as analog, face-to-face, or in-person meetings.
There & Now (Synchronous & Hybrid): This modality can describe a scenario such as the countless purely virtual meetings currently taking place on Zoom, WebEx, Teams, and other platforms. In addition, it describes hybrid events that include both in-person and remote attendees through the use of such solutions as Twitter feed displays that allow remote participants to share comments and ask questions of speakers.
There & Then (Asynchronous): This choice describes such interactions as video on demand and scheduled webinars. To accommodate demand for this collaboration model, in-person and hybrid meetings must have the technology needed to capture event presentations and interactions and make them available for future (THEN) reference and experience.

Figure 2. The expanding array of meeting/collaboration alternatives

Embracing the future of Meetings and Event Space Design

In this guide, we discuss how the sudden shift in the meetings and events industry has introduced a new meeting model for the future.

Download Now

Additional Resources

How Electro-Media Design Can Help

As leaders in both the hospitality and audiovisual industries, EMD offers a full range of event and entertainment systems design and acoustical consultation with expertise in audio, video, control, and related presentation, entertainment, and communications technologies. ElectroMedia Design does not sell, install or receive compensation from product manufacturers. We are your independent advocate

For more information, please visit www.electro-media.com.

We are offering a free one-hour consultation to discuss any questions or projects you would like to discuss. Book your free one-hour consultation through calendly

Schedule with Jeff Loether

Thank you very much for your interest, you also can reach us at (301) 355-5050

Author: Jeff Loether, ISHC, Founder and President. Jeff established ELECTRO- MEDIA DESIGN, Ltd. in 1990. He has overseen the production of hundreds of designs created by EMD's Audiovisual (AV) engineers. Jeff is active in the development of new products and design approaches that incorporate different technologies to enhance functionality, reduce system complexity and cost, and improve reliability. Jeff’s experience and knowledge in the hospitality industry is unparalleled and he has pioneered many of the standards of AV design and implementation. Jeff is an active speaker and instructor for a number of professional organizations, including the ICIA, IACC and NSCA. He is a published author, with articles appearing in a variety of industry related magazines, including Sound & Video Contractor. He is a founding member of the International Communications Industry Association’s (ICIA) Independent Consultants in Audiovisual Technology Council (ICAT)

A Major Shift is Happening in the Meetings Industry

2021-05-04

The Coronavirus pandemic has disrupted countless aspects of life and business — and its impact on the business of meetings is a case in point. The situation is highly dynamic, and the response of health officials continues to evolve as more is learned about the transmission of the disease and effective ways to control its spread. No one can dispute that the meetings industry has changed over the course of the pandemic and will continue to evolve. Knowing which changes are temporary and which are permanent will help venues with meeting facilities better plan and adapt to market needs and come out stronger and more focused on the other side. In any case, the changes will continue to evolve, requiring continuous monitoring and flexibility from all parties involved.

Temporary Changes

Among the short-term impacts (at least, until COVID-19 vaccines are widely distributed):

Social distancing guidelines. While the 6-foot distancing guideline is shifting across the country, the guidance may continue to evolve based on various unknown factors. In any case, the guidelines will continue to have a direct bearing on the size of rooms required to accommodate meetings. An additional complication is that meeting attendees will self-select into trusted small groups of coworkers, family members, friends, etc. who will choose to sit together, just like in restaurants. Meeting room seating arrangements will need to anticipate and accommodate this trend.
Group size limits. A separate but related issue is that of regulations and guidelines limiting the size of groups that can gather indoors. Suffice it to say that there is a wide range of variation in group size limits from state to state. Estimates (the optimistic ones) we are hearing from pundits in the event production, hotel, and meeting planning industries put groups of 500+ returning by the summer of 2021 at the earliest. That being said, some huge convention facilities like Las Vegas may accept larger groups sooner.
Mandated masking. The intensity of this concern will fade as the threat posed by COVID-19 is reduced through medical science and other factors. In the meantime, though, there are unintended consequences. Some types of masks, for example, make it hard to understand what the speaker is saying by absorbing the sound of the speaker’s voice. Until vaccines have been administered to a substantial portion of the population, this will present a significant ongoing challenge in the meeting industry.
Plans for a “soft re-start” and smaller meetings. With nearly every scheduled inperson conference and meeting effectively pushed to late 2021 at the earliest, both the organizations that meet and the venues that accommodate them are making tentative plans. Many hotels and meeting spaces are working on the assumption that groups will opt for smaller regional meetings instead of larger national meetings.

At the same time, the process of working through the technology challenges of hosting hybrid meetings — those that include both in-person and remote attendees — may take some time, but the constraints will ultimately be relaxed.

Permanent, Ongoing Changes

A new, mixed meeting landscape. A mix of smaller regional meetings and large meetings will prove effective and will eventually become the new normal. Through the use of unified communications and collaboration (UCC) technology, smaller regional meetings will be more effectively interconnected and interactive.
There will be a continuing demand for meetings that people can attend either inperson or remotely. The reasons people have to NOT attend meetings in person will evolve over time. Today and in the near future, these reasons include group size limits, personal safety, travel concerns, and venue capacity issues. But as we learn how to design and host meetings that can better accommodate remote attendees, the decision about whether to attend in person or virtually will remain an option. As a result, venues that can more effectively use UCC technology to support hybrid models will be better positioned for success. Even as larger meetings come back, we expect that there will be a demand for other approaches that offer a “High-Tech, Low-Touch” experience for attendees. Rather than relying on portable equipment that has been handled many times by who-knows-who, the preference will be for clean, easy-to-use, built-in high-tech systems.
The rental/outsourcing business model for AV and event technologies* will be radically different. This part of the meetings ecosystem has already been affected, and the demand for hybrid meetings will drive even more changes in how AV rental business operate. The use and sanitation of portable equipment, combined with temporary staff, will increase costs dramatically and cause management teams to consider built-in technology with self-operating and managed services models.
Corporate space and work-from-home. Another factor will be the preferences of users in the corporate world, and the companies where they work. Some employees who have been working from home during the pandemic will continue to do so, yet will also have the need to meet with groups of associates who are in the office. Some of their colleagues, meanwhile, will be returning to the office, while still others will seek alternate work settings. To accommodate all these types of users, offering hybrid meeting capabilities is an effective solution.
Built-in & Integrated vs: Temporary Technology. In a related development, many hotels and other venues are rethinking their use of portable AV equipment, and instead considering built-in systems that provide an enhanced solution in terms of acoustics, aesthetics, performance, and access. Shifting to built-in systems can help hotels and other spaces improve the guest experience, control costs, and better support their venues’ brand.
Accommodating attendees’ personal tech. Another permanent change will be the deeper integration of the technology devices that attendees bring with them. Personal devices will be increasingly leveraged for interactivity and control purposes — and venues will have an opportunity to meet guests’ needs as part of the High-Tech, Low-Touch shift.

Seeing a Bigger Picture

It’s clear that the Coronavirus pandemic has profoundly disrupted not only the business of meetings, but also that of the hotel AV industry. Likewise, these changes are reverberating beyond hotels to include conference centers, corporate settings, and even institutional and educational facilities. In a sense, the pandemic has acted as an industry-wide reset button, providing a unique and strategic opportunity for hotels, conference centers, institutions, and corporate facilities ... in other words, any venue that hosts meetings. For those venues that act decisively, the “pandemic pause” represents an opportunity to establish themselves as providers of a new meeting model that better meets guest expectations — and is easier and more profitable to operate. This unforeseen crisis is forcing all of us to make a quantum leap into the future of meetings and event technologies. In short, there’s no going back to the old way of offering meeting space — and that’s a GOOD thing.

Embracing the future of Meetings and Event Space Design

In this guide, we discuss how the sudden shift in the meetings and events industry has introduced a new meeting model for the future.

Download Now

Additional Resources

How Electro-Media Design Can Help

For more information, please visit www.electro-media.com.

We are offering a free one-hour consultation to discuss any questions or projects you would like to discuss. Book your free one-hour consultation through calendly.

Schedule With Jeff Loether

Thank you very much for your interest, you also can reach us at (301) 355-5050