How CTCC is Transforming Large-Scale Events Into Safe Hybrid and Virtual Experiences

October 14, 2020 | 
By CTCC

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https://blog.calgary-convention.com/hybridexperiences

After months of preparation and hard work, we are meeting again safely at the Centre.

Our community and our clients have been adapting and developing new ways to operate during the global pandemic, and so have we. We have adapted our Centre, our plans and protocols in response to the safety and physical distancing requirements and recommendations by Alberta Health Services.

In the immediate future events will be local and on a smaller scale, which represents a challenge for meetings and conferences that usually host over 100 attendees. Working with our AV partner FMAV, we have developed innovative solutions to host hybrid and virtual experiences at CTCC , and continue our mission of bringing people together face-to-face, with the help of virtual technology. 

The power of hybrid experiences

Hybrid events are an essential part of the event industry’s new format, as they combine the power of safe in-person meetings, with the wide virtual audience reach.

In times when safety restrictions limit the number of people that can gather, hybrid experiences are the perfect solution for previously large programs such as trade shows, conferences, AGMs or town halls.

Recently at the Centre we hosted a regional convention that before the pandemic would have welcomed over 2,000 attendees. The organizers recognized the importance of hosting an adapted in-person meeting and therefore this year, the convention turned into a hybrid experience, with approximately 80 guests onsite, and over 900 participants joining live through an online broadcast.

Our large spaces and top event technology were key in the planning of this event. Using Macleod Hall A,B,C,D, our team was able to design a set up with tables 6 feet apart, numbered and assigned seating, wide hallways with directional signage, and a large stage that allowed for physical distance between the speakers. Inside the rooms, they also had a manned coffee station provided by our exclusive catering providers Calgary Marriott Downtown Hotel and a big AV display.

For this particular meeting, FMAV created a dedicated digital event platform that allowed virtual attendees to engage in real time, network and participate in Q&A sessions. Hosting this type of events requires comprehensive planning and consideration of details that wouldn’t have been considered safety issues before. As an example, to avoid the use of shared microphones, in-person participants also made use of the Q&A digital tool.

Creativity should always prevail. In place of the traditional opening ceremony, our client hosted an interactive game night broadcasted from our new CTCC Virtual Studio.

All of these strategies allowed our team and the planner to create a more dynamic, interactive, professional and safe experience for the attendees, both in-person and virtually.

At the Centre of the Stage

In partnership with FMAV, we have created a cutting-edge virtual studio to host a variety of hybrid and virtual event experiences.

The studio serves as a perfect setting to host hybrid or completely virtual meetings, conferences, AGM, town halls, webinars, and more. It offers a complete technical set-up to help our clients connect with employees and customers in Canada and around the world, in a safe and effective manner.

Mark Della Valle, General Manager of FMAV in Calgary explains some of the capabilities of this turnkey studio in the heart of Downtown Calgary:

  • The CTCC Virtual Studio “is ready to be used, and equipped with the latest technology, stage and furnishing, studio cameras, Internet connectivity, microphones, screens and more.”, explains Della Valle.
  • It helps deliver custom event experiences in a safe environment, while connecting live and virtual audiences in real time.
  • The experts at FMAV offer a variety of engagement solutions from the studio, from pre-recorded to live broadcast and a combination of both. There are many branding opportunities as well, from lighting to virtual backgrounds, the possibilities are endless.
  • A team of virtual event producers and event managers is always there to support the client and to ensure a successful virtual or hybrid experience.

Our Convention Centre recently received the globally recognized GBAC STAR™ and is committed to the highest standards of health protocols to keep clients, guests and staff safety no matter the type of event. If you want to explore how to host a hybrid or virtual meeting with us, please contact our Sales team.

Review about our safety protocols here.