The “New” Financial Future of Outdoor Event Production

At In Depth Events, we’ve been watching industry trends to see how event promoters and attendees address social distancing and healthy behavior. Typically, the fall season sees lots of municipal events and community gatherings in Texas, but this year, the scene is evolving. The truth is, outdoor event production is changing, so it’s essential to stay ahead of the trends. As we have watched this year unfold, we have kept a close eye on things, here are some recent trends we have seen in live events that we wanted to share with you.

Social distancing at live events

One of the most significant event trends in a post-COVID world is the resurgence of the drive-in movie. For years, these theaters have been on the decline except for very specific locations. This year, however, business is booming. The combination of the outdoor theater and car access has redefined what “going out” means.

Screenshot of thewalmartdrivein.com

Piggybacking on this change has been the promotion of drive-in movies in temporary locations and venues. We’ve seen municipalities and collegiate clients interested in these types of events as well. As always, the questions that come up are movie licensing and FM transmission. Another common question is the use of a projector/screen or an LED Video wall. (Tip – if you expect to do the event in the early evening or during the day at all, you have to use LED panels, as projection won’t work in daylight).

Wal-mart is also doing a limited number of drive-in movies – in Wal-mart parking lots! The shopping giant is taking 160 of their locations and giving away free tickets to movies shown on large screens. The movie lineup is pretty amazing, as well. While this is a blatant grab for customer loyalty and retention, it’s an interesting plan given our current situation – and it’s been wildly successful. Almost all showings are already fully reserved. You can find out more at https://thewalmartdrivein.com/

Live music and tailgating – financial strategies

In our new world, the standard ways of making money in live events have changed. Concert promoters, music venues, and churches are all struggling to understand these new ways of making money in events. Many times, these unproven methods make long-term investors and promoters skeptical. Here’s a breakdown of some of these unique events and how they work in a post-COVID world.

Social Distancing in Ireland. This promotions team is selling their concert attendance with a new twist. The old way of making money on ticket sales was simple: one person – one ticket. The price of the ticket could be scaled based on GA or a specific seat in the venue. This recent concert in Ireland has turned heads worldwide by selling event spaces instead of selling individual tickets. Concert attendees purchase a 10’x10’ space with a maximum of 4 attendees. Depending on how close to the stage space is, it’s delineated by the bike rack, or built on system scaffolding, so everyone gets a great view. Additionally, F&B sales are handled by an app – you order your food or drinks with your booth number, and a runner brings it to you.

In this model, ticket sales are still an income generator, as well as F&B and parking. The promoter does say that they couldn’t have done it without significant sponsorship – however, this new style of dedicated space is a pretty exciting idea, and we feel that some elements of it will probably last beyond COVID.

Automobile tailgating – Texas Style. Nobody tailgates like Texans – and our hometown of McKinney, Texas, has a new idea that has been successful during the late summer. These concerts are selling a 20’x20’ event space, where part of the space is the parking for your car! It’s a great idea that merges the convenience of a drive-in movie with the excitement of a live show.

The most obvious problem from a financial standpoint is the loss of F&B, as most people will bring food and drinks in with them in their car. Additionally, ticket prices seem to be a little low at $45 per car in advance and $55 on-site. All parking is GA, first come, first served. It’s another idea that is interesting, but would be almost impossible without significant sponsorship.

The future of live events – 2021 and beyond

While there is no question that live events are an all-time low right now, the flip side is that there will be live events again. In a recent discussion with one of my friends, he mentioned that stagehand and technician labor rates were their highest event in 2019.

The question that everyone is asking themselves (and each other) is “when will things be normal again”? Some people want to use a date – I keep hearing November 5 mentioned a lot. Some people say that after a vaccine is developed and available. The real answer is that events will never again be the same as they were pre-COVID. Maybe, they will be better.

How can I take my Non-Profit Auction Online?

Helping our clients pre-produce video for their non-profits

When running a non-profit, you typically have fundraisers or auctions to raise funds for your cause. Now with new closures and restrictions in place, that task is a whole lot harder. So the real question is, can you still raise money for your non-profit by hosting a virtual non-profit event or a virtual auction? The good news is you absolutely can successfully raise money, without hosting an in-person event. While there are challenges to moving towards a virtual model, it can and will be successful if you do it the right way.

What types of virtual events work for a non-profit?

There are a few models you can use when hosting a virtual event or fundraiser. You can have a pre-recorded video that is edited and host the video as if it were live. Pre-recorded videos give you the freedom to monitor comments, donations, and bids (for auctions).

You also have the option to host a fundraiser live. Live-streaming requires more technical support and creativity. Are you live streaming from multiple places? Are you having guest speakers from all over the country? You can host a live-streamed event from various locations, but this requires more planning and equipment. The benefits of live-streaming is creating a more personal experience, but you do run the risk of technical difficulties or hang-ups in the streaming functionality.

Your third option is to launch a video marketing campaign. A video campaign gives you the ability to raise awareness for your cause and have multiple revenue streams like email sign-ups and online donations. You can also set up a donation page linked to your videos. This is a more comfortable option if you don't want a virtual event. However, this option also requires some marketing know-how and the right production services for success.

Which virtual option should I choose?

This decision is based wholly on what makes the most sense for your non-profit and your budget. No matter which option you choose, you will need video production services, some equipment, and technical support. Our team of experienced professionals has been helping all types of businesses, and non-profits get started with virtual events. Regardless of the option you choose, we can help you with;

Do I need equipment and production services?

Yes! Even though things are moving to a virtual model, you still want to offer a high-quality experience. You want to appear professional and put together. There is no room for technical difficulties or low-quality backgrounds. It would also help if you had quality video streaming and maybe even a stage set up. If you are trying to raise money, you still need to put in the same effort you would for an in-person event.

What are the benefits to a virtual auction or fundraiser?

Think about it this way; you don't have to spend money on food or seating. You can focus your budget on raising awareness, promoting your fundraiser, and hiring qualified experts to make sure things go smoothly. You can reach more people, increase your digital marketing efforts, and have more control over the outcomes.

Virtual events can seem a little scary at first, but with the right team in place, you can easily exceed your fundraising goals.

So what's next for my virtual event?

You might have some questions or concerns, and our team is here to help you out. We can help you find the best event model for your non-profit and support your fundraising goals on your budget.

How can you run a corporate meeting online?

virtual meetings, corporate meetings, virtual events

Make your corporate meeting virtual

Has 2020 shaken up the way you run your business? As states continue to close down and social distancing takes center stage for business models, how do you keep moving forward? The good news is, running a successful virtual corporate event can be effortless and successful if you have the right equipment and experts on your team. You have a few options for your corporate event. Your event can be hosted as a hybrid event, pre-recorded event, or live stream event. Each of these options requires similar equipment, but offer varying outcomes.

Which virtual event type is right for me?

A hybrid event is perfect for having both in-person and virtual components. This model works well when you have guest speakers or other members of your business that need to be included in the video. Another popular option is to pre-record your event and stream it as though it were live. This option allows for better production value and less chance of technical difficulties. We all know that awkward moment when your technology malfunctions or you accidentally say something embarrassing while live. A pre-recorded video gives the appearance of being live while allowing you the time and focus to concentrate on moderating comments, interacting with attendees, and addressing anything else that might come up. Your third option is to live stream your event, and this will take a little more effort and precaution.

What equipment do I need for my virtual event?

While your event might have virtual components, you still want a high-quality production value. The experts at In Depth Events can help you determine what you need for your virtual corporate event, but here are some ideas to get you started;

If you happen to rent out a space for your event, they might not have the proper equipment for you to live-stream. Our team can help build out a stage, set up your lighting, perfect your audio, and record your event. While it is a virtual event, we are still offering the same services and following the right guidelines and procedures for safety. We have a full range of virtual event services we can offer your business. Find out more about corporate meetings here. (link to coproate meetings page)

How do I get started?

Whether you need support for planning, production, or equipment rentals- we are here to help. Your next step is to reach out to our team today to answer any questions and get started on planning. We will continue to keep an eye on the changes in social distancing, the state re-opening, and any other changes we might face. We pride ourselves in moving with the changes and finding creative solutions to support them. We want to hear from you, what changes are you facing, and how can we help?

We are strictly adhering to CDC guidelines to ensure we offer safe and sanitary equipment, service, and guidance.

How can we Prepare for Distance Learning and Virtual Events?

Is life going digital?

We are all still learning one day at a time, what life will look like in the wake of 2020 changes. There is still some uncertainty about how our state will re-open, what schooling might look like, and what other significant changes we might face. At In Depth Events, we are working hard to stay up to date on any changes or procedures so we can help in any way we can to ensure smooth transitioning into digital learning, virtual events, and hybrid work guidelines. Have questions? We have answers, feel free to reach out to our team here.

Our team filming distance learning video

Distance learning

As the new school year is quickly approaching, parents have been scrambling to figure out what school will look like for the rest of the year. Previously, schools were informed they could only function virtually for up to three weeks. However, since then, that number has increased, and schools will not be penalized financially for more extended periods of distance learning. So what does distance learning look like? Well, this could be pre-recorded videos discussing lesson plans, or even live streaming with the teacher. Here is a fun example of a video we helped record for the Frisco Library.

What do I need for distance learning

If you are a parent with a kiddo at home, distance learning only requires an internet connection, webcam capabilities for zoom calls, and a computer. If you are a school, this will be an entirely new process and have some challenges. You will need high-quality audio, video capabilities, and streaming capabilities; you will also need the ability to edit any pre-recorded video if necessary. These requirements might sound a little overwhelming, but we are happy to help!

How we can help you

Our team has been providing equipment rentals and high-quality video services for years now. We handle set up, recording, editing, and of course, ensuring all video is of the highest quality. Some of the equipment we offer is;

So whether you need to live stream a call or assembly, or have pre-recorded lesson materials ready to go, we are more than happy to help. Our team is here to support the changes schools are facing, so be sure to reach out to us today!

Virtual events

As guidelines and procedures change, you might be worried about the state of your events. The good news is, many events can successfully be hosted virtually. Weddings, Concerts, graduation ceremonies, and even holiday events can still be successful if you get creative enough. Our team is working hard to ensure we can support our clients if they are changing over to virtual events. Be sure to contact us today to find out more about how you can successfully have virtual events, and even monetize them.

Hybrid work environment

Many companies are choosing to have hybrid work schedules, requiring some upgrades to video and streaming capabilities. Many have chosen flex-work schedules that don't require employees to work in person every single day. Of course, moving to a virtual work environment comes with its own set of challenges; however, this method can be hugely successful if done correctly. You will need a few things to get started like the right equipment, video editing, and streaming capabilities. You will also need platforms to handle video and video conferencing as well. We want to help you make this transition smooth and efficient, so we are looking forward to working with you.