5 Ways a Client Experience Team Brings Your Hybrid + Virtual Event Closer to Success

June 22, 2022

An event is a culmination of months of meticulous planning. Everythingfrom laying out the plan to conducting dry runs to post-event marketingfalls in the event planner’s arsenal. The result? Stress, stress and more stress. 

But what if you had someone to share the stress (read load)? That would be much better, right? Well, that's where a designated client experience team comes into play. This team is available with you throughout the event providing real-time support and post-event reporting and analytics. Here are five reasons to have a client experience team in your green room.

#1 Aligning your event and company goals

Be it increasing your revenue, session engagement, post-event NPS score, sponsorships or brand awareness, a client experience team will be right there to help you build a strategy before you dive into the event. 

So if you’re hosting a virtual job fair, and your goal is to advertise different recruiters, a client experience manager (CXM) would recommend you include virtual booths to bring awareness to each company and its offerings.

#2 Executing onboarding and dry runs 

 A client experience team makes it easier to adopt new technology. They will walk you through the platform, share best practices and answer customer questions as much as needed. They'll provide video guides to help you get started at your own pace and they'll help you put together dry runs to reduce the chances of problems during the event. This is an opportunity for you to identify technical problem areas in advance and get them addressed long before the event. 

‍#3 Enabling third-party integrations 

Technology is a helpful tool for event organizers, but it can be overkill to adopt every single tool out there. Work with a client experience manager who has experience integrating technology, and find third-party applications that are a perfect fit for your needs. By doing this you will also save yourself from the hassle of integrating new technology because the CXM has it covered for you. 

#4 Troubleshooting and debugging 

It is Murphy’s world, and in his famous words - everything that can go wrong will go wrong. But when you’re an event organizer, you know that the show must go on. With a designated client experience team you’ll get real-time event support and they’ll troubleshoot any technical issues that occur as your event progresses. 

#5 Gathering and analyzing post-event data

You don’t want to finish your event wondering what worked and what didn’t. A client experience manager will help you put together the right data, measure your event's ROI, identify the engagement levels of your audience, speakers and sponsors and give suggestions for your future events.

You can also invite your designated CXM to your event debrief meetings to discuss your event’s performance and action items for future events. 

‍Want us to aid you with our white-glove support for your events? Request a demo to learn more

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Partner Voices
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact