Planning for Success

Last year, our team at Captivate Media + Consulting helped students and staff at more than 50 high schools across the country with their graduation ceremonies. We are ready to help more of you this year!

While many people are eager to get back together in person, some of your students, parents and staff members will not be able to attend in person events for medical and safety reasons. In order to provide equitable access to these important experiences, you need to plan for people to participate in events that may be both online and in person.

Venn diagram showing in-person and hybrid events

Most spring school events in 2020 were held online. This year, hybrid events which include in-person and online elements, will present new opportunities and challenges as you look towards graduations, student recognition programs and retirement ceremonies.

The Captivate Media + Consulting team can help advise, edit and distribute your recorded or live-streamed spring events. Putting these videos together can be time-consuming and stressful. 

We want to ensure events this spring are memorable for the right reasons, without technical difficulties. 

Top 3 Things to Consider

1. Involve students in the planning process of your event
2. Not everything needs to be “live”. Consider pre-recording elements.
3. Honor old traditions while looking to start new ones

Download our tip sheet.

It’s not too early to plan for 2021 spring events

Spring Event Video Examples

Hybrid Events

Preparing for your hybrid event

Hybrid events blend in person and online audiences together. These events offer additional challenges and opportunities when compared with events that are 100% in person or 100% online.

  1. Plan your Event
    Hybrid events take a lot of planning. Are there pre-recorded elements? Will someone need to the address the in-person audience from their home? Create a run-down of the event to help you understand the technical and logistical pieces that will need to come together.
  2. Create your Team
    You may have one person who is really good at producing hybrid events. With large celebrations like graduation, you’ll need a team of people to help ensure your event goes smoothly. If someone becomes sick or needs to quarantine, you need to have a team of people ready to help.
  3. Rehearse your Event
    Practice makes perfect. You’ll want to test all of your technology at the location of your event in advance of the big day. This allows you to troubleshoot and train your team before you “go live” so you can help ensure a smooth process on the day of your event.
  4. Go Live with your Community
    When the big day arrives, you should be ready to go! Share the link of your event in the hours, days and weeks leading up to your hybrid event. Have a small team ready to help troubleshoot with users who may be having technical issues.

Pre-Recorded Events

We Make it Easy

School leaders are juggling competing priorities as they work through all of the ramifications of COVID-19. We want to take the stress out of planning virtual events this spring.

  1. Plan your Event
    Get the right students and adults together to develop an outline of how you want things to go. Contact us so we can help advise on some of your decisions. You’ll want to start communicating the date, time and location online where people will be able to view the video.
  2. Collect Photos and Videos
    Assign one person to be in charge of collecting all of the pieces that will be part of your graduation ceremony. Create a folder structure for organization on a site like Google Drive. This person will also be our point of contact as we edit all of the pieces together.
  3. Upload Photos and Videos
    Give us access to the photos and videos you’ve been collecting. We’ll take these elements along with the outline you’ve created and start editing everything together. We will send a link for you to make comments or approve the edited video.
  4. Share it with your Community
    After the video has been finalized, we can work with you on sharing this with your community. We can help you identify the best platform for your audience.

Download our tip sheet.

It’s not too early to plan for 2021 spring events

Free 30 minute consultation

Discuss your spring event needs with Jake Sturgis

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