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saypro Facilitating the Event: Set up the venue for both online and in-person formats, ensuring the event is structured to provide an immersive and interactive experience.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

Written by

Itumeleng carl Malete

in

Event Setup for Both In-Person and Online Formats

1. Venue Setup (In-Person)

Venue Layout:

  • Main Dining Area:
    • Set up long or round tables for dining. Each table should have printed character cards and mystery-related materials, such as clue packs, pens, and interrogation sheets.
    • Tables should be arranged to create a communal atmosphere, allowing team interaction without distractions.
    • Decorations and props related to the “Corporate Heist” theme should be spread across the venue, such as framed documents, clues hidden in corners, and objects that align with the mystery theme (e.g., a large display of the stolen invention).

Breakout Areas:

  • Create small rooms or designated areas for private interrogations and clue collection. These spaces should be intimate enough for smaller teams to engage with suspects or solve puzzles.

AV Setup:

  • Projector and Screen: Use the projector to display essential information, like clue reveals, suspect details, and videos, to both in-person and online participants.
    • Ensure the screen is visible to all attendees, and use a microphone for the host’s announcements.
  • Speakers and Microphone: Set up ambient music and ensure the microphone is available for announcements, guiding participants through the mystery and interrogation rounds.
  • Online Integration Screen: For online participants, a split screen can be projected so both in-person and virtual attendees can see the action unfolding in real-time.

Interactive Clue Stations:

  • Place clue stations around the venue with locked boxes, secret compartments, or visual puzzles that guests can unlock. Use actors or facilitators to play the roles of suspects at these stations, allowing teams to question them directly.

2. Virtual Setup (Online)

Platform Selection:

  • Platform: Use a virtual meeting platform like Zoom, Microsoft Teams, or Hopin to host the event, ensuring that it supports breakout rooms, screen sharing, and interactive features.
    • Ensure that all virtual attendees have received an event link with clear instructions on how to participate.

Virtual Rooms:

  • Create virtual breakout rooms for smaller team interactions. Each room can represent a different suspect or clue station.
    • Rooms for Suspect Interrogation: In these rooms, the “suspects” (facilitators or actors) will interact with the virtual teams, giving them clues and answering their questions.
    • Puzzle or Challenge Rooms: For virtual teams, these rooms can include digital puzzles or interactive riddles related to the mystery. Teams can solve them together or compete to unlock the next set of clues.

Clue Distribution:

  • Use screen-sharing to reveal clues one by one or provide downloadable PDFs with encrypted messages, maps, or blueprints of the “stolen” product.
  • Provide digital versions of character cards and other materials so virtual participants can follow along with the event in real time.

Communication Tools:

  • Use chat to send direct private messages between participants or between teams and the facilitators.
  • Utilize reaction buttons for virtual participants to signal when they have a question or want to make a guess about the mystery.

Interactive Elements:

  • Include interactive polls or Q&A sessions where both in-person and virtual participants can ask suspects questions. These can be used for voting or submitting guesses during critical moments of the mystery.
  • Offer real-time clue updates through the chat or live video, ensuring that both in-person and online teams are synchronized.

3. Blended Experience (In-Person and Online Participants)

Coordinated Flow:

  • Design a timeline that accommodates both formats. For example, when a clue is revealed to in-person participants, share the same clue in the online platform simultaneously.
    • In-person participants may be actively solving puzzles and interacting with physical props, while online participants can join virtual breakout rooms or view shared documents that align with the physical clues.

Host/Facilitator Role:

  • The main host (either virtual or in-person) will oversee the event, explaining the mystery and guiding both online and in-person participants. The host will:
    • Start the event by introducing the mystery and characters.
    • Guide teams through different phases, such as clue reveals and suspect interrogations.
    • Ensure that both in-person and virtual teams have equal opportunities to engage with clues, suspects, and challenges.

Interactivity Across Formats:

  • Use a hybrid approach to suspect interactions:
    • In-person suspects will be played by live actors or facilitators who move between tables and break-out areas to interact with attendees.
    • Online suspects can be played by facilitators in virtual rooms, or real-time video can be used to connect in-person actors to the online attendees, giving both formats the same level of interaction.

Simultaneous Clue Reveals:

  • Reveal clues and video content to both audiences at the same time. When an in-person group uncovers a clue in their area, the virtual group can be shown the same clue through the digital platform via screen-sharing or video.

4. Technical Setup for a Seamless Experience

AV Setup (Hybrid):

  • Ensure multiple cameras (or a camera setup) for in-person participants so that virtual guests can see the action from different angles (e.g., the characters, clues, and participants).
  • Consider using smartphones or tablets to stream interactive parts of the event to virtual participants.
  • Ensure high-quality sound so that both in-person and online guests can hear the host and clues clearly. Use microphones and earpieces for actors or facilitators to ensure clear audio during suspect interrogations.

Time Synchronization:

  • Ensure that breaks, clue reveals, and team activities are coordinated across both formats. For example, while the in-person group has a 15-minute break to solve a puzzle, virtual participants should be guided through their own challenge or given a clue to work on.

Hybrid Communication:

  • Set up a “Chat Concierge”: Assign a team member to monitor the virtual chat and relay any important questions or feedback from the online guests to the host.
  • Have an in-person liaison to ensure that in-person participants have the necessary materials and guidance during the event.

5. Event Flow and Timetable

6:30 PM – Event Begins:

  • Host Introduction: The host welcomes both in-person and online participants, setting the scene for the mystery.
  • Online attendees will be split into breakout rooms based on teams.

7:00 PM – Mystery Begins:

  • In-person teams receive their first set of clues and start investigating.
  • Online teams begin working on digital clues or puzzles and begin interacting with virtual suspects.

7:30 PM – Suspect Interrogations:

  • In-person teams interact with the actors playing suspects.
  • Online teams will meet with virtual suspects in breakout rooms, asking questions and gaining clues.

8:15 PM – Mid-Event Progress Update:

  • The host checks in with both groups, ensuring all teams are progressing.
  • Clues revealed simultaneously to both groups.

9:00 PM – Finale and Mystery Reveal:

  • Both groups submit their guesses, and the mystery is solved.
  • The host reveals the culprit in-person and online, celebrating the winning team.

9:30 PM – Closing Remarks:

  • The host wraps up the event, thanks both groups, and possibly announces any awards or prizes for the winning team.

6. Post-Event Debrief and Feedback

Online and In-Person Feedback:

  • Send out survey links to both virtual and in-person participants for feedback on the event’s flow, the mystery, and their overall experience.
  • Consider using interactive debrief sessions where both groups discuss the event, key moments, and the teamwork required.

This plan ensures that both in-person and virtual attendees are engaged, immersed, and have a memorable experience while solving the mystery together. Let me know if you need further adjustments or details!

  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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