A Houston company focused on event production is helping its clients navigate a socially distant, increasingly digital time. Photo courtesy of VISION Production Group

It's no secret that the events and conferences of the world have been hit hard by the coronavirus as everyone focuses on staying home and socially distant. But for a Houston entrepreneur who's worked for over a decade in event production, she sees an opportunity to advance her clients' digital presences.

Tracey Shappro, CEO and founder of Houston-based VISION Production Group, has had to reinvent the way brands and companies could interact with their audiences and get their message out.

"We've got to leverage all of these ways to communicate that are not based on group experiences," she tells InnovationMap. "And I think this position is really going to help our clients make the right decisions and [allow them to] have options on how they want to communicate and engage their audiences."

Shappro sat down with InnovationMap to talk about how to use technology to make events virtual due to the coronavirus pandemic.

InnovationMap: You’ve previously said you became a business owner, almost by accident. How did you decide to start a business?

Tracey Shappro: I never intended to be a business owner. I started the company, simply out of really a work ethic and a sense of responsibility. I had been working at another production company on staff for 13 years as their senior producer. One day the owner announced that he was shutting the doors down literally that same day, and I, like everyone else that worked at that company, was suddenly unemployed.

But at the same time, I was in the middle of producing all of these important projects for clients. There was just no way I was going to let these people down, and I put my own money into starting a company really quickly. I just thought I was going to finish these projects and then look for a full-time job. But, you know, fast forward that was 10 years ago.

VISION is celebrating our 10 year anniversary with a very impressive client roster started with one employee and we've grown to 10 people who are very talented producers and editors and the animators, and we have creative visual artists on staff. And through that time, we've also expanded our service offering from our core in video production to all types of event production services, and we've expanded it to interactive and virtual reality and augmented reality, projection mapping.

IM: VISION has been creating immersive experiences for Greater Houston Partnership, major sports events from the Super Bowl to the Houston Rodeo. How has technology like virtual and augmented reality and 3D mapping influenced Houston’s biggest events?

TS: Well, we're in the business of what I call experience design. We look at all the stakeholders, the clients, sponsors, attendees as the stakeholders or the audience, and we understand storytelling and the producing of content. We use all of that to create perspective and to create an experience and in tandem with that, we seek out the right presentation technology to exceed that goal to use technology to persuade, and influence opinions, change perceptions.

For all the clients that you just mentioned, we use appropriate technology, but it's not technology just for technology's sake. It has to have to work and it has to work for the audience and the intended audience, whether it's a live event, or a side of a building where we're doing projection mapping. These days, we're doing more streamed events or a pre-produced packaged event.

We're doing a lot of permanent installation and interactive touch and, and even augmented reality, which is taking off for a lot of corporate clients who are wanting to really showcase their projects or their products and how they work.

IM: The cancelation of the Houston Rodeo has affected many vendors and business owners. How has this affected VISION and its employees?

TS: Well, it's really strange and surreal across industries, many businesses and organizations are right now facing you know canceling or postponing their events or their meetings or conferences. These are engagements that they really depend on. All of these companies still have a need to get their message out and they still have a need to engage their customer and they need to sell the products or services and they need to enlist support for that.

None of that goes away. Right now this is an opportunity really for VISION to do what we do best. We help companies engage their target audiences in innovative and effective ways. We're encouraging our clients now to really shift their thinking. Instead of canceling their event, we're showing them how to reinvent their events into an alternate format.

At times when you can't meet face to face, it puts a need on more of the other things like pre-produced package events, and marketing and virtual meetings and all types of streamed events. All these things become even better business tools, and we have been in this business for a long time. It's really working with our clients to protect developing business.

We're taking the same experience that they want it to originate through live event execution and crafting it and reshaping it into a visual and sensory experience that they can still engage their audiences with remotely or bringing a brand to life remotely.

IM: As the coronavirus outbreak continues and people take social distancing measures seriously, how do you see this affecting projects for this year? How will you adapt?

TS: We actually have a pretty robust plan, in anticipation of all of this we assigned teams. We have a communication strategy, and it's in full gear for two to four weeks. So we were prepared to do all of this from home and remotely.

The thing that changes is some of the tools we use. Obviously, live events are not going to be the main focus right now, but there are other tools like staging and production. And so again, we shift to our virtual service offerings. And no matter what we're doing, clients will need our strategy. They need our producer services, they need our production management, and they need our expertise. It's just the end deliverable.

IM: How can technology help during this crisis? Does this expand or contract business?

TS: Technology is evolving. We know, it's our job to keep abreast of it. And we strive to stay one step ahead of it. And augmented reality and virtual reality is a great example. Several years ago, we went down the path of virtual reality and helped clients really understand that type of immersive experience. And then augmented reality really took off.

We've been leaders in offering all types of augmented reality services. It's really very exciting. It's like surfing the world, if you will, with your own layer, augmented reality over it. The possibilities are just endless.

But now looking at the situation we're in with the coronavirus all of these technologies are even more important. We've got to leverage all of these ways to communicate that are not based on group experiences. And I think this position is really, going to help our clients make the right decisions and they can have options on how they want to communicate and engage their audiences. We're working right now with two clients in a very progressive manner.

IM: What are those two projects and how have they pivoted?

TS: We're working with The Kinder Institute for Urban Research. Every year we produce their 1,800 attendees annual luncheon, showcasing Steven Kleinberg's renowned Houston area survey, which is a coveted piece of information and data that helps steer the community forward. We've shifted into producing and packaging their thought of it now into a pre-produced virtual experience that will air at the same time as the original luncheon. It will be available online in perpetuity for probably a year until the next one.

We're still able to use technology to still engage their audience and this will actually extend their audience to new audiences that may not have participated before, and we're also in pre-production of a broadcast version of the Holocaust Museum Houston's Moral Courage Award. It will be just like turning on a television show — we're taking them from the original goals of the live event and producing it into a 60-minute show that they can now send out to their attendees, who can still participate and we can still honor all these great amazing people who are deserving of the moral courage award. We can help them grow their audiences through virtual technology.

So again, what is the need? What is the goal, what is the best technology to use to create impact and to share brand stories? We can use our storytelling and capabilities and our production value for a really great experience for viewers at home who are watching this to be engaged in.

IM: What's next for VISION?

TS: We're going to do everything we can to help our clients in these very strange times. We're going to be leaders in helping them push out their objectives. We're going to step up and do what we can to help people communicate with you times like these, you know, communication is key. We do this for a living and we really want to help make a difference. We care. We know our clients care, and right now we're going to focus on helping our clients connect.

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This conversation has been edited for clarity.

Here's what to keep in mind when planning a virtual event. Getty Images

How to use tech to take your event virtual, according to this Houston expert

Guest column

As the long-term repercussions of the coronavirus set in around the world, the events space was one of the first to realize its need to change course. Events across the world that were scheduled for March through June and beyond are being canceled, rescheduled and rethought.

As a business that has always operated in the live event and public space, my company, VISION Production Group had to quickly re-invent how our clients would be able engage with their audience under these strained circumstances.

When an event is canceled or postponed in times of crisis, businesses still have important messaging to get out. They still have a need to sell, still have a need to engage, still have the need to get organizational support. Shifting live attended events into an online experience helps those businesses shape their original event into a 'show' format that encapsulates the fundamentals of the live event in a creative manner ideal for remote viewing.

Instead of canceling the events, planners can be innovative and evolve their original format into one that allows them to still engage attendees and share their brand stories through virtual experiences.

Event marketing is all about putting yourself in the shoes of your customers — they were excited to come to your event and see the live event, network with others in their industry, and ask their lists of questions to ask during your Q&A sessions. So, what do virtual events look like, and how can you turn them in to an opportunity to add even more value and deliver an experience that makes your potential clients thrilled to be taking part in?

Creating a successful virtual event goes far beyond just a taped stream of speakers and the sharing of information. By utilizing the techniques below to create videos, creative content, 3D animation, motion graphics and other digital content, virtual events can become engaging productions that live on past the event itself.

Know your options

Pre-recorded videos

With a prerecorded event, you have the option to provide access to videos of the event on demand and can even consider additional revenue streams with pay-per-view options.

Utilize professional production and create an experience that combines brand elements and clear language with a captivating video presentation that makes attendees feel like they are turning their TVs onto a celebrity awards show. Once your pre-recorded virtual event has gone live, use video marketing to push out on your website or social media to share your brand story through packaged presentations.

VISION is currently working with both the Kinder Institute and the Houston Holocaust Museum to turn their major May events into pre-recorded productions that will be able to engage an even larger audience than their normal events.

Animated education content

Another forward-thinking technique is to produce 2D and 3D content to reduce the production costs found in traditional video. This can be interfaced with recorded and live footage or be used to walk attendees through a product demo or setup process with ease.

Think about utilizing this kind of virtual event if you are in an industry that relies heavily on trade shows. Instead of needing to be person-to-person for a demonstration, you can explain your product or service through 2D and 3D technology.

Live streaming

Get buy-in for digital events with a bit of live aspect, pulling groups together online for a shared remote experience. With a live stream event, you can have the benefits and production value of a pre-recorded event but incorporate the capability to take questions and engage your audience in real.

Remote viewers won't want to miss out on asking questions in this community format and you can record the stream for future use as well.

Virtual event panels and forums

With virtual panels and forums, you can live stream from your anywhere. Hosting an online group is a great way to engage your audience with a live Q&A session and provide the human connection, digitally.

This avenue is great if your event is typically comprised of panels and interactive breakout sessions for attendees.

Tips and best practices

Attendees flock to events to catch the latest innovations and network with industry leaders. Replicating that experience online isn't easy, but brands that get it right can attract big audiences, generate interest and increase brand visibility.

Use these tips to compel your audience to take action:

Develop a virtual event marketing strategy that aligns with your goals

With a great strategy, you can turn any onsite exhibit into a virtual event.

You may already offer online webinars or tutorials, but adding virtual events requires a little more planning. From accessibility to remote attendance monitoring, it's important to visualize each step in the strategy and planning of your event.

Choose digital technology tools and formats that convey your message and create a clear and compelling story and video script to keep attendees tuned in and engage virtual attendees using high-quality videos, animation and graphics.

Develop virtual events before a cancelation

Don't wait for your next live event to get canceled. Instead, put together video assets now. Drop the travel expenses and live stream a panel right from your office. Virtual events give your audience the flexibility to experience your brand and products from anywhere.

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Tracey Shappro is the president and CEO of Houston-based VISION Production Group.

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These are the events to attend each day during the Houston Tech Rodeo 2021

where to be

For the second year, Houston Exponential has tapped into the Houston innovation ecosystem to coordinate a week of events to speak to the city's startups, investors, and startup development organizations.

Houston Tech Rodeo will feature over 160 events between May 16 to 23 both online and all across town. From panels and meetups to office hours and pitch events, there's a lot to navigate in the second annual week. For a complete list of Tech Rodeo events (most of which are free), head to the website.

Here are the events you should make sure not to miss. (InnovationMap is a partner for the event.)

Note: You must register for HTR to be able to register for each event. For that reason, the event pages aren't linked directly. Find the information for each event through the HTR event website under the agenda tab, then sort by the day to find the specific event.

Monday: Gettin' in the Game with Master P: A Fireside Chat

The second annual Houston Tech Rodeo kicks off with hip-hop mogul, actor, producer, entrepreneur, and philanthropist, Percy (Master P) Miller on Monday, May 17, at 8 pm. "Gettin' In the Game with Master P" will be an exclusive fireside chat with the legend himself, interviewed by A-List Angels author and former Forbes editor, Zack O'Malley Greenburg. Hear about Master P's journey going from an international rap artist to a CEO, avid investor, and founder of Nemesis RR-- adding diversity in the automotive industry and empowering a culture of dreamers.

The event is free and available online. Register online.

Other Monday online events not to miss:

  • 11 am — HTX: Building a Thriving & Inclusive Innovation Ecosystem — join leaders from across the region's startup ecosystem, including Halliburton Labs, DivInc and The Ion, as they discuss how Houston has become a thriving hub for digital technology while fostering a culture of inclusive innovation.
  • 3 pm — All Roads Lead to Houston - Cross Industry Collaboration, the Intersection of Innovation — this event will focus on the "how" rather than "why", systemic barriers to collaboration, and available resources to analyze, de-risk and solve technology problems through meaningful collaboration.

Tuesday: Unleashing Innovation for Resilience in Disaster and Risk Mitigation

Tired of the hurricanes, snow and ice, COVID and just about every other disaster affecting Houstonian's businesses, homes, communities? Join risk mitigation experts for an in-person and virtual panel on May 18 at 2 pm. The panelists will address how Greater Houston becomes an innovation hub for pre-disaster and risk mitigation across droughts and floods, spills and leaks, fires and explosions, health and pandemics...and engages diverse populations for inclusion as entrepreneurs and mitigated locations.

The event is free and available online. Register online.

Other Tuesday online events not to miss:

  • 11:30 am — Demystifying Med Tech & Digital Health InvestmentsAttend this event to learn from the experts on what investors are seeking in digital health and med tech.
  • Noon — Made in Houston: Building Houston's Digital FutureHouston is on a mission to lead the way in digital transformation. How governments and corporations should accelerate the use of tech solutions and services while balancing the concerns of individuals on the adoption of such tools?
  • 5 pm (hybrid) — HTX Sports Tech: Panel & Happy Hour — HTX Sports Tech is hosting an in-person and online happy hour discussion between Houston's esports and sports industry leaders as we'll discuss the landscape of the esports and sports tech industry, share ideas on the role the industry can impact Houston's developing tech ecosystem, and opportunities to shape the future of the industry through innovative and collaborative efforts.

Wednesday: How Will Innovation Create a Diverse Rising Tide Within Houston's Ecosystem?

Houston is building a thriving innovation ecosystem, but innovation itself won't advance diverse economic prosperity given the status quo. So the question is…how will Houston leverage the city's biggest asset — its diversity — to maximize our potential? Panelists discuss at the online event on May 19 at 11 am.

The event is free and available online. Register online.

Other Wednesday online events not to miss:

  • 11 am — The Big Deal with EsportsDid an esports tournament really sell out the Staples Center? Did the winner of the Fortnite World Cup really make more than Tiger Woods in the Masters? Is esports really bigger than Major League Baseball? Join the discussion on how esports is transforming the business of competitive entertainment.
  • 3 pm — How 3D Printing Can Transform Houston's Manufacturing LandscapeJoin Houston 3D printing experts as they discuss the changing manufacturing landscape of the city and highlight the importance of innovation, economic impact, and sustainability through the adoption of industrial 3D printing technologies.
  • 4 pm — Rice Business Entrepreneurship Association Presents: Throw Your Wild Idea into the Arena First Pitch Competition Have you identified a problem space and a tech-enabled potential solution? The Rice Business Entrepreneurship Association wants to hear your early-stage wild idea. Come make your 90 second pitch and seek advisors, team members, and helpful feedback on your concept. Submit your info here.

Thursday: Female Founders' Tough Lessons Learned

Have an idea for a startup, already launched and building your startup, or just want to hear from those who've already been there? Join a powerhouse panel of female startup founders on May 20 at 9:30 am. Listen as the panelists share their journey and entrepreneurial struggles, and what it really takes to launch and run a startup.

The event is free and available online. Register online.

Other Thursday online events not to miss:

  • 11 am — BORN GLOBAL — Houston Tech Rodeo's International track will offer thoughtful discussions on the hour beginning at 11 am with a keynote.
  • 2 pm — Creating Space (and Tech) for DiversityA diverse panel of experts in space and technology will speak on their experience in these fields.

Friday: $50k Houston Investment Challenge

The Capital Factory challenge will occur on May 21 at Houston Tech Rodeo in partnership with Houston Exponential and will feature five technology startup finalists from greater Houston that will be evaluated by a panel of successful entrepreneurs and venture capitalists. One will walk away with a $50,000 investment.

The event is free and available online. Register online.

Other Friday online events not to miss:

  • 11 am — FemTech Panel — Join a virtual discussion with femtech leaders brought to you by FemTech Focus.
  • 1 pm — Innovation at Scale: Boosting Climatetech and Clean Energy Startups — Join Greentown Labs Houston for a virtual panel on incubating and supporting clean energy startups. The panel, featuring leaders from the regional climatetech innovation ecosystem and moderated by Greentown Houston Launch Director Juliana Garaizar, will discuss how to best set up startups for success and scale.

4 Houston companies clock in among America’s best employers, says Inc.

happy workers

Houston has already been heralded as a hotbed for innovation. Now, a handful of local companies are in the spotlight as the best places to work.

Four Houston companies are among 429 businesses named May 12 to Inc. magazine's 2021 list of the country's best workplaces. They are:

  • Marketing and PR firm CKP, Houston.
  • Environmental restoration company Ecosystem Planning and Restoration, Tomball.
  • IT automation platform Liongard, Houston.
  • Online recruiting service WizeHire, Houston.

"We've taken steps, especially during the pandemic, to build an amazing team and inclusive culture that is rooted in collaboration," Liongard CEO Joe Alapat says in a news release. "I am proud every day of the work this team is doing and the positive impact we're having on the managed services industry, and thrilled that our employees share our excitement and enthusiasm."

Meanwhile, 11 Austin companies receiving kudos are:

  • 9Gauge Partners, a business management consulting firm.
  • AgileAssets, a provider of transportation management software.
  • AlertMedia, an emergency communication and monitoring platform.
  • Decent, a provider of health insurance.
  • Fourlane, a provider of QuickBooks support.
  • Made In Cookware, an e-commerce startup that sells pots, pans, and other cookware.
  • Mighty Citizen, a branding, marketing, and communications firm.
  • OJO Labs, a platform for buying and selling homes.
  • Ontic, a company whose software helps companies address physical threats.
  • Q1Media, a digital media company.
  • The Zebra, an insurance marketplace.

Nick Soman, founder and CEO of Decent, says his company seeks to trust, respect, and appreciate every employee.

"This year that has meant quickly helping employees who lost power during an unprecedented snowstorm find a warm place to stay and offering unlimited time off," Soman says in a news release. "Being recognized as a top workplace is a special honor for Decent. Our people are at the heart of our company. They foster our amazing culture and drive our consistently outstanding customer service."

Lukas Quanstrom, CEO of Ontic, says his company is committed to upholding the core values, standards, and practices that contributed to the Inc. honor.

"Over the past year, the Ontic team has experienced rapid growth reinforcing how important our supportive, entrepreneurial culture is to nurturing talent and prioritizing our employees' overall welfare," Quanstrom says in a news release.

Each nominated company took part in an employee survey, conducted by Quantum Workplace, on topics including management effectiveness, perks, and employee growth. Also, an organization's benefits were audited to help determine the employer's standing.

Elsewhere in Texas, seven Dallas-Fort Worth employers, four Houston-area employers, and one San Antonio employer made the Inc. list.

Dallas-Fort Worth area

  • Staffing and recruiting firm BridgeWork Partners, Dallas.
  • Commercial real estate services company esrp, Frisco.
  • Staffing agency Frontline Source Group, Dallas.
  • PR and marketing firm Idea Grove, Dallas.
  • HVAC and plumbing warranty company JB Warranties, Argyle.
  • Technical consulting firm Stratosphere Consulting, Dallas.
  • NetSuite consulting firm The Vested Group, Plano.

Inc. highlights esrp's employee emergency fund, which offers "a financial lifeline for a range of life events, including funerals, medical emergencies, and welcoming new grandchildren. The omnipresent resource is funded through anonymous employee donations."

San Antonio

The only San Antonio company to make the 2021 list was IT services provider Mobius Partners.

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This article originally ran on CultureMap.