Hybrid Events: The What, Why and How
What is a Hybrid Event?
A hybrid event is a conference, sales kick-off or meeting that includes a live and a virtual component. The live event takes place at hotels, conference venues and is shared virtually to delegates who participate online.
Why hold a hybrid event?
As restrictions begin to lift and mass gatherings are allowed again, regional teams can hold live events and connect with global teams virtually. Hybrid events allow delegates that can not travel or do not feel safe to travel to join virtually whilst allowing those who can attend to enjoy the live event experience. The hybrid event model will be a solution for many meeting planners who will be dealing with new venue capacity limits.
Key Considerations when planning a hybrid event:
Logistics
Many planners are concerned that a Hybrid event is double the workload and expense. There is definitely some validity in those concerns however technology and experience levels are increasing all the time and there are now many experts available to guide you through the intricacies, ensuring best-practise, streamlined process and cost-effective planning. We at VenuesWorld, with our virtual solution Octa have developed some blueprints for successful Hybrid events. Let us know if we can help you.
Registration
The registration experience needs to be seamless for both virtual and live delegates. Using a branded registration site and included detailed information about your event for both virtual and live delegates. All delegates should have access to the virtual platform to ensure networking between the two.
Support
Ensure that there is a skilled support team available at all times to assist both virtual and live delegates with the virtual platform.
Why you Need an Event Management Company to Run your Hybrid Event:
Increased Regulations
New social distancing measures, group number restrictions and overall delegate safety will require a more detailed, professional risk assessment plan. If you are planning multiple live events amongst regional teams and connecting them virtually, you will need to know local restriction information around the world. Check out our COVID-19 restrictions update page for up to date information from our local experts.
Managing Onsite
New regulations around mass gatherings will require additional crowd control and communication measures. You can read our COVID-19 recommended measures here.
Managing the online
50% corporate event planners are planning a hybrid event in 2022 but almost 20% admit that lack of experience is a barrier to choosing the hybrid format. Using an experienced event management team to merge the live and virtual events will make the planning process much simpler and ensure your hybrid event runs seamlessly.
Professional Finish
Streaming your event to a virtual audience requires a professional finish. Our experienced production team will ensure the speaker has the correct camera angles, sound and graphics.
Virtual events will never have the same impact as an in-person event but the hybrid model offers a comprehensive solution to the current global situation.
Interested in learning more about our Hybrid Event Solution?
