The Biggest Challenges to Overcome When Planning a Hybrid Event
The hybrid event model, which combines the rich experiences of an in-person event with the reach and convenience of a virtual event, is emerging as the new event programming standard. Even as vaccinations are increasingly available around the world, virtual events, which have proven to be scalable, safe, and cost-effective, are here to stay.
Managing both live and virtual audiences can quickly become overwhelming. Virtual events should be just as interactive and engaging as the events hosted in the physical world, but as these worlds begin to blend there is little margin for error. Combining in-person and virtual participation can quickly shift into a disorienting, disengaging, and dissatisfying event for both audiences. However, adopting a versatile hybrid event format comes with its own host of benefits; helping organizations to accommodate thousands of attendees without sacrificing quality, engagement, and participation if properly planned.
Three Key Challenges to Overcome When Planning Hybrid Events
Creating Memorable, Inclusive, and Engaging Event Experiences for All Attendees
In reality, a hybrid event is more akin to planning three events: a virtual event, a live event, and the shared experience that will unite all attendees. Create a strategy to help virtual attendees stay engaged and feel just as valued as those attending in person with the help of interactive tools such as live chat, polls and Q&A, speed networking, and social lounges or breakout rooms.
It’s important to train your speakers and to craft your content and materials so they cater to both audiences. Speakers who are accustomed primarily to live events may need special training to engage a virtual audience as well or to overcome the struggles of engaging both audience types in tandem. Consider hiring a virtual emcee to act as the voice of those who cannot be physically present.
Keep in mind that not everything is going to be relevant for both audiences. It’s important to provide some customized content for each audience, which can be accomplished by using a robust hybrid platform that can be set up with separate agendas and communication channels.Executing On the Increased Complexity and Cost Associated with Integrating Different Platforms and Event Tech Tools
Implementing a single platform that supports your event size and format will play a crucial role in planning a successful hybrid event. Event platforms range from small-scale virtual webinars to large-scale hybrid conferences, and some accommodate the entire range of formats. When investing in technology, take care to select the proper platform for your needs to minimize the cost of managing multiple systems.
When evaluating a new platform, ensure it offers a flexible pricing structure that meets all of your various event needs, both current and future. We recommend you keep these questions in mind when vetting an event platform.Preparing a Backup Plan for Poor Bandwidth
The internet plays a vital part in making any online event a success. Any internet hitches or glitches during the event will spoil not only your online audience’s experience but will also disturb your in-person attendees. For your hybrid event to run smoothly, it’s important that you provide uninterrupted audio and video to all the participants—in-person and virtual.
Hire an expert to help you decipher the Mbps, ups, and downs of the Wi-Fi that will fit your meeting needs. Check the Wi-Fi capabilities of the venue and whether or not they can support your total number of attendees. Ask if the venue will be able to handle the bandwidth needs of a full live stream at broadcast quality plus the in-person traffic and inspect your site during tech checks and rehearsals prior to the actual event.
Struggling to Combine the Virtual and In-Person Event Formats?
We understand creating interactive, immersive events in two realms is no cakewalk; integrating both the virtual and live formats to create an experience that’s engaging and inclusive for all attendees requires the planning power of three events. Our expert planners work with you to build out high-caliber content experiences to deliver the event all guests want to attend whether it be in-person or from their living room. Schedule some time with us today and let us guide you through tactics to create a cohesive experience at every touchpoint.
MAGGIE KENNEDY
Maggie Kennedy is the co-owner of Kennedy Events is a large-scale event management company based in San Francisco, Los Angeles, and New York City. Our team creates stress-free conferences and events with a positive impact, which allows our clients to resonate with their audience. Kennedy Events specializes in producing flawless product launches, award ceremonies, fundraisers, and multi-day conferences while keeping our eye on retention and engagement goals.
About Kennedy Events
Kennedy Events began with one goal in mind—to produce high-level corporate events with just as much strategy as style. Maggie founded the company in 2000, found her match in Paige, and in 2011 the two became official partners. Since then, these two resourceful and brilliant creatives have pooled their strengths to build one one of the most the most sought after corporate event companies in San Francisco, New York, and Los Angeles.
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