The hybrid model of planning events is definitely a trend right now, thanks to the outbreak of the COVID-19 pandemic. Social restrictions and travel bans have made the hybrid approach garner more popularity, and rightfully so. It is a desirable solution to conduct events in a pandemic-ridden world. However, it is not all fun and games as far as planning a hybrid event is concerned. It requires fool-proof planning and execution and every organizer wishes to host the most successful and interactive hybrid event. The key to putting forth a great hybrid event lies in planning. A checklist is everything that is needed in such a case! Checklists are the best way to make sure nothing is missed out on, and the hybrid event goes on smoothly.
Hybrid event checklist essentials:
Organizing and hosting a hybrid event is all about juggling two audiences at the same time and providing both with the same experience as the other. Pulling this off, obviously, takes a lot of effort and careful consideration. It is important to set fixed event goals, each session has to be well thought out, the virtual audience needs to be kept engaged and the physical audience also needs extra attention like refreshments and security during the event. The ultimate aim is to make sure that each attendee has valuable takeaways from the hybrid event, regardless of the platform they attend from. The main aim is to make the experience valuable and memorable for each participant. Some things that can be kept in mind while formulating a checklist for the hybrid event include:
1. Determining goals:
Before everything else, it is of utmost importance that a goal is in place in terms of the hybrid event. The aim of hosting the event, the short-term and long-term goals, the contribution of digital aspects in the hybrid conference, and the ways of providing industry-level knowledge through the conference must be declared.
Once all these elements are in place, bigger things should be planned out. Then comes picking the venue for the physical audience, picking the hybrid event platform, creating content and marketing tactics, as well as developing the event agenda. Fostering interest is difficult considering two audiences, but it is worth the while.
2. Venue and safety:
For the in-person event, the venue is a major decision. Considering the present health scenario in the world with the looming threat of COVID-19, safety is also of utmost significance. The in-person attendees need to feel safe while they attend the physical event. Hence, the venue must be picked keeping in mind that it must accommodate all the attendees as well as keep them safe. The venue must also cater to technological needs like lighting, electricity access, internet availability, etc. Appropriate safety protocols in terms of COVID must also be in place for the event to be a success.
3. Picking the right technology:
The virtual component of the hybrid event is a very important aspect of it in terms of audience attendance and engagement. Placing eggs in the right technology is necessary. The hybrid conference platform on which the event will take place must offer 24×7 live support, integration with social media platforms, video live streaming, chat tools, and networking sessions.
4. Engagement and networking:
In a hybrid conference, there are two sets of audiences and hence it may get a little tricky when it comes to engagement and networking. The in-person attendees will socialize with their fellow attendees, but what about the virtual participants? To cater to them and plan an engagement strategy, the hybrid event platform must have a chat tool. Using the chatbox the attendees can connect with the event better and can convey their queries or opinions. Instagram posts and live-tweeting also help engage the audience when they like, comment and share the posts and tweets.
5. Prepare participants:
In a hybrid event, speakers and other participants must be well prepared. They should know what is expected of them and must abide by the event agenda. They should make sure not to speak for too long or for a very short amount of time. The online audience tends to get impatient and may leave the meeting in the middle if they get bored. The speakers must keep in mind the online audience as well as the offline audience. In case a mess up occurs, it will be a disaster in terms of engagement, experience, and reputation. Interacting entertainingly with both the audience is of utmost importance.
6. Rehearsal:
Before D-Day arrives, an absolute run-through of the hybrid event must be done without fail on the hybrid event platform and in the physical venue. A rehearsal will facilitate in helping with lighting and camera position adjustments, duration of the presentations, and if the virtual event platform is working fine. This is also helpful for the participants and speakers in the hybrid event since they get a chance to analyze the situation and be mentally prepared for it. This rehearsal will help in realizing potential mistakes and gaps and improvisations can be hence done.
Conclusion
The hybrid model is novel to many but nothing to be intimidated by. A hybrid event has numerous benefits to offer and is the best of both worlds. It is essentially a combination of the greatest features of physical and virtual events. Connecting with an audience and getting brand engagement has never been easier, especially with platforms like Dreamcast, and this is an opportunity that can do wonders for the hosts as well as the attendees.
Undoubtedly, the pandemic has changed our perspective of the world and there is no going back from the virtual world. Virtual events have brought in the elements of flexibility, comfort, and choices. Expectations have increased and now is the time to get the hang of the hybrid approach. Knowledge is more accessible than ever and a plethora of resources is available via one simple click today. The expanded and massive reach and opportunity to connect with a diverse audience make the hybrid model worth it.