5 Must-dos when Converting to Hybrid Events

It has been clearly established that hybrid events are here to stay. If you are looking forward to the end of virtual events as the must-do reactionary response and the restart of live events, you are not alone.

However, many articles and blogs are out there about how to do hybrid events, which is no longer a pandemic response.

We actually want them.

Converting a spectacular live event is no longer a “less than perfect but necessary” option. Instead, it is expected to aspire to have the same impact as if it is was live.

That’s a high bar to leap over.

Live Events are what we know. And we do it extraordinarily well. Personal Connection and the thrill of lights and audio technology make live events a type of masterpiece. Now that we know hybrid events are here to stay, event planners and businesses are challenged with optimizing the digital element for the same adrenaline rush we get from a live experience.

The COVID pandemic created a whole new dictionary of the terminology or lingo we never knew before,
such as:
Do the pivoting,
What is essential,
social distancing,

In the production industry, we have been required to learn them all. But the biggest buzzword in event planning that evolved from the pandemic is “hybrid.” And even as we move hopefully into post-pandemic and live events happily resume, hybrid events are here to stay.

Now is the time to sit back and ramp up the wonder of live events we have so missed and thoughtfully convert to paralleling hybrid options responsively and reflectively. To implement the desired hybrid options, we recommend these five must-dos to convert successfully without compromising your live event in any way.

  • Think of hybrid when choosing a venue
    Picking a venue is always the first consideration with live events. Looking at the venue size with a lens of digital value is another important factor. Hybrid events work beautifully with any audience size and may allow you to find new potential streaming opportunities as a result. If attendees can fully benefit from live or hybrid solutions, allow flexibility and boosts participation opportunities.
  • Be assured technology is robust
    It is one thing to ensure the sound is good for a speaker or presenter. However, if you are going to offer a hybrid option for your hosted event, the necessary technology is paramount. This includes a strong internet connection, the technical side of externally capturing the live and virtual audiovisual production elements, and the technology in-house to share it all in a hybrid way. You will need to consider the technology needs for both the live and hybrid events for your break-out rooms, mainstay areas, lobby, and remove obstructed views of people or other angles for a live stream option.
  • Adjust the setup for Remote Attendees
    Checking on the audiovisual technology for your live attendees is reviewed and practiced to ensure everyone can see and hear. Make sure you practice and accommodate for the remote factor as well. Adjustments for extra cameras, microphones or platforms must be managed for both. From every angle, live event tech crew review and manage every detail so the live event can run smoothly and seamlessly, and you want a team that will adjust for your online attendees also. Doing a test run of the hybrid elements is another way to prevent problems during the live stream component.
  • Treat Hybrid as its own Unique Entity
    Hybrid is not the same as live or virtual events. Hybrid is not simply turning live into virtual or virtual into live. Deciding to shift your virtual or live event to hybrid is not an easy process. Hybrid events are an exciting concept but still a new one. Treat hybrid events as a compelling pairing that optimizes all the benefits of live events we love and blending it with the effectiveness and convenience of virtual events. Hybrid events are the most inclusive option available for event planners. It is open to all, and barriers of money, time, logistics and circumstances help attendees and businesses find the most appropriate way to participate. For example, sitting to watch a keynote presentation for 60 minutes may need a different approach for the attendee watching on a computer screen. Keeping them engaged and keeping their attention with online tools and shorter sessions is a wiser way to structure hybrid events.
  • Use an Event platform for your Hybrid Venue
    Just like you require a great venue to wow your live audience, a hybrid event is exponentially more professional and user-friendly when you use a virtual platform. The technology available in event platforms is mind-blowing. The functionality of a user-friendly event planner is like your favourite app. These Apps have built-in components far beyond registration support to connect live or remotely. The interactive and engaging options for attendees to fully embrace their hybrid experience when planners use an event planner makes the process so easy for planners and attendees.

The best way to Convert your Event to a Hybrid Hit is to gather the help of a Production team with the experience and expertise to do both.

Ask them if they have the “We Can” answer to this “Must Do” list.

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by Paul Richards

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