How to hold a hy­brid event

Business Events News - - News -

AS TECH­NOL­OGY ad­vances, hy­brid events are be­com­ing in­creas­ingly more pop­u­lar and ac­ces­si­ble. Hy­brid events are those that com­bine a live (in per­son) and a vir­tual (on­line) au­di­ence ex­pe­ri­ence, blend­ing and en­gag­ing the two el­e­ments. The tech­nol­ogy and ca­pa­bil­ity for web and live stream­ing is grow­ing rapidly, and event or­gan­is­ers are ac­tively try­ing to in­clude this op­tion in as many events as pos­si­ble.

Hy­brid events can be great for an ar­ray of event types, in­clud­ing meet­ings, prod­uct launches, con­fer­ences, trade shows, com­pany an­nounce­ments, train­ing, and sales and mar­ket­ing up­dates. Those that at­tend vir­tu­ally can view live footage and con­tent from the event, such as key­note and guest speak­ers, work­shops, launches and ed­u­ca­tion ses­sions via a we­b­cast di­rect to their com­puter, tablet or mo­bile phone. Gen­er­ally, they are also able to in­ter­act with the speak­ers and other vir­tual at­ten­dees via mes­sag­ing tools, a chat line or so­cial me­dia chan­nels.

When hold­ing a hy­brid event, the most im­por­tant thing to con­sider is that your event is ful­fill­ing for all at­ten­dees, whether in per­son or vir­tual, and ef­fec­tively en­gages both au­di­ences.

Here are some things to con­sider:

Be pre­pared

To have a suc­cess­ful vir­tual ex­pe­ri­ence, you must have flaw­less tech­ni­cal out­put. Con­tent such as video, slides and other event data needs to be pre­pared, in­put into the stream­ing sys­tem and tested in ad­vance.

Keep on time

It can be hard to keep events strictly on time, but this is even more im­por­tant when pro­vid­ing a hy­brid event. Like wait­ing for a TV pro­gram to start, your vir­tual at­ten­dees will log on specif­i­cally at that time, for that speaker or pre­sen­ta­tion, and if there are de­lays or con­fu­sion with tim­ing, they may log off.

Par­tic­i­pa­tion and en­gage­ment

Al­low time and ac­cess for both on­line and in per­son at­ten­dees to par­tic­i­pate in dis­cus­sions or work­shops, and re­mem­ber to al­low time for on­line at­ten­dees to con­trib­ute, as they may not be able to an­swer as in­stantly as those within the room.

Hy­brid events us­ing live we­b­cast­ing are a pow­er­ful com­mu­ni­ca­tion tool and can as­sist you to save money, ex­tend the life of in-per­son events and broaden your au­di­ence and event ex­po­sure, of­fer­ing dif­fer­ent per­spec­tives and an ex­cit­ing ex­pe­ri­ence for all in­volved.

Nathan Hin­schen is the Part­ner at Novo­tel Bris­bane for AVPart­ners, which cre­ates in­te­grated event ex­pe­ri­ences through com­bin­ing state-of- the-art au­dio­vi­sual tech­nol­ogy, un­ri­valled ex­per­tise and a highly-tai­lored ap­proach. www.avpart­ners.com

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