Step-by-step plan and tips for organising your hybrid event
Hybrid events are an indispensable part of the current business event offering, but will hybrid events also retain a permanent place in the world of event organisation? What exactly is a hybrid event, what is its added value and what should you pay attention to? We’d be happy to tell you more about it!
Een hybride event is een evenement dat zowel fysiek als virtueel plaatsvindt, waardoor deelnemers de keuze hebben om deel te nemen op de manier die hen het beste uitkomt.
A hybrid event is a meeting held on-site which is combined with online elements. We can distinguish three different types of hybrid meetings:
Webcast/livestreamThe term webcast is a portmanteau of ‘web’ and ‘broadcast’. During a webcast or livestream, there is a presenter speaking and no interaction with the audience.
WebinarWhen there is interaction with the live viewer, we speak of a webinar. The live viewer can then ask the presenter questions by means of, for example, a chat or multiple-choice questions.
Video conferenceDuring a video conference, also known as an online meeting, spoken and visual communication is used between the participating parties. An active contribution in the meeting is expected from both parties – the sender (presenter) and the receiver (live viewer).
A hybrid meeting or event can also be approached in various ways, for example:
- Organising an in-person meeting at one location in one room, combined with online viewers.
- Organising a single-location offline meeting where attendees are spread across various meeting rooms and connected online.
- Organising an offline meeting across different locations in the country with participants connected online. Added benefit: saving on travel time!
Step-by-step guide to organising a hybrid event
A hybrid event is not a last-minute decision you just make. A different approach is needed from the initial planning stage compared to physical events. Which steps do you go through when organising a hybrid event? We are happy to briefly outline them for you:
Step 1: determine the purpose of the meeting
The key question: What do you want to achieve by organising the meeting? For example, do you want to convey information, motivate participants to undertake a certain deed or action, or is the meeting purely for entertainment? By determining the objective of the meeting, the foundation is laid, and it becomes easier to make corresponding choices during the organisation.
Step 2: Create a tailored programme
A live meeting or event is often not suitable to be directly converted into a hybrid meeting. For example, the duration of the programme is a real point of attention for hybrid events. A programme should not be too long, as participants' attention spans are different from those at a live event. Also, think about things like: what do I show during breaks (consider, for example, a video or an interview with one of the speakers)?.
Step 3: determine who the speakers are
A speaker is an important part of a gathering, and this is certainly also true for hybrid events. A speaker can make or break a meeting. Keep in mind that very good offline speakers are not always good online speakers too. Therefore, always check thoroughly with the speaker beforehand whether they have experience as an online speaker. A quick look at the speaker's social media channels certainly won't do any harm. These often show how their energy comes across on screen. Additionally, it is worthwhile to use a chairperson who can switch between programme segments.
Step 4: Selectively choose which technique you employ and do not skimp on it.
Technology is an important part of hybrid events. Nothing is more annoying than an internet connection that drops or, for example, sound that doesn't work. The quality of the hybrid event depends on the quality of the technology used. A good camera, microphone and stable internet connection are of great importance. Do not make unnecessary savings here and include a realistic cost item in the budget. goMICE has been working with various reliable AV partners for years, with expertise and who match the professionalism of our company.
Step 5: Clear communication
Clear communication with participants is of paramount importance for both offline and online events, before, during, and after the event. Hybrid events involve a number of additional steps. Inform offline participants what time they are expected and where, and communicate the login procedure multiple times beforehand to online participants. Keep participants engaged too; for example, ask for feedback, show that fun video from the preparation phase, or share that great after movie!
Step 6: check, check, double-check
Ensure that the equipment is set up well in advance so that extensive testing can be carried out. Discuss thoroughly with all parties when there are opportunities to set up and test prior to the hybrid event! For example, check that the lights are positioned correctly, the lighting is accurate, the speaker's position is suitable, the stream is functioning, and the internet connection is optimal. By testing this comprehensively, you will be sure that you are completely ready.
A few extra tips & tricks:
- Send participants the link and login procedure multiple times prior to the meeting.
- Please allow for a 20 to 30-second delay, especially when a QA is incorporated into the presentation.
- Ensure a quiet start and put all participants on mute at the beginning of the meeting. This will allow the speaker to calmly explain how the meeting will run and how it works if a participant wishes to say something.
- Schedule a networking carousel during break times.
- Increase participant engagement (online) by sending them a package at home with, for example, tasty snacks/drinks which they would otherwise have received at the venue, or with merchandise.
- Ensure interaction by, for example, adding a quiz or poll to the presentation.
- Record it so that it can be sent to participants who cannot attend and so that the footage can be used for an after-movie, for example. Ensure that participants who are visibly filmed have given their consent in accordance with GDPR.
Curious about more valuable tips and inspiration for organising powerful hybrid events? Then be sure to read our free whitepaper, in which we share the most important steps with you and offer tips on technology, platforms, interaction, and budgeting! Click here to download our whitepaper.
Make the experience even more intense!
Transforming an event from offline to hybrid is therefore not necessarily a simple matter. However, with goMICE as your event partner, you can ensure professional organisation and presentation of your hybrid meeting or event. At goMICE, our aim is to elevate your meeting, event, or incentive trip to a higher level. The impact of a trip or event can be increased in many ways. If desired, we can collaborate on the complete communication process surrounding your LIVE event:
- How can we involve and inform participants for longer and more effectively?
- How can we ensure that the objectives are met?
- How can we make the experience EVEN more complete?
For this, we create a bespoke concept with a detailed communication plan, which we implement meticulously in every aspect, before, during, and after your meeting, event, or group trip. We use our unique goMICE Stretching Method This way, your organisation or message will remain top of mind with your target audience for longer, and we will ensure even greater impact!
Update: This blog was first published on 24 September 2020 and was updated with new information on 1 June 2021.