What is a hybrid event?
A hybrid event is a type of event that combines both in-person and virtual elements, allowing attendees to participate both physically and remotely. This type of event is becoming increasingly popular, particularly in the wake of the COVID-19 pandemic, as it allows for greater flexibility and accessibility for participants. Hybrid events can take many forms, such as a conference with both physical and virtual attendees, a concert with a live audience and a livestream component, or a trade show with virtual exhibitors.
the hybrid event landscape…
COVID-19 disrupted the event industry, forcing event organisers and managers to create new and innovative ways to hold events. The hybrid event has emerged as the hottest trend in planning and holding events. However, organising registrations, boosting virtual engagement, and networking for the hybrid option, as well as ensuring the technical aspects of hybrid events roll out without a hitch, have become doubly important. In this article, we will provide you with some tips to help you take on these technical challenges while considering attendees’ different experiences during a hybrid event.
Organising a corporate event? Read our top 5 tips to ensure success here.
Choose A Venue That Can Support Technical Needs
When choosing a venue, everything from sanitizing surfaces, room airflow, and physical distancing is now on the list. Audio, visual, and lighting capabilities should also be on your list when narrowing down the venue choices. You need a venue that can support your technical needs, especially for the in-person part of your hybrid event.
High-Speed Internet + Loads of Bandwidth is A Must!
High-speed internet and loads of bandwidth are crucial to hosting a successful hybrid event. You may be planning a large-scale hybrid event that includes online learning applications, streaming audio/video, and the ability to download brochures or other digital materials. This is true, not only for online participants, but in-person attendees also need uninterrupted access to their email and any streaming or virtual elements needed to connect with remote participants. Therefore, you need to ensure that your venue can support the demand or investigate purchasing an internet package from an ISP that provides wireless service for major events.
Audio
Audio problems are one of the most common reasons people get frustrated in a virtual setting and leave, so you must get this aspect of your event right. To ensure crystal clear audio, include a quality microphone on the checklist for remote presenters. Ask them to ensure that they have a quiet room with no pets or children demanding attention. A good PA system is a must at the live venue, and presenters who move around will need lavalier microphones.
As for your web-based system, make sure you’re using an advanced online platform that includes reliable audio technology. To avoid lag when remote participants interact with live presenters, ensure your audio streaming does not automatically include a delay.
Visuals
At a hybrid event, you need to boost the engagement of virtual attendees who need extra attention to detail. Try adjusting your camera angles to show the presenters’ faces and expressions more clearly for remote viewers. If you plan to show a remote guest on screen interacting with an in-person presenter, position a screen at the presenter’s side. When not used for conversation, this screen can be turned on to display remote attendees, connecting the two audiences.
For video and slide presentations, do tests to check if all visual elements can be easily seen when viewed on a laptop. You’ll need a high-resolution video feed to ensure your content is clear and legible, especially if the text appears on slides. Recorded videos should be shot with high-definition cameras for a crisp look, and screens should be big enough for both in-person and remote attendees to see the content.
Lighting
Good lighting is crucial to ensure remote viewers feel like they are a part of the event. Your expensive cameras and screens will be wasted without proper lighting. To help remote viewers have the best experience, include shots of the live audience during the action to ensure that lighting covers both the stage and the audience.
In addition, lighting may need to cover specific audience locations, such as where mics are set up for Q&A sessions. Ask remote presenters to ensure a clean background with no distractions behind them and purchase a video conference lighting kit. These affordable video kits can include a stand, a phone holder, and an LED ring light that clips onto their computer or phone camera to provide professional-looking lighting.
Testing and Rehearsals
It’s essential to test and rehearse your hybrid event thoroughly before the actual day. This will help you identify and fix any technical issues, ensure that everything is working smoothly, and prepare presenters for the event.
Perform a complete run-through of the event using the same equipment, lighting, and sound that will be used during the actual event. Invite a few people to participate in the rehearsal to simulate real-world scenarios and gather feedback. Take note of any technical challenges and areas that need improvement, and work on them before the actual event.
Provide Technical Support
Finally, you need to have technical support available throughout the event to address any issues that may arise. This could be in the form of an on-site technician, a dedicated help desk for remote attendees, or a combination of both.
Make sure that attendees have a way to get in touch with technical support if they encounter any problems. This could be through a chat feature, email, or phone number. Ensure that the technical support team is well-trained, knowledgeable, and can respond quickly to resolve any issues.
In conclusion, hybrid events are a fantastic way to offer attendees the best of both worlds: in-person and virtual experiences. However, technical challenges can make or break the success of your event. By considering the technical aspects and attendee experience for both in-person and virtual audiences, choosing the right venue, ensuring high-speed internet and bandwidth, providing high-quality audio and visuals, rehearsing and testing your event, and providing technical support, you can deliver a successful hybrid event that meets the needs of all attendees.
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