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Many event planners learned last year that successfully executing a hybrid event is not as simple as using a virtual meeting platform or live streaming sessions. Far from it, in fact.

  • Sixty-eight percent of event marketers reported that a hybrid solution that can manage both virtual and in-person events would play a vital role in the 2020 and 2021 event strategies. (1)
  • However, 76.5 percent of event marketers have never hosted a hybrid event. (1)

The disparity in these numbers is telling. It indicates that meeting planners have a significant learning curve ahead of them regarding hybrid events. One of the numerous complex elements involved is the venue for the in-person portion of the event. There are many considerations that meeting planners must consider to achieve the desired results from the event, including the following:

Accommodate Both In-Person and Virtual Needs

While there is some overlap, the in-person and virtual sides of hybrid events have different needs. Hybrid events require running both pieces congruently.

Engagement is crucial for capturing and keeping the attention of virtual attendees. An excellent tool for nurturing engagement is virtual event platforms. These advanced programs morph one-dimensional webcasts into interactive event spaces that make attendees feel like they are at the venue. Capabilities of these platforms include 3D exhibit booths and one-on-one video chats.

Venue selection accommodates spaces that consider the needs of both in-person and virtual components. Bandwidth, both from a staffing perspective as well as that of technology, is critical.

  • Staffing Examples
    • Online chat support
    • Online registration
    • Digital content specialists
    • Digital marketing and promotional managers
    • Event and Q&A moderators
    • Online presentation assistants
    • Chat and breakout session monitors
    • Technical support specialists
    • Timekeeper
    • Social media and communication specialist
    • Activity, gamification, online poll manager
    • Gift Bag Assemblers and Distributors
    • Vendor Partner Coordinator(s)
    • Onsite Production Team (including equipment)
    • Onsite Registration/Check-in Support
    • Onsite Attendee Support
    • Chat or Call-in Attendee Support
  • Technology Examples
    • Internet connection speed
    • Camera, computer, and other streaming capabilities
    • Hybrid platform consistency and stability

Choose the Right Technology

 Since hybrid events include a virtual piece, the platform must be user-friendly for those attending virtually. This is one of the most critical decisions a planner will make about technology. Why? If attendees have trouble using the platform, chances are, they will tune out.

Another vital technology element is stability. If the platform crashes, virtual attendees are out of luck. They may miss part or all of a session – or miss multiple sessions. Technology for the onsite portion of the event must also be robust. Educational materials such as slides are an essential part of the learning experience.

Since data is exchanged during a virtual event, the security of this data is yet another point that should always figure into the final decision. It is up to event planners to confirm that the venue provides a high level of protection for data against cybercriminals. The average firewall will not cut it. Security must be virtually bulletproof.

Meeting planners should confirm that any venues under consideration can support technology both onsite and offsite.

Ask Plenty of Questions

 Meeting Planners should not assume that a venue will provide them with all the information they want and need. The vendor needs to have a complete picture of the requirements. Event planners should have a long list of questions ready to go. Good questions include:

  • Does the venue have the proper infrastructure to support the necessary technology?
  • Can the venue meet the safety criteria the business has set for in-person events?
  • What is the maximum capacity for the proposed space?
  • How does the venue staff execute meal service?

If you find yourself not knowing what questions you should ask, there are resources available for event organizers. (2)

 Clarify Vendor Expectations

Much like assuming the venue will anticipate and fulfill all needs, meeting planners should not believe that vendors can deliver what they want. For this reason, multiple conversations should take place between the planner and each vendor to review details, set expectations and clarify that the vendor can meet these expectations.

Once vendors are on board, additional discussions should take place to iron out the details and bridge any communication gaps that may still exist. The planner should make sure they get everything in writing.

Exceed Previous In-Person Experiences

The pandemic transformed the events industry in exciting ways. These changes facilitate a more enjoyable, convenient, and immersive experience for in-person attendees. Why? The new measures implemented out of necessity empathize these three characteristics.

Meeting planners need to take a cue from this shift and implement it into all their efforts for the in-person side of virtual events. Nothing less than drilling down into details in a careful, methodical manner is acceptable. Every aspect of the event should be approached in this way, including:

  • The safety of attendees, presenters, and speakers
  • Safeguarding privacy if any registration bottlenecks occur
  • Food and beverage service processes that protect attendees’ well being while also being convenient and easy for them

Prepare for a Different Food Service Experience

Meeting planners should ensure that the venues under consideration offer the company’s preferred foodservice option. The safety and health of participants are paramount in the planning process. There are industry standards. (3) The costs may vary from one option to another, so obtaining pricing is essential.

Finding a venue that is a good fit for virtual events and sourcing this type of event may be complex. Still, the return on investment that virtual events generate is well worth the effort. By following the tips outlined above, meeting planners will create events that fulfill the company’s goals.

Uncertain times call for creative thinking. Contact Gavel International to be inspired with solutions that connect and engage your people.
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SOURCES:

1 https://blog.bizzabo.com/event-marketing-statistics

2 https://www.eventscouncil.org/Industry-Insights/Key-Questions-for-Event-Organisers

3 https://www.eventscouncil.org/Industry-Insights/Health-and-Safety-for-Hotels

 

Eloisa Mendez
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