Tips for your hybrid event planning

This is an article written by Paul Cook on his blog, that we think is worth sharing.

“I really enjoy the challenges and opportunities that hybrid events bring. To me, a hybrid event is “bringing together a face to face and remote audience for a shared participatory experience in real time.” Here are a few quick tips that I hope will help you with your hybrid event planning.

Tip 1 – Event Objectives

Is the hybrid event really the right format that is going to deliver according to your event objectives? Do not have a hybrid event just because you think it is the latest thing you have to do. It always has to be appropriate and not every event needs to be or should be a hybrid.

Tip 2 – Two Audiences

Never forget that you have more than one audience. There is absolutely nothing more annoying than to be the remote participant that has been forgotten.

Tip 3 – Planning The Program

Programme planning is very important as you need to be able to visualize how the remote attendees will be able to participate and how you will let them know to return to the programme.  With a face to face audience it’s simple, at the end of the coffee break people return to the main room. But with remote attendees how will you ensure that they have come back and are ready to join you again?

Tip 4 – Exercises Do Not Always Translate

An exercise that can be easily carried out in a live environment may make for some challenges when trying it with remote participants.  Networking is a good example. It is easy for people to get to know each other in a two minute ice breaker style session in person but how will you do that with remote participants?

Tip 5 – Focus Your Speakers

Many professional speakers will not have a problem in speaking at a hybrid event but they can still forget (albeit inadvertently) that there is an audience outside of the room. So it’s always worth prompting them to be on the safe side and do let them know which camera to address.  With those speakers that may not be used to being filmed you may need to help them so that they become comfortable before speaking.”
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