HOW TO PLAN A HYBRID EVENT – WHAT MEETING PLANNERS NEED TO KNOW

Hybrid meetings that allow both in-person and virtual attendee participation pose immense logistical complexity for corporate meeting planners. By following the below top 10 tips, you can seamlessly converge physical and digital experiences for impactful, flawlessly run company gatherings in hybrid format:

1. Choose a versatile venue with flexible physical layouts plus integrated A/V technologies like giant shareable screens, wireless meeting room cameras, and built-in mics to support hybrid experiences.

2. Set the meeting agenda strategically with content appropriate for virtual delivery like leadership keynotes interspersed with intimate in-person breakouts for deeper discussions.

3. Rigorously pressure test all A/V equipment days prior through practice runs testing sound quality, video feeds, and presentation flow from both rooms and remote locations.

4. Appoint producers to monitor live virtual attendee participation via chat/polls to relay questions and moderate Q&As for inclusiveness rather than only take floor comments.

5. Create “digital welcome bags” with downloadable programs, links to pre-reads, conference apps and logistics details so offsite attendees feel fully informed.

6. For breakout workshops, assign separate facilitators for in-person and virtual groups to manage hands-on collaborations or discussions specific to each cohort’s unique experience.

7. Schedule real-time moments like physical energizers, chair massages during lengthy sessions, snack or meal breaks etc. for in-person guests while remote viewers briefly break offscreen.

8. Maximize attendee networking through smart matchmaking algorithms via the conference app to set meetings between aligned interests regardless of physical location.

9. Maintain production quality standards on par with digital-first video conferences rather than typical hybrid A/V including balanced speaker framing, sleek titles/graphics, professional virtual backgrounds etc.

10. Poll both physical and virtual attendees in real-time via the conference app during sessions, plus conduct comprehensive post-event surveys to capture feedback from all participants on improvements needed.

Following the above best practices for planning and production will result in deeply engaging experiences for local and remote attendees alike at your next hybrid company gathering.