HOW TO PLAN HYBRID EVENTS: A KEYNOTE SPEAKER AND MEETING PLANNER’S GUIDE TO ONLINE AND LIVE PROGRAMS

From what hybrid event speakers are telling us, planning a live and online event that incorporates both in-person and virtual attendance can be tricky, but with some strategic planning, you can pull off a seamless experience for all. Following are expert tips for organizing a successful program:

Choose the right venue. Per top hybrid event speakers, look for a venue that has the technology and capacity to support the needs of virtual and in-person attendees. Make sure they have reliable WiFi, the ability to live stream, plenty of power outlets and space for a tech setup/camera equipment. Also ensure the seating capacity aligns with the number of in-person guests you anticipate.

Send technology specs in advance. For your virtual participants, say hybrid event speakers, communicate minimum internet bandwidth requirements, compatible devices/browsers, and any apps/plugins they may need to download ahead of the event. Provide detailed login instructions and test links. Also make sure your in-person venue is aware of all the tech and audio-visual needs.

Structure the agenda purposefully. Carefully determine which components absolutely require in-person attendance and which can be just as impactful online. Strike the right balance via the agenda so virtual attendees don’t feel excluded.

Allow Q&A seamlessly, advise hybrid event speakers. Build in live Q&A sessions for both audiences using platforms like Slido that let in-person and virtual guests easily submit questions and vote on the ones they want addressed. Moderators can easily curate relevant questions.

Enhance engagement opportunities. Integrate polling, chat functions, real-time feedback surveys and gamification as part of hybrid event speakers programs to all attendees can actively participate. Breakout rooms also allow for closer networking.

Promote interaction. Encourage in-person mingling during breaks, but also use digital tools like Remo to create spaces where virtual attendees can connect with each other or in-person participants via video chat.

Assign producer oversight. Have a producer or event manager responsible for overseeing all hybrid logistics before and during the event. They can troubleshoot any tech issues, coordinate speakers, and ensure all presentation materials/live streams transition smoothly.

The original format brings unique challenges but also hybrid event speakers say provides opportunities to increase reach, engagement, and inclusivity. With thoughtful coordination across in-person and virtual touchpoints, you can create a cohesive experience that enables everyone to actively be part of the event.