In-person events have long been in place. Thanks to the COVID-19 pandemic that event planners are going digital now. From a completely in-person events trend to fully virtual events, the transition took no serious thinking. But now, planners are paying attention to a new domain. They think it is necessary to incorporate virtual elements into in-person events. But creating such hybrid events would take more than mere ideas and words. This multichannel gathering requires some serious thinking, planning, and execution. This article will explain everything about organizing such meetings. Walk with us to learn more!
Steps to hosting a successful hybrid meeting:
A hybrid meeting would be the one where some components of digitalization would be integrated. It would go as an in-person event, but a virtual touch will make it a mix. Have you ever thought of such an event? Certainly not! Let us begin this exciting journey of exploring the term and its steps.
1. Know your audience needs:
Event planners these days can easily be overwhelmed by the tsunami of technological gizmos. Various tools, technologies, and platforms are available to undergo hybrid events in the current times. But they should be very careful choosing the one that would cater to the needs of their audience.
“We can say, here is a really shiny technology. Is it called hybrid, or is it called virtual? That is not the point. The point is to ask what your customers need,” – said Denzil Rankine. After understanding the priorities of your attendees, you should select a meeting platform.
2. Plan for live and virtual experience:
Since you are hosting a hybrid event, you should make preparations for both live and virtual experiences. Incorporate a touch of digital components into your face-to-face meeting, and the attendees will go WOW!
Let your audience know about what is coming next. “This means making sure your virtual guests know how to log in, that your live guests know there will be a virtual audience and that both know how the agenda will play out” – Ashanti Bentil-Dhue, founder of the digital-and-hybrid-event production company.
3. Make it digital:
Think with a digital mind while you are planning things. Your digital audience should stay top of mind. You would plan about speakers, the room’s layout, and the event flow; why not incorporate digital thoughts at every planning step? The digital audience will like to interact with in-person attendees.
To plan well enough, you need expertise at all levels. Being a first-timer, you could easily be overwhelmed by the burden of activities. To avoid any mishap, you should hire the best event companies in Dubai. An expert on your side will make things swift and easy.
4. Prepare and prepare well:
With hybrid events, great preparation over a virtual stage guarantees the beginning stage for a memorable occasion. Since the event will include some digital components, you need to take care of technical aspects.
What content will be presented, what questions to be asked, and what topics to be discussed? All these questions will make a good list of preparations that you must care about in advance. To throw a memorable event, prepare well enough to meet expectations.
5. Collab with venue partners:
In order to make your hybrid event a success, you must make a collab with the venue partners in advance. The place should have all the required amenities like high-speed internet access and a strong AV team. Tailoring video arrangements for remote attendees fall under the venue’s management, and you must ask for the best.
Many venues are ramping in-housing technological tools to WOW both the in-person and virtual audience. As an event hosting entity, you must work with these venue providers and see if the amenities are up to your expectations. Do you have trouble in finding the best one for you? Ask the help from Event companies in Dubai!
6. Keep registration flexible:
Since the hybrid events are emerging due to the COVID outbreak, event planners should keep the registration process flexible. There are travel restrictions around the world. If someone can’t join your meeting in person, he/she should be allowed to attend it virtually.
Moreover, someone might get caught with some urgent business, he/she should be allowed to register for virtual attendance. Keeping the entire process flexible will attract more and more audience, making you event a success.
7. Test before you start:
The final step is to check all the arrangements. Make sure the digital components are working fine. Check if the voice mic and speakers are doing fine. You can’t afford to fix technical problems while the audience is sitting and watching you. Doing so will ruin everything. Double and triple-checking of all the systems is as necessary as your event.
Throw a memorable event with event professionals!
A long-remembered event takes a fair bit of planning and execution. It is never easy to make your event a success unless you work with professionals. Who but expert event companies can help your cause? Get in touch with them today!
