Hybrid Event Production Tips for Success
COVID-19 changed the way we do events causing hybrid event production to be more popular than ever before. As businesses pivoted from hosting traditional, large, in-person events, to hosting more casual virtual events and hybrid events, production was forced to change, too. Businesses that are still largely interested in hosting in-person events for various reasons can benefit greatly from including a virtual component to the event provided they follow these top hybrid event production tips for success.
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1. Always Test Technology Prior to the Event
Your hybrid event production crew will handle this for you, but if youâre attempting a DIY hybrid event, youâre going to have to take steps to test the technology that youâre utilizing in advance of the actual event. Failure to test out your equipment, and technology, prior to the actual event can result in a lot of hiccups during the actual event which would not appear very professional for your audience.
Itâs best to host a practice run of hybrid events to allow your presenters, staff, and crew to run through the expectations and requirements of the production. This is your opportunity to configure various equipment, to test your timing, and to make sure that youâve worked out any immediate kinks in your plan before you go live.
2. Engage Your Remote Audience but Donât Overwhelm Them
Attempting to engage your remote attendees and interact with them throughout the event is important, but itâs also important that you donât overwhelm them. Keep in mind that many remote attendees may not want the level of involvement that the in-person attendees expect for you. Make sure that remote participants have the information they need to succeed with your hybrid event and to interact, but donât expect non-stop engagement.
3. Incorporate Lead Generation Into the Event
Hybrid event production is going to be slightly different than if you were to produce a purely in-person event or an entirely virtual event. Youâve got to plan your lead generation accordingly. This means you should have options for lead generation in both your in-person portion of the event and in the virtual portion of the event.
As you plan your lead generation make sure that youâve got the appropriate technology in place to maximize output of your lead generation on both ends. This will likely require some professional assistance.
4. Produce for Digital First, In-Person Second
Thatâs right, when hosting a hybrid event you should produce content and plan your event around the digital component first and then incorporate the in-person components into that plan. A remote attendee may not have the same attention span as those who are in-person, so itâs important to plan your event around these attendees first. This means planning in the interactive sessions, incorporating plenty of rest time, and making sure that youâre doing your best to ensure the engagement of your remote audience.
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5. Incorporate Virtual & In-Person Networking into the Event
Hybrid event production requires a lot of focus on how you can connect your in-person attendees with your remote attendees. Encourage networking between the two by incorporating various networking events into your hybrid program. This way you can bring together the virtual attendees and the live attendees to meet and greet, exchange contact details, and get to know one another.
Want more hybrid event production tips and tricks from Beverly Boy Productions? Give us a call!
