How to host a hybrid conference

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5 Best Practices For Hosting A Hybrid Conference or Event

  1. Ensure You Revise The Content. Last-minute panics can ruin a hybrid conference event. …
  2. Fostering Networking Opportunities. Networking is among the top reasons for people to attend business conference events. …
  3. Engage The Virtual Attendees. …
  4. Adhere To the On-Site Operation capabilities and prioritize time. …
  5. Ensure You Perform Economic Feasibility Tests. …
How to Host a Hybrid Event: A Hybrid Event Checklist
  1. Set a Budget.
  2. Create a Balanced Agenda.
  3. Create Event Buzz.
  4. Host Speakers On-Site.
  5. Connect the Online & In-Person Audience.
  6. Use Social Media to Encourage Engagement.
  7. Create a Video Library.
  8. Analyze the Success of Your Hybrid Event.
Apr 14, 2021

Full
Answer

How to organize a hybrid event conference?

Organizing any hybrid event conference demands the host be flexible, innovative, and agile. In this digital era, when devices and gadgets are battling for the event host’s attention, engaging the people remotely attending the conference event can prove challenging. These distractions are comparatively less for the in-person attendees.

Is a hybrid event right for your brand?

Don’t be intimidated by the new and unknown of a hybrid event. When you really get down to it, a hybrid event just combines the best features of an in-person and virtual event, creating an even better opportunity for your brand to connect and engage with audience members.

Is hosting a hybrid event cost effective?

To answer that question, we’re first going to look at a 2010 Meetings Podcast; an interview of Virtual Edge Institute founder Michael Doyle. According to Doyle, the benefits associated with hosting a hybrid event are many, and go well beyond cost effectiveness.

What equipment do I need to host a hybrid event?

According to Interactive Meeting Technology, the following equipment is necessary in order to host a hybrid event (I’ve added a few items of my own to the list): Servers for storing and hosting streaming video (assuming your streaming service doesn’t provide them)

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How do you organize a hybrid conference?

Tips for organizing successful hybrid eventsPut remote participants first. A top concern with hybrid events is that remote participants are left out and feel like “second class” participants. … Don’t forget about group work. … Share the responsibility and facilitate as a team. … Enable informal encounters.


What do you need for a hybrid conference?

Listing down the must-haves:WiFi. The first necessity of hybrid events is stable WiFi for the live telecast to a remote audience and so that both categories of participants may interact with each other and the event organisers.Camera. … Lighting. … Webcam. … Microphone. … Support system. … Audio support. … Video support.More items…•


How do you facilitate a hybrid meeting?

10 tips to make hybrid meetings work:Design the agenda with all participants in mind.Start the meeting on time.Use a conference room with a large screen.Enable the chat function.Test the technology in advance.Give equal focus to all attendees.Provide strong facilitation.Ask for employee feedback.More items…•


What is a hybrid meeting format?

Hybrid meetings are meetings or events that feature at least one group of in-person/face-to-face attendees connecting virtually with other meeting attendees. While hybrid events have been around for a number of years, their importance will only grow during and following the COVID-19 pandemic.


How do you plan a hybrid event?

How to Plan Your First Hybrid Event in 2022: Step-By-Step GuideStep 1: Identify your hybrid event objectives. … Step 2: Identify and understand your audience. … Step 3: Design your event. … Step 4: Create an event budget. … Step 5: Building an event team. … Step 6: Picking your venue and date.More items…•


How do you run a successful hybrid event?

15 tips for a successful hybrid event in 2021Market your event to your secondary and tertiary audience.Negotiate vendor contracts and size down.Safety should be a top priority for the live component.Create custom registration paths for virtual vs. … Don’t sell a live ticket.Plan virtual-first engaging content.More items…


What is the difference between virtual and hybrid?

Live events require all the attendees to present in a physical location at the time of the event, virtual events are those in which everyone attends online, and hybrid events combine the two, where some people attend in person and others attend online.


How do hybrid events work?

Hybrid events are, quite simply, a mix of live and virtual events. You take your live event, complete with an audience, content, and more, and you add a virtual component to it so your audience can participate and engage with your event, no matter where they are.


What is a hybrid zoom?

Hybrid zoom uses software enhancements and computational photography to create a better image from multiple photos. This is similar to Night Mode and HDR, but focuses on detail instead of exposure.


How do I run a hybrid workshop?

0:004:505 Simple Tips For Smoother HYBRID Workshops – YouTubeYouTubeStart of suggested clipEnd of suggested clipIn this video i’m going to show you how we at aj and smart run hybrid workshops meaning some peopleMoreIn this video i’m going to show you how we at aj and smart run hybrid workshops meaning some people are remote some people are in person but you still got to get it done now this is not the ideal.


How do hybrid events work?

Hybrid events are, quite simply, a mix of live and virtual events. You take your live event, complete with an audience, content, and more, and you add a virtual component to it so your audience can participate and engage with your event, no matter where they are.


How do you make hybrid events more interactive?

How to make your hybrid event more engagingAsk your audience. Companies don’t do enough of this. … Offer flexible registration options. … Schedule smartly. … Design Q&A for everyone to play. … Lock in your keynote. … Include a variety of experiences. … Get your game on.


What is hybrid event?

That means not only having high-speed internet access and a strong on-the-ground A/V team to deal with technical issues, but also tailoring production for remote attendees by way of optimized room layouts, breakout spaces and technology tools.


What is the challenge of hybrid events?

Facilitating interactions between the remote and in-person audiences is the true challenge of hybrid events. Solving the dilemma might mean putting a screen onstage to allow remote attendees to take part in a presentation or ask questions; or providing individual tablets to in-person attendees for one-on-one exchanges with digital participants.


How many countries are there in the Ion Group?

When ION Group held a hybrid event at Ease Hospitality’s conference center, it connected in-person speakers with attendees from more than 20 countries.


What is the purpose of on-site and from-home elements of an event?

While on-site and from-home elements of the event are distinct in many ways, allowing both audiences to experience something together can elevate the experience for everyone. Sean Hoff, founder and managing partner of corporate culture agency Moniker urges planners to solicit real-time feedback from the virtual audience as often as they do from those attending face-to-face.


When making decisions about speakers, room layouts and the day’s flow, digital attendees should stay top of mind?

“Recognize the reality that a remote attendee is just not going to have the same level of attention span ,” says Alex Patriquin, CEO of event-management platform Circa. Plus, the digital audience will need to be able to interact with those at the in-person sessions — asking questions of the speakers, meeting with exhibitors or networking with all other attendees.


Is it necessary to prepare attendees for an event?

Preparing attendees for what will take place at an event has always been necessary , whether the gathering was face-to-face or digital — but it’s especially important when combining the two.


Do planners bring presenters to physical events?

Planners should make every effort to bring the presenters to the physical event, particularly when arranging panels and other sessions where a lot of back and forth takes place. “The interaction and energy onstage become far more authentic and credible,” says Hoare. “Virtual panels are not as engaging or effective.”.


What is hybrid event?

Hybrid events allow organizers to host things like conferences, trade shows, fundraisers, and networking or educational sessions with both a small physical audience and a much larger virtual one. Planning and hosting a hybrid event is similar to a traditional event with a few differences.


What social media platforms are good for a hybrid event?

Social media platforms like Twitter and Facebook are great for encouraging audience participation and interaction. In the days leading up to the event, ask prompting questions, and encourage registrants to submit questions for the speakers. If you choose to live-tweet your hybrid event, you can generate real-time responses and feedback from your online audience.


How to engage your audience online?

To engage your online audience, consider: Using a Virtual Emcee: This person will act as a facilitator, working as the link between the online and in-person audience members. A virtual emcee can work alongside a conference or event chairperson.


Why is remote audience important for sponsors?

More Lucrative Sponsorships Opportunities: A remote audience can provide you and your sponsors with more data than they would while attending a traditional event. This data can help your sponsors better understand their target audience and improve their marketing strategies. Potential sponsors may be willing to pay a little more to have access to this important information. Alternatively, you have the opportunity to sell more sponsorships since you are not limited by the logistics of a physical space.


Why do you need to communicate with all participants?

As the event planner and organizer, you need to communicate clearly with all participants so they are aware of the pertinent deadlines. This will allow them to get you the final draft of their materials so they can be tested on the platform.


Do virtual events require the same considerations as physical events?

While hybrid and virtual events do not require the same considerations as physical events, it does not necessarily mean that they are easier to pull off!


Can you host a large scale event?

With the threat of COVID-19 and strict social distancing practices in place, hosting a large-s cale physical event has been out of the question. But as the curve begins to flatten and social restrictions are eased, smaller groups can and will be allowed to gather. Hybrid events allow organizers to host things like conferences, trade shows, fundraisers, and networking or educational sessions with both a small physical audience and a much larger virtual one.


What is hybrid conference?

The hybrid conference format, which was in part inspired by the professional development program for language teachers hosted by FLAVA, was to connect several campuses via video conferencing. Participants were encouraged to attend one of three campus host sites, but virtual participation was also made available. This new model expanded the number of presentations at the conference and created a much-needed opportunity for graduate students who might otherwise have been unable to participate. The multi-host model also greatly increased the number of people who could participate, essentially tripling the effect of a standard regional conference in terms of presentations and attendance. Participants had the ability to engage face-to-face with colleagues and also to interact with attendees and presenters at the other sites, expanding the geographical reach of the assembled expertise.


Where were the three conference hosts located?

The three conference hosts were at major universities located 500-750 miles apart: the University of Minnesota, Michigan State University, and the University of Kansas. This wide distance provided a much greater opportunity for those in the region to attend in person. To be able to provide the most effective technical support, we decided that we would require all presenters to present from one of these three host sites. As part of the proposal submissions, presenters were required to indicate which host site they would attend.


When is the next Mwallt conference?

MWALLT is planning to repeat this experiment at our next conference on February 8, 2020, so please put it on your calendar now! We are looking for additional host sites to join with us, particularly schools in Ohio and Illinois (but other midwest states are invited to participate as well!). If you are interested in being a host site, please contact us at mwallt.org@gmail.com. We may also be open to joining with other regional groups for an even larger conference in the future. Please contact us with your ideas!


What is the biggest challenge of hybrid conferences?

The biggest challenge of hybrid conferences is making sure that both of your audiences are satisfied. Collaboration is a crucial aspect of making this happen. You want to make sure that both audiences feel like they are attending the same event, or at least get the same experience. There are several ways to solve this dilemma.


How to get remote attendees to participate in a conference?

You can allow remote attendees to take part in demonstrations or ask questions. Doing this is as easy as putting up a screen so that the physical audience can join in with them. You want to blend engagement between both audiences. Gamification is also a good method for those. Incorporate fun activities and games into your conference/event to take user engagement to the next level.


Why do you need to think for both the digital and physical audiences?

This is why you need to think for both the digital and physical audiences. You need to figure out at what time you are going to host the event. This is so that the in-person attendees can join with ease, and the same goes for the virtual audiences. Think of where most of your virtual audience is located and keep time zones in mind.


What is the idea behind making a conference evergreen?

This means that you should create a platform where people can come and talk during and after the event. You also take advantage of recorded sessions, so that people can go over the information in the future.


Can hybrid events be held online?

Hybrid events, however, can offer such companies a middle ground. You can invite a small number of attendees to the in-person event, and the rest of your audience can join virtually via an online event platform. This setting works great for various events, including conferences, trade shows, expos, etc. especially in a post-COVID-19 world where it’s difficult to arrange large gatherings.


Can you join a hybrid conference online?

Hybrid conferences also allow you to let attendees that can’t join the event physically due to travel restrictions, join online.


Is it hard to host a hybrid event?

Hosting a hybrid event, however, gets a bit tricky considering a portion of your audience is in a physical setting while the rest has remote access. Trying to offer a unified experience in such a diverse setting takes a serious amount of brainstorming and planning.


What is hybrid meeting?

Hybrid meetings – meetings in which there is a mix of remote and in-person participants – aren’t a new phenomenon. Microsoft’s approach to hybrid meetings is informed by our long history of videoconferencing and workplace research, especially that on hybrid meeting successes and failures and configurations, as well as what we have learned during the pandemic.


What happens if there are fewer remote participants in a hybrid meeting?

The fewer remote participants there are in a hybrid meetings the fewer people will be disadvantaged but the more likely they are to be excluded.


What are the benefits of hybrid meetings?

Hybrid meetings: Sometimes the benefits of hybrid meetings for local participants outweigh the costs to remote participants. The ability for local people to generate shared emotion, spark ideas off one another, and engage in concurrent conversations can be very valuable. Plan hybrid meetings that allow local participants to make the most of their ability to engage dynamically and share physical resources, while limiting the disadvantages for remote participants.


Why do all online meetings work?

All-online meetings work well for all-hands, routine/information-sharing meetings, and regular 1:1 meetings. They can work well for well-planned brainstorms when everyone is using the same shared digital resources, because they reduce problems of concurrent talk and let everyone see one another.


What is a hub and satellite?

Hub and satellite: One big local group with one or very few remote individual participants. Here the remote participants are heavily outnumbered and likely to be disadvantaged.


How to maximize live time together?

Consider spreading brainstorming out between asynchronous and synchronous work to maximize live time together .


How to avoid coherence in a room?

Ensure clearly structured activities and timing, communicated beforehand. You cannot rely on the cohering effect of being in a local room.


What Do You Need To Host A Hybrid Event?

We’ve finally arrived at the real meat of the piece. We’re going to discuss, in brief, everything you need to run your event. In short…what’s involved in developing a hybrid experience that makes it so different from a traditional one?


What is hybrid event?

This is known as a hybrid event; an affair which combines a traditional venue with both live and on-demand streaming.


What Is A Hybrid Event, Exactly?

Believe it or not, it actually isn’t as simple as integrating a virtual platform to an event you’re running. A conference that has a Twitter feed attached to it isn’t hybrid; nor is an event whose organizers are posting a photo-stream to Facebook or Flickr.


Why Are Hybrid Events Gaining So Much Popularity?

It’s worthwhile to mention that hybrid events aren’t anything new or revolutionary. They’ve been around at least since the Internet existed. That brings us to our next question…why are they only now becoming so popular?


Why do event organizers use virtual platforms?

By combining a virtual platform with their physical venue, event organizers can more effectively spread the word about their events and fill seats without some of the costs associated with in-person attendance.


When did hybrid events become popular?

With that in mind, it’s not all that difficult to see why hybrid events have been enjoying a considerable surge in popularity since 2011. Given that this isn’t going to change any time soon (if anything, hybrid events are going to be even more popular in 2015 than they were previous years), it’s important that you as an event planner learn what’s involved in running one.


Is it better to host an event in person or online?

Some events are better hosted in person, as there are components that simply don’t lend themselves well to a virtual format. Others, meanwhile, are far more suitable for the Internet; far simpler and more effective to run through a streaming platform or online client.


How many best practices are there for hybrid meetings?

Drawing from our combined half-century of experience designing and facilitating meetings for executive teams and boards, we’ve assembled eight best practices to help make your hybrid meetings more effective:


What do remote participants need to see in order to fully engage?

As you design the meeting, continually ask yourself: What do remote participants need to see in order to fully engage? They should be able to see the faces of in-room attendees, shared presentations, physical documents handed out, content created during the meeting on whiteboards or flipcharts, etc.


Why do people use webcams in meetings?

Similarly, if the meeting design calls for in-room attendees to put dots or post-its on a wall chart, use a webcam to allow remote participants to read their peers’ responses before placing their own, just as they could if they were physically present.


How to avoid scrambles in a hotel?

If you’re in a hotel or other temporary meeting space and multiple microphones aren’t a viable option, consider supplementing your audio input by having in-person attendees pass around a hand-held microphone before speaking.


How to give remote participants equal stature?

Another way to give remote participants equal stature is to give them greater presence in the room. In addition to the main screen in the center, set up two additional large monitors — one on each side of the room — showing “life-size” panes of the remote participants for the duration of the meeting.


What is an avatar in a remote meeting?

For these situations, each remote participant should have what we call an “in-room avatar” — a staff person (or fellow participant) who can be their physical presence in the meeting room as required. Whether via text, chat, or phone, they have a private line of communication constantly available throughout the meeting. Remote participants tell us that having confidential access to a single point-of-contact goes a long way to removing a sense of isolation or distance from those in the room itself. How embarrassing is having a remote participant asking “Fred, can you please speak up. I can’t hear you” every time Fred speaks? How much better to have another person come up to Fred during a break and discretely remind him “Fred. Please speak louder. It’s really hard for Natasha to hear you from Zurich.”


Is a hybrid meeting more complex than a virtual meeting?

But hybrid meetings are vastly more complex than meeting in-person or virtually. They are easy to do poorly and hard to do well — remote participants are only one slip-up away from losing that first-class status. Just as executives learned how to run great virtual meetings over this past year, they now need to learn how to conduct great hybrid meetings as well.

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The Challenge


The Idea

  • The hybrid conference format, which was in part inspired by the professional development program for language teachers hosted by FLAVA, was to connect several campuses via video conferencing. Participants were encouraged to attend one of three campus host sites, but virtual participation was also made available. This new model expanded the number o…

See more on fltmag.com


The Planning

  • The three conference hosts were at major universities located 500-750 miles apart: the University of Minnesota, Michigan State University, and the University of Kansas. This wide distance provided a much greater opportunity for those in the region to attend in person. To be able to provide the most effective technical support, we decided that we would require all presenters to …

See more on fltmag.com


The Implementation

  • With groups on the four campuses and individuals participating online, MWALLT had 74 people registered for the conference, which was about twice the attendance of recent years. There were a few people who traveled some distance to attend the conference at a host/hub, but most of the attendees were “local”, with only 11 registered as virtual attendees. Some of the virtual attendee…

See more on fltmag.com


Lessons Learned

  • Planning a conference held simultaneously at four different sites necessitated a lot of coordination and communication. It was helpful to have several “partners in crime” but it also was hard to keep track of what had been done and what still needed to be done. This was especially true with issues like advertising the conference, where there were both regional and local constit…

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Going Forward

  • MWALLT is planning to repeat this experiment at our next conference on February 8, 2020, so please put it on your calendar now! We are looking for additional host sites to join with us, particularly schools in Ohio and Illinois (but other midwest states are invited to participate as well!). If you are interested in being a host site, please contact us at mwallt.org@gmail.com. We …

See more on fltmag.com

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