4 Essentials To Keep In Mind While Hosting A Hybrid Event

When it comes to hosting a hybrid event, there are a lot of things that you need to keep in mind and deal with. No matter what hybrid event platform you make use of, you need to keep the following essentials in mind in order to host a successful hybrid event.

Set the schedule

It is necessary to outline the objective of the event – the purpose it will serve and the way it will create value for the targeted audience. You even need to determine the sections, the breaks and the complete program. Setting the agenda in the early hours will provide you with the direction you need and will set the foundation for the rest of the event and its preparations.

At the same time as you set the schedule, keep room for amendments. You will need to stay flexible. There might be logistical concerns that need sorting, such as equipment, food and beverages, availability, and a lot more that will change the agenda and program.

Lock in moderators & speakers

Reach out to moderators and speakers you would like to feature in the hybrid event. Since any person from any geographical location can take part as a speaker, get in touch with influential people in the industry you believe can add value to the event and provide the attendees with inspiration.

Once confirmed, talk to speakers in advance. Provide them with an outline for the day and a rough schedule. You can communicate with them about their particular speaking slots closer to the day. Ask them to state their topics of conversation and start research on speaking notes, presentations, materials, and other things.

Summarize “Things to Do”

There are a lot of “tasks” that are required to be done for each venue; physical and virtual. For example, for the virtual venue, the lobby, the virtual auditorium, the branding and virtual activities have to be set up. Prior to that, a landing page needs to be set up in addition to the registration form. Graphics and visuals have to be designed as well that can be hosted on the landing page.

In the same way, for the physical venue, you need to book the venue, make arrangements for branding, projector, speakers, lights, and mics in addition to the food and beverages. There is much to be arranged and sorted for the physical venue. So embark well beforehand so nothing is left to chance and everything is accounted for.

Organize rehearsals

The speakers might want to practice their parts or get familiar with the environment and the setting. Both like and virtual speakers will need to run through their parts. This is so they can time themselves and become accustomed to presenting in front of a camera. Such practices can assist them and make the live session simpler for them.

Invite the on-ground moderators and speakers for practice a day before the actual event. The virtual speakers can even be invited to rehearse the presentations and time themselves on the same day.

There you have it!

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