Grey Horse’s Guide to Your First Hybrid Event

We're not sure what "returning to normalcy" really means anymore in the events world, but it's clear that it isn't happening anytime soon. As event planners work to adapt to the latest pandemic guidelines, the hybrid event model that emerged a few years ago is getting a second look. 

Hybrid events are highly customizable and can support conferences and meetings with 10-100 people gathered in-person as well as a sizable crowd streaming online from their homes. These unique events might seem tough to plan, but can be extremely successful. Here are our recommended best practices.

Accept the challenges

Think hybrid events sound easy to produce? Not so fast. To get an accurate picture, imagine the challenges teachers are facing trying to manage online and in-classroom learning — and then add 500 more humans to the equation. Instead of viewing each hybrid event as a single entity, accept that you’re really managing two events at once, with different requirements. 

IRL folks need an amazing in-person experience, and are often paying more for that. Online folks need a seamless digital experience so they don't feel like they’re missing out. Ideally, these two groups need to interact so that they feel like they’re experiencing the same event. 

Make sure your technology is on point

All presentations, slides, videos, and other files should be prepared and uploaded well in advance, and delivered to the online audience separately as a link or through your online portal. The online crowd should be able to look at any files however they choose instead of being expected to view a presentation that's behind the speaker. (No more worrying about where you're seated in the room!) Just be careful to have a clear deadline for finalizing any content you deliver digitally, since last minute speaker changes to materials or passionate off-script tangents will make the online experience disjointed and confusing.

Rehearsal is mandatory

Presenters should also be aware that they are really speaking to two different audiences. Give them an opportunity before their talk begins to walk through the stage and note the camera placements, which should be adjusted based on the speaker. (Just like with podium height, one size does not fit all). Presenters should be directed to acknowledge the at-home audience while speaking, and to address their Q&A to individuals by name, regardless of whether the question is asked in person or sent through the online platform. 

Stick to your run of show

Having multiple audiences means you have less flexibility for last-minute changes. Online audience members may dip in and out of the event depending on what the schedule says, so it's important to stick to it. Try to keep the overall program shorter than you would if everyone was attending the event in person, and allow plenty of time for breaks, socialization, and serendipity both online and off.

Choose an event app

Selecting an interactive app or platform that allows messaging and combines event hashtags and social media is a great way to create a virtual/IRL community (it can be opt-in for privacy). You can use this app for your presentation slides and also run the Q&A through it, even for people in your physical audience, so participants aren't divided into tiers on the basis of how they're attending. Many apps also include chat rooms, hashtag feeds, and provide other ways to build connections. 

Make sure that all users have a profile that includes their chosen social accounts, and plan for extra time to ask questions because the at-home audience may respond more slowly than IRL attendees. You can also use polls and voting to make interactions simpler and more direct.

Consider an Online Audience Ambassador

This new addition to the production team acts like an ombudsman of the online audience. They should keep an eye on all online discussions, make sure the tech is working, and serve as a VIP host to your online guests. 

Offer chat & reaction rooms 

It can appear rude if your in-person audience is looking at their phones during a presentation, but for a hybrid event it’s probably best to make this available to all viewers and let the social contract take care of any awkwardness. Speakers and emcees can regularly remind everyone to interact and point to possible interaction points, so people feel comfortable engaging with their devices when prompted but hopefully not comfortable enough to do their taxes or catch up on email. 

Breakout rooms should also be hybrid if the tech/AV allows. No matter what, make recordings available after the event for anyone who signed up and missed a session.

Create an immersive experience

Beyond speakers and conversation, consider what kind of immersive experiences you can offer that work both in person and at home. What this can look like will depend on your theme and attendees, but we’ve seen everything from breathwork to tai chi to a murder-mystery-theater experience. Get creative, as this is often one of the most memorable and interactive pieces of a program.

We hope this clarifies some of our planning priorities around hybrid events. We’re looking forward to exploring the new technology being developed to make them even better. Got a favorite tool or service you use? Let us know in the comments!