Technology has advanced considerably over the last two years so much it’s sometimes hard to keep up. Hybrid meetings – a "live" in-person event featuring a "virtual" online component – are a perfect example of a new way of doing something that has evolved as a direct result of technological advancements. Of course, with progress comes a whole new set of rules. Fortunately, for those of us in need of a tutorial on the topic, we have provided the best practices for this emerging and increasingly popular type of gathering for you below.
Q. How do you define hybrid meetings?
A. A hybrid meeting brings education and inspiration to those who are unable to be in a given location. A well planned hybrid meeting allows the remote audience the opportunity to connect to content, speakers and other attendees via engagement tools.
Q. What are some of the pros and cons of hybrid meetings?
A. The biggest pro is that hybrid meetings can extend your message to those who cannot be present. While the cons are few, a challenge for planners is that it is an unknown. That said, we recommend networking with others who have previously planned a hybrid meeting before planning your own and/or partnering with a hybrid provider who has experience with online event solutions to best direct you when planning your event.
Q. Are hybrid meetings a trend and here to stay?
A. They definitely started as a trend, but with the pandemic they’ve evolved and are now an essential tool that is here to stay. With technology in the palms of our hands, the expectation is that we can be anywhere at anytime and the hybrid technology has allowed us the ability to do so.
Q. What are some best practices when planning a hybrid meeting?
A. A virtual emcee is a must when planning a hybrid meeting. This role, whether staffed with paid talent or internal staff, is a conduit for the activity of the live event to the remote viewers. Similar to a reporter on the sidelines of a sporting event, the virtual emcee can interview speakers and guests. You also need to be an advocate for the virtual audience and make decisions based on their perspective. They’re viewing alone which lends to easy distraction. Therefore, you should put engagement tools into practice that will keep their interest. Chat boards are a great place for networking and discussion between attendees, allowing them to express their thoughts on what they’re seeing or hearing. Private chat offers them that capability as well. You also want to enable the virtual attendees the ability to ask questions and receive answers directly from the presenter. Polls are another tool, which gauge interest and gather information on what the virtual audience thinks. And finally, content is king, so be sure that your materials are relevant and compelling.
Q. Any other tips or advice?
A. Planners shouldn’t be afraid to add a hybrid element to an existing physical event. Network with experienced planners to get insight into the process and then dive in. You can do it!
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