Your company must offer hybrid event options if you want to stay relevant in today's business world.
The Problem: Most businesses lack the knowledge or equipment needed for hybrid events. And some hesitate to invest time and money in this new way of meeting because they either don't feel the need or because they don't know how.
However, if your company doesn't adapt to the new world of remote workers and hybrid meetings, it is not a matter of "if" you'll get left behind, but rather "when".
In this article, we'll explain the solution – what you need to do to get "your foot in the door" in the hybrid world.
Why It's Important: Hybrid meetings bring together and actively engage both virtual and in-person attendees during a single event. As remote work becomes increasingly popular, experts agree that hybrid events are a permanent and necessary part of our future:
Looking at the benefits of hybrid meetings, it's easy to see why experts expect such growth:
What You Need to Know: Hybrid events are far more developed and advanced than their laid-back cousins: virtual or in-person events. They require more planning to get them right.
Done right, hybrid events elevate both the in-person and virtual experience. However, if done too casually, hybrid events have the potential to make the in-person and virtual experience worse.
Every hybrid event organizer needs to review this checklist before planning their next event.
Internet Connection: Internet connection is the lifeblood of your hybrid event. You need a strong internet connection for audio and video streaming and content sharing. Having a wired internet connection will give you a much more stable feed. Consider having a backup internet in case of unexpected failures.
Computer: A computer is the command center from which you will run your meeting software and control other equipment. Only use a laptop or desktop that's powerful enough to handle the massive load hybrid meetings require.
Cables and connectors: From chargers to cords, to adaptors, make sure you have all cables and connections needed ready to go. Keep in mind the distances from each piece of equipment as well as to power sources.
Monitor: Multiple monitors are usually used during hybrid events. Are you running multiple video feeds? Do you need to toggle between presentation content and live speakers? Will you need teleprompters or need to project virtual attendees?
Stage: A beautiful captivating stage is what really makes your event stand out. Staging includes custom backdrops, green screens, and dynamic screen displays for presentations and videos.
Microphones: You'll need high-quality microphones so that everyone can hear the speaker loud and clear. Depending on your event size and style, you might need clip lapel microphones, headsets, and handheld, or stage mics.
Audio Speakers: It's important that you invest in good audio speakers for your event. The size and acoustics of your venue will play a large part in determining the amount of speakers needed.
Mixer: Make sure you have a quality audio mixer setup to control all the different audio feeds that are connected.
Cameras: Good cameras are essential so that you can broadcast and make virtual attendees feel like they're part of the event. Setting up several cameras to shoot from several angles will give virtual attendees the best experience.
Tripods: You don't want this to feel like a shaky home video. Use a tripod to support each of your cameras to maintain a stable shot and give the best angles.
Video Switcher: Larger events will require a video switcher if there are multiple streams and need to manage multiple video inputs.
Lighting: Even the best cameras can't make your setup look good if the lighting is off. Analyze which kind of lighting your speakers will need.
You can't wing a hybrid event and expect it to land. Putting on a successful hybrid event requires:
That's why many choose to get professional help from a virtual event production company to support their hybrid event. Working with a team of experts not only saves companies time, money, and stress but ensures that every event will come out looking and feeling great.
A virtual event production company is with you every step of the way to give you outstanding hybrid event support:
At Virtual Velocity, we're committed to making every hybrid event spectacular. Our team of experts boasts decades of experience handling every kind of video and audio challenge you can imagine.