7 QUESTIONS YOU SHOULD ASK WHEN PLANNING A HYBRID EVENT

31 July 2020

Hybrid events seamlessly connect your physical and virtual event attendees. The popularity of hybrid events continues to increase as it combines the benefits of face to face and online events. 

"The new era of hybrid event solutions looks like it's not only here to stay but evolve", says our Audio-Visual Manager, Bradley Hill. "But how can event organisers embrace hybrid event technology for post-covid events? Here are the 7 questions that event organisers don't ask, but really they should!". 

1. How much does it cost? Is it expensive? What do I need to bear in mind when putting together a budget for a hybrid event?

Hybrid events can be very cost-effective. At Church House we offer a plethora of hybrid event technology. These range from smaller gatherings where we could utilise Zoom or Teams for video calls, to larger audiences in which case we use an encrypted platform like WebEx. The latter system can include up to 1,000 delegates on each licence and we have 10 licences, so up to a combined audience of 10,000 attendees! Use of WebEx in this instance is from £250 per license. The extra cost is what you'd like your event to look like on screen as you consider the delegate experience. You can add back drops, either a green screen or printed, which will then offer professional event branding instead of the usual bookcase behind the speaker. You can add additional cameras and lighting, however at Church House we cater for all budgets and pride ourselves on working closely with our clients in understanding and delivering event objectives.

2. I don’t know how to organise a hybrid event? Where should I start?

That is not an issue at Church House. Our Audio-Visual Manager, Bradley Hill, will contact you in the first instance to find out what you want to achieve from a hybrid event, along with budgets, and attendee numbers, and we can help you throughout the creative process. We also include a complimentary demonstration of the event technology at a time and date that is convenient for you and your colleagues.

3. What if it doesn’t work on the day?

At Church House we would set up two systems - one main system and a backup system, so any drop out is covered, We will also have a dedicated internet line, so its very stable. 

4. I’m worried about low attendance.

Hybrid events actually encourage increased event attendance and offer an innovative opportunity to reach new audiences. For the medium term, in-person audiences are bound to be more local and smaller, whilst virtual audiences, will be international and larger. Hybrid events bridge that divide, as you are able to attract both in-person and online audiences - wherever they are in the world. 

5. All the tech is just so confusing. I’m not a tech person.

Our in-house AV team will be able to hold your hand from start to finish. We provide support from initial enquiry through to the site visits (virtual or in-person, depending on your preference), the technical set up and production on the day of the event. You can also look forward to liaising with a dedicated event coordinator from enquiry to post-event follow-up. 

6. I struggle to get stakeholder buy-in for a hybrid event. 

It is important to note that hybrid events combine the benefits of both physical and virtual events, which means that the advantages for corporate events are multiple, including: 

• A step up in event production capabilities 

• Safe events which adheres to social distancing with smaller on-site audiences and speakers, whilst utilising remote application and integrating international locations for keynote speakers and attendees who aren't able to attend in-person.

• Maintaining a human connection by incorporating face-to-face elements. 

• The ability to curate event experiences that are more targeted, and audiences that are more engaged. 

• Choose from a greater range of event formats, including web conferencing, remote presentations, live streaming and digital conferencing.

• Data driven events, allowing businesses to make informed decisions about event marketing budgets.  

We would be delighted to arrange a complimentary test event for your stakeholder to see a live demo of how it all works.       

?7. How can hybrid events ensure audience engagement?

There are various ways to ensure a premium and interactive delegate experience, including:

• live polling capabilities,
• pre-recording audio and video,
• live recording within the venue and adding a virtual element with an edit,
• livestream to YouTube or Facebook,
• utilising breakout rooms for networking,
• optimising corporate event branding, and
• interactive presentations.      

Find out how to harness the advantages of new hybrid event technology by requesting a complimentary demonstration with Bradley Hill. 

For more information please do get in touch via our contact form or give us a call on 020 7390 1590 to discuss your event. 

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