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5 TIPS FOR PLANNING IMPACTFUL HYBRID EVENTS
Planning an event for two separate audiences can be daunting. With proper planning and the right resources, you are able to successfully share your message virtually with a broader audience and not just those in the room. Here are a few elements you will want to understand and plan accordingly for your next hybrid event. 
 

Design Intentionally. Be intentional with set design, décor and lighting to create the best in-room environment while still creating great camera shots and an immersive experience for those attending virtually. During set-up, look at the camera shots and make sure there is nothing distracting in the camera frame such as a cut off logo or a strange cropping of a décor element. Test lighting with a presenter on stage to make sure it looks great both in-room and on camera. 

Put Your Attendees First. Map out the event content and its delivery for both the in-room and virtual attendees. Will everything be streamed live to those attending online or will it be recorded and delivered in small segments to allow for shorter attention spans when viewing from a device? It’s ok to create a unique experience for those in the room versus those attending virtually to maximize impact for both audiences.

Set Expectations. The event industry has changed. Technology, interactions, and even the way rooms are set have all changed. Which means that we are working with a totally blank slate when it comes to expectations. Reach out to your attendees well before the event and share what they can expect when attending the event. For those attending virtually, include information about where to view the event, how to login and how to engage with the presenter and others while attending. Make sure your presenters understand that they will have attendees both in-room and online and prepare the speakers to engage both audiences. Add value for sponsors and exhibitors by providing information that defines how they can engage with both in-person and virtual attendees to maximize the opportunity. 

Invest in Equipment & Expertise. As technology evolves, consumers drive meeting planners to incorporate more and more solutions into events. It’s very common to have 5 or more technology integrations at a small meeting. We not only have the audiovisual elements such as microphones, sound systems and cameras, but we now use streaming platforms like Zoom, Vimeo, or WebEx which are then paired with engagement software such as virtual Q &A, chat boxes, fundraising apps or gamification solutions. Connecting multiple software and sending signal and data from one platform to another creates opportunity for things to go wrong. Poor connection, quality or audiovisuals will instantly decrease both in-room and online engagement. Investing in a trusted technology partner to manage the overall production of your event allows you the ability to focus on the other tasks at hand and not stress over the event technology.

Get Creative. Uncertain times call for outside-the-box thinking. The pandemic has thrown a giant wrench into everyone's plans. How your company deals with it will determine how successful you will be in the future. Companies such as Markey’s are here to help with the technology and to tailor an experience just for your unique event.
 

If you would like to learn more about Markey's virtual and hybrid event services,
please visit us at
markeys.com/virtual or reach out to us via email at info@markeys.com.
Copyright © 2021 Markey's Rental & Staging, All rights reserved.


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