Producing Your Brilliant Hybrid Event

Paul Cook, Planet Planit Ltd

Producing Your Brilliant Hybrid Event

When it comes to hybrid events and their production a whole new set of opportunities and challenges come into play. The event planner becomes a producer looking after the needs of two audiences; the people in the room and those people that cannot be seen but are taking part online.

In reality, a hybrid event involves very careful preparation with everyone including the catering staff knowing what is happening. After all you wouldn’t want someone clattering the coffee cups whilst your production is web streamed across the globe.

Briefing your speakers is very important. The activities and engagement of the online audience are just as important as those for the face to face audience and your speaker(s) has to be able to deliver successfully for both audiences. Does the speaker know that their content is going around the globe? Will they be at your event on time? What alternative plans do you have in place in case a speaker is unable to make it?

The integration of speakers and event planners is just one key to producing a successful hybrid event. You also have to be working closely with the venue, the audio visual team, the web streaming team, the catering staff, and the on-site audience. In fact everyone has a role to play even if only to understand where the cameras are pointing and to wait for a microphone before asking a question.

There are many considerations when producing a hybrid event and not least is keeping strictly to time as you cannot lose your online audience by being late. Imagine if the news at 6.00pm began at 6.10pm because a speaker/team member wasn’t in place! It wouldn’t happen as the news has to go on and it’s that mentality that is needed to produce your brilliant hybrid event.


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