As such, the hybrid international event is challenging to organise because it involves both physical and online resources. However, if everything is well organised, the hybrid international event can create excellent opportunities for attendees at the venue and those who watch remotely.
Set an event objective
The first step in preparing for an international hybrid event is understanding the event’s purpose. The planner must identify the purpose and objectives since it will affect every aspect of the presentation. In this step, the planner should also consider what the event is, including whether it is a product launch, business meeting, training session, or a conference.
Among other things, the planner can identify the main reason for hosting the event as part of objective setting. With the objectives in mind, the planner will set the parameters, including designing, promoting, and producing the event.
For example, a product launch requires more production, such as branding and lighting, while meetings require more presentation and time for discussions.
Understand the audience
An international hybrid event will have two types of audiences: those present at the venue and those online. As such, the planner must consider the needs of the two groups when preparing the event. In this step, the planner should learn the audience’s characteristics and location. For example, the planner should determine the online audience’s time zone, since it will be impossible to schedule the event at a time that suits everyone.
Wherever possible, the planner should avoid meeting at ungodly hours for the audience.
In addition, the planner should also consider whether the audience needs interpretation or subtitles. Considering the audience’s needs will help the planner create a presentation that engages people at the venue and online.
Secure a suitable venue
Hybrid international events require a venue that fits the event’s purpose and supports presentations both virtually and in person. As such, the planner should secure a venue with the required internet connectivity and other resources.
For example, the planner should request to see the internet services and electricity in the selected venue. They should also ask to review and inspect the lighting, sound system, and layout to ensure that they will serve the event’s purpose and host the expected number of attendees.
The venue should have space to host the event’s equipment, including cameras, machinery, and other production resources. Sometimes, venues that look amazing may have inadequate technological resources to host hybrid events, so it is important to inspect the venue.
For instance, the planner should walk through the venue to test the stage, seating arrangement, control room, and cameras.
Set a backup plan
A hybrid international event can be challenging to organise because it combines physical and online elements. As such, it requires a robust backup plan in case any aspect of the presentation fails on the day of the event.
The backup plan is crucial because many things can go wrong during the event. For example, the laptop may malfunction, some presenters may be stuck in traffic, the microphones may fail, and the internet connection may be interrupted. As such, the planner should set a backup plan and acquire backup equipment, including microphones, laptops, and cameras. They should also ensure all data is backed up on different devices, including laptops and USB drives.
Finally, the planner should set a contingency plan for emergencies, including when remote presenters do not reach the venue or when the internet connection fails.
Maintain effective communication
An international hybrid event involves planners, speakers, venue staff, technical teams, remote presenters, and suppliers, so the planner should create a clear communication process. The planner should set up a communication strategy so they can send and receive the information needed for the event to run smoothly.
For example, some audience members might want to exchange details by email, while others would rather use WhatsApp or phone calls. The organiser should also brief the team on their roles and responsibilities, so each person can handle their tasks properly and without confusion. A printed or digital copy of the final schedule should be shared with the team to remind everyone of their tasks and timing.
In addition, the communication strategy should explain how the team will share event-related information with the public.
For example, the planner can create a channel to share the latest event updates with the team as things change, instead of sending random messages everywhere. The planner should also hold regular team meetings to update the team about the event and monitor progress on preparations. It is also advisable for the planner to choose a single contact person to handle all event-related communication. This will eliminate confusion, especially when individuals give different instructions to the team.
Provide excellent online experience
Since a hybrid international event will usually bring two types of audiences, the planner needs to make sure the online experience isn’t compromised or watered down. The online audience should feel like they are actually in the room at the venue, because they are one of the most important groups in the hybrid presentation, even if they’re not physically there. So the planner should ensure online attendees have a strong, almost seamless experience, with real room to participate, interact, and not just watch passively.
For example, the planner could build in interactive elements like questions and votes, so the online audience can engage with what’s happening. They can also nudge online attendees to join chats and surveys in a more conversational way.
The planner might even bring in a moderator to welcome the online audience and explain the best ways they can take part in the event.
The planner can inform the online audience of the best ways to engage with the event.
The planner can also share some of the event’s content with the online audience. For instance, they can share the slides used by the speaker. They can also post video highlights after the event has concluded.
Maintain branding consistency
The online and venue presentation of a hybrid international event should use consistent branding features to provide a uniform experience for audiences in the venue and online. The planner should ensure the same theme, logo, colours, and font are used across all event resources, including the venue and online presentation. Consistent branding makes it easier to provide a pleasant experience for both audiences and increases the chances they will recognise the brand.
For instance, the planner can ensure that the event’s website, videos, and online streaming have the same background, theme, and font. They should also ensure the speaker’s nameplate and presentation deck are branded similarly. The planner should also use the same background for online presenters to ensure consistency.
Conduct a final inspection
A few days or hours before the event, the planner should walk through the venue to ensure everything is ready. For instance, they can test the internet connection, microphones, and cameras to ensure that they are working correctly.
All the presentations and videos used in the event should also be reviewed. The planner and production team should also tour the venue to ensure the seating arrangement, stage, lighting, and camera angles are appropriate. The venue’s lighting and signage should also be reviewed. This type of final inspection is a normal part of event production for teams such as World Production Service because it allows technical and practical issues to be identified before attendees arrive.
Finally, the planner should review the finalised schedule with the team to remind them of their duties. A final inspection of the venue is crucial because it enables the planner to identify minor issues. This way, they can address problems before the event day and ensure everything runs smoothly.
Final remarks
Organising an international hybrid event requires the planner to manage the physical venue, online presentation, internet connection, equipment, speakers, content, schedule, and backup plan. The planner must prepare and manage the venue, online platform, event content, schedule, and the needs of both audiences. The planner should also conduct a rehearsal and set a backup plan in case of an emergency.
Most importantly, the physical and online audiences should be able to see the presentation, hear the speakers, understand the content, ask questions, and take part in the event.
To discover more tips about event production, head over to World Production Service’s website here.
