Don’t Let Your Hybrid Meeting Be An Afterthought.

Typically, when planning a meeting there's only one to plan. When a meeting or conference is set up to be hybrid, planners learn quickly - and sometimes the hard way - that it’s not as simple as throwing a camera into the room to broadcast it on Teams or Zoom.

We want to help take the stress out of planning a hybrid meeting or event. Read on to see how you can avoid hybrid headaches.

Do you actually have to plan TWO meetings?

The answer is...

Your onsite and hybrid audiences each have their own specific and unique needs. The way one audience experiences the content is completely different from the other. If your resources are spread thin and you don’t have time to plan two meetings or hire a virtual event specialist, the right production partner can help!

Make Time for Virtual Planning

When you’ve finished talking about the live event with your Production Partner, you'll want to dedicate some extra time to discussing the vision for the virtual element. Once they learn the goals that you’ve established, they can take it from there!

The first thing your Production Partner will do is get to work building your “virtual venue”. Like onsite venues, not all virtual platforms are built the same. Using your needs as their guide, your Production Partner will find the right platform that will best suit your audience and goals. They can also set up all the live session links for the event and send them to your remote attendees so you don’t have to stress about it.

Consider the Viewer Experience

A hybrid event is like a live sporting event, news broadcast, or even an awards show. Think of how those experiences would be without the benefit of the hosts and commentators. A hybrid event is the same.

Your remote audience needs an MC or host dedicated strictly to their needs in order to provide proper context and fill in any “dead air”. Your Production Partner can help you find this person.

The remote audience also requires special branding graphics, Picture-In-Picture (PIP) looks, and lower third graphics that are different than what is happening on the screen in the room. Your Production Partner can help provide these features for all broadcast elements.

Don't Forget Customer Support When an in-person attendee has a question, they look for specific uniformed helpers, or go to a registration or help desk. What does the remote audience do when they experience challenges? The right Production Partner will provide help as a part of their service so you don’t have to stress about it. They will monitor the chat and will respond in real time to any technical issues that are brought up or establish a call-in number for a help desk.

Make Your Virtual Event Accessible

Just like with all physical properties, accessibility must be considered. Your Production Partner knows this and will make arrangements for services such as closed captioning and American Sign Language so that your remote attendees don't miss a single detail.

Our AVmedia family members understand the events industry and the technology behind a successful hybrid event. If you are in need of any assistance planning and executing your next one, contact AVmedia. We take pride in being one team that works seamlessly with you before, during, and after your event.

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