How do YOU define Hybrid Event?
Hybrid event is a phrase that a friend of mine has said a few times over the past 18 months, “If I hear hybrid event ONE MORE TIME, I will scream . . .” and of course, I could see her frustration. Everyone seemed to be switching to “hybrid events” in 2020 (sometimes implemented well, sometimes not so well), but by 2021 we seemed to have a better handle on this type of event or meeting. Better virtual platforms became available, and we developed a rhythm and a process.
Some groups this year are still struggling a bit with whether to or not to meet in person and I’ve heard that associations that planned 2021 in -person changed their mind and decided to “go virtual.”
All these choices, whether in person or virtual, depend on the needs and risk tolerance of those involved. There is no “one size fits all” solution to meetings and events this year (as if that was ever the case, right?).
But what I am finding interesting to hear is what people define as a hybrid meeting or event. It seems that just like the unique personality each association has, each one has their own definition and style of hybrid event.
While everyone agrees that hybrid meeting means an in-person component and a virtual component, how these components are presented and integrated is what caught my attention. Earlier this year, I earned the Virtual Event Institute Professional (VEIP) certification and I learned quite a lot about planning and thinking through virtual events.
In the VEIP course, the definition of hybrid was very clear: a meeting or event with real-time activities at a location where people attend and participate in person, while that event provides virtual real-time access to the in-person offerings by participants from remote locations. Basically, virtual connection to onsite events and activities.
But as I talk with my colleagues in the association community, I’m finding that the execution is not always what I learned in my certification course.
For example, some associations offer an in-person event one week, and a virtual event with unique programming the second week.
Some groups are offering an in-person event, recording the education sessions and keynote speakers, and the recordings are then presented during the virtual event along with unique programming.
Another alternative is to record the in-person session, run it for the virtual event, and ask the speaker/presenter to participate in real-time in the chat function to engage virtual attendees.
The major things to consider if you want to put together a hybrid event that is in-person and virtual at the same time are:
Platform: what platform will you use to connect the real and virtual world? What apps will it include for attendees to engage and participate? Will it integrate with systems you already have?
Budget: a virtual platform with all “the bells and whistles” can be costly. Additionally, you will have to outsource parts of the conference and event planning because of all the moving parts. This will incur contractor fees on top of staff salaries and other expenses related to the meeting.
Time: Planning and coordinating an event with in-person and virtual access, events, and activities is time consuming. If you try to do it in too short a time you will likely fail. Take the time to plan it all out and make sure the pieces work together.
Like the response to the pandemic, how we have adapted our meetings is as unique as we are. However you define your hybrid event, the goal is to deliver valuable content, to present meaningful experiences, and to create connections.
Watch our “Chatting with Agnes & Cecilia | Nonprofit Conversations” interview with Meeting Expert Kimberly Stansell on Monday, October 4! Check our website www.roguetulips.com or subscribe to our Playlist on YouTube.