Tamsin Wilson

May 4, 2022

Hybrid Events – an Attendable Guide

Over the past couple of years, the event landscape has changed. Innovative technological solutions (and a lot of hard work) brought us an impressive virtual events calendar during pandemic restrictions. For many people, who now travel and work in a more flexible way, and for whom a return to having to attend in-person events no longer appeals, a hybrid event is the logical next step. People who wish to can still go to the event venue and meet in-person with other delegates, but for workers who are unable to attend or who now wish to utilise the flexibility that remote working provided them, there is no need to miss out on event participation.  

Hybrid events combine both live in-person and virtual components, which are operated together to form one event. Technology is used to stream the in-person event online, from the main event centre and additional “hub” locations is being used. If done well they have massive potential to reach greater audience numbers and a more diverse range of audience members. There is also vast and varied sponsorship potential in this format. However, the hybrid event is still approached by many with reluctance. Common concerns are that the buzz of a live event can’t be achieved virtually or that by trying to deliver both in-person and virtual concurrently, the event may feel fragmented. Event planners can feel overwhelmed at the prospect too, perhaps assuming that a hybrid event involves planning two events in one. To help overcome these reservations, we have come up with a few top tips on how hybrid events can be smooth and successful.  

  • Consider your full audience and how you will keep them engaged. First and foremost, keep accessibility for all delegates top of your mind, check work-arounds for audience integration don’t cause any inclusion barriers and ensure access requirements are sought at registration and fully met. You should also take into account that for virtual attendees, there is probably a shorter optimal session length and that for both in-person and virtual audiences, plenty of breaks from screens need to be factored in.  
  • For many people, one of the main benefits of joining an event is the chance to meet and network with others in the industry. Using virtual break-out rooms, chat functions or live Q+A sessions, with participation from the in-person and virtual audience combined, can be great ways to bring audiences together and share ideas across the board. A moderator or host for your event may be useful if budget allows, to integrate audiences and guide speakers to focus on both audiences equally.  
  • Your venue choice is key for a hybrid event. Not only does it need to accommodate and impress your in-person delegates, it also needs to support the additional technological requirements of providing the event virtually. Think ahead about exactly what you need from your venue, do your research and then test what’s on offer.  
  • Technology, from choice of virtual event platform to the use of aps for both audiences’ participation will be key. Event management platforms are improving all of the time, so establish what your specific event and audience requirements are, do your research into what’s out there now and then test how everything works (and accessibility) as much as possible before event day. 
  • As always, perhaps the biggest thing you can do to ensure your event is a success is to plan carefully, have back-ups in place (from pre-recorded content to contingency technology) and practice. Many speakers will need extra time to feel comfortable in the hybrid format and by its very nature, a hybrid event does mean a lot of components need to run together smoothly. So, allow yourself maximum time to prepare.  

We really hope these ideas have shown how hybrid events can be a great choice. If you would like to speak to us further about your next event, be it in-person, virtual or hybrid, then contact Attendable today 

 

   

Like or share...

Other recent posts

Making Events Accessible and Inclusive for a Neurodiverse Audience class='blog-image'

Tamsin Wilson

June 13, 2022

Making Events Accessible and Inclusive for a Neurodiverse Audience

Neurodiversity is a term that covers everyone, whether people consider themselves to be neurotypical or neurodivergen

Like or share...

Read more
Hybrid Events – an Attendable Guide class='blog-image'

Tamsin Wilson

May 4, 2022

Hybrid Events – an Attendable Guide

Over the past couple of years, the event landscape has changed. Innovative technological solutions (and a lot of hard

Like or share...

Read more
Attendable shortlisted for StartUp Awards National Series class='blog-image'

Catherine Grinyer

April 19, 2022

Attendable shortlisted for StartUp Awards National Series

Attendable has been named one of the most exciting new businesses in the UK after being shortlisted as part of a bran

Like or share...

Read more
Top Tips for Making Your Live Streams Accessible class='blog-image'

Tamsin Wilson

April 5, 2022

Top Tips for Making Your Live Streams Accessible

For any event, whether virtual or in-person, it is important to create and deliver all your content with accessibilit

Like or share...

Read more
How to make video calls accessible class='blog-image'

Sarah Florence

February 8, 2022

How to make video calls accessible

Over the past two years, video calling technology has allowed us to continue to connect, socialise and work throughou

Like or share...

Read more
How to Create a Virtual Award Ceremony and Make it Accessible class='blog-image'

Catherine Grinyer

January 20, 2022

How to Create a Virtual Award Ceremony and Make it Accessible

If there is one type of event that has particularly lost out as a result of the pandemic, it is award ceremonies. Usu

Like or share...

Read more
Virtual Event Platforms and Accessibility, A Quick Guide class='blog-image'

Catherine Grinyer

January 19, 2022

Virtual Event Platforms and Accessibility, A Quick Guide

Over the pandemic many of us have become accustomed to the likes of Zoom, Microsoft Teams and Google Meets for work c

Like or share...

Read more
Delivering Accessible and Inclusive Events: 2021 End of Year Review class='blog-image'

Catherine Grinyer

December 12, 2021

Delivering Accessible and Inclusive Events: 2021 End of Year Review

Its fair to say that 2021 has been full of challenges once again, with changes to how we work, meet and connect conti

Like or share...

Read more
The Carbon Footprint of Virtual Events class='blog-image'

Catherine Grinyer

December 1, 2021

The Carbon Footprint of Virtual Events

Virtual events have existed for a while, but they have seen a significant growth in popularity as a result of the pan

Like or share...

Read more
Optimising your content with the best caption type class='blog-image'

Catherine Grinyer

October 23, 2021

Optimising your content with the best caption type

Captions are a must-include for accessible online content, but how do you know which type to use?  As experts in

Like or share...

Read more
How to create an inclusive webinar: 10 top tips class='blog-image'

Catherine Grinyer

September 7, 2021

How to create an inclusive webinar: 10 top tips

Webinars are a popular way for businesses to engage with their customers. But it can be hard to know where to start.

Like or share...

Read more
‘Tis The Season To Go Virtual, Ideas For Your Festive Events class='blog-image'

Catherine Grinyer

December 20, 2020

‘Tis The Season To Go Virtual, Ideas For Your Festive Events

Christmas will be a little different for everyone this year. Like most, working from home has probably become the new

Like or share...

Read more
Making Virtual Conferences More Accessible to Everyone class='blog-image'

Catherine Grinyer

November 27, 2020

Making Virtual Conferences More Accessible to Everyone

We’re proud to have been the events delivery partner for AbilityNet’s Techshare Pro conference again this

Like or share...

Read more