Are you planning a hybrid event? We share best practices and top tips from The Form Rooms…
How to Create a Successful Hybrid Event
The era of having your entire team in one office building is behind us – for better or worse, depending on who you ask. This shift has led to the rise in popularity of hybrid events. These events aim to bring together both in-person and virtual attendees, creating a “best of both worlds” scenario – though this isn’t always the case, especially without proper planning.
In this article, we speak with Nick Defty, Founder of the training and development business You Can Now, to share some best practices for creating a successful hybrid event or learning session – and advice on when to avoid them altogether.
Keep reading to discover Nick’s insights and determine if hybrid is the right choice for you.
Host hybrid events with ease at The Form Rooms
What is a Hybrid Event?
Hybrid events are so named because they combine two elements – the in-person event and the virtual event. As Nick explains, “You’re delivering some content in person, but then there are people joining virtually.”
When executed correctly, this approach harnesses the benefits of in-person training while providing an accessible option for those further afield. This “works brilliantly when the tech is good.”
However, Nick warns, “it works terribly when the tech is bad.”
Technology isn’t the only factor that determines the success of your hybrid event. How you plan your event, position your facilitators, your budget, and even the size of your attendee list all play a role in your hybrid event’s success.
Planning a Hybrid Event
“If you’re going to deliver a hybrid event, it really needs to be planned,” says Nick Defty.
Proper planning is crucial to the success of a hybrid event. This includes:
- Determining the goals of the event
- Defining your target audience
- Deciding the format that will best achieve your desired outcomes
For instance, if your event is a training session on presentation skills, you’re unlikely to achieve your desired outcomes online (unless you’re training for online presentation skills, of course). Conversely, if your session involves trying out new software, the in-person aspect would be more challenging to manage. Additionally, if you plan to introduce a tactile element to your session, consider how this could work effectively in a hybrid setting – Nick suggests posting resources to those joining remotely.
The key is to acknowledge the goals of your event and be realistic with the format. There are situations where hybrid events simply do not work, and others, like a panel discussion or an event Q&A, where they work brilliantly.
Also, consider the number of attendees and their locations. For a training session where both sides are encouraged to participate, Nick states, “Once you’ve got 30 people in the room and then 20 people joining virtually, you might as well do them as separate sessions.” On the other hand, for a panel discussion, this may not matter as much – the more, the merrier.
This all comes back to effective planning; only go hybrid if you know it will enhance the outcomes of your event.
Essential Technology for Hybrid Events
If you’ve decided that your event is a perfect candidate for going hybrid, that’s great – but now, you need the tech to facilitate it. Poor technology can be a death sentence for your hybrid event’s success.
In our conversation, Nick suggests the following tech setup:
- A big screen, so those in-person and online both feel included in the space
- High-definition cameras (and a good internet connection along with it)
- A microphone and speakers, so people at the back of the room can be heard by those online
- The opportunity to test the tech in advance to ensure it functions effectively
And the final piece of tech he suggests, which isn’t really tech-related at all, is having a virtual facilitator present with the remote attendees, in addition to your in-person facilitator.
Facilitators for Hybrid Events
While the right tech setup is vital, it’s only as good as your facilitator – or facilitators, as Nick advises:
“The most important thing is that there is someone that’s actively at the same level as the virtual participants. The good thing about having a facilitator in the virtual space as well is that they’ll make sure that the virtual participants aren’t suffering in silence.”
These online moderators act as a close eye on the chat, helping those who can’t speak bring their thoughts to the discussion – as well as this, they are a spokesperson and advocate for those online, bringing them into the hybrid space.
Many of us have been in a situation where, in a hybrid setting, one side has been neglected for the other, and, as Nick puts it, you feel a bit of a “second-class citizen” – and it likely didn’t lead to a lot of value from the session.
It’s worth considering whether the benefit of hosting your event in a hybrid format is worth the additional cost of the additional facilitator. If not, it’s probably best to choose one format or the other.
So, Should Your Event Be Hybrid?
When considering whether to host a virtual, in-person, or hybrid event, Nick believes that the format, by itself, does not significantly impact the outcomes.
“I don’t think it does, but you need to be really clear on the outcome that you need from any kind of gathering, whether it’s a meeting, event or training session. What do we need to have achieved by the end of this? How will we know this has been a worthwhile use of time?
“I don’t think that the environment affects the outcome so much as you would choose the environment based on the outcome that you need and resources that you have.”
In short, don’t choose the hybrid event first – build out your event or learning programme, then decide which format works best.
And if you do choose to go hybrid for your event, remove some of the stress and choose The Form Rooms. Our tech-equipped rooms and on-site team are there with you to ensure your event or training session goes without a hitch.
