Equal Attendee Experience at Hybrid Events

When crafting a hybrid event, you want to make sure you are planning for an equal experience for all attendees. This includes those that are in physical attendance as well as digitally. A hybrid event is one that uses both digital and in-person components, tailored for the best audience experience. The experience of the online participant shouldn’t be planned as an afterthought, but instead one that is planned in concert with the physical component. One of the things that can be considered early on are the presentations and presenters. Presentations should be crafted in a way that engages all participants. Having the presenter available to address questions from both in-person attendees and those online can help to contribute to equal engagement. Using an online co-facilitator can also benefit the event and help to integrate the online participation into the event.

Another component of equal experience that should be considered is networking. When attending a conference in person, attendees have multiple opportunities and avenues to network with their peers. This experience should not be lost on virtual attendees of a hybrid event. An easy cost-effective way to integrate both audiences is through a virtual group chat. Attendees in-person can access these chats by means of a personal device. By utilizing a virtual platform in conjunction with the event, attendees can create user profiles allowing themselves to be able to be connected with anyone at the event, virtual or not.

When the decision has been made for your next event to be hybrid, try not to think of it as planning two separate events. Also, try not to utilize the plans for an existing in-person event and make it additionally accessible online. Instead build your event with both audiences in mind from the start, analyzing every component to ensure that all members have an equal experience.

References:
FREEMAN. (2021, April 1). What is a hybrid event – really? Freeman. Retrieved February 3, 2022, from https://www.freeman.com/resources/what-is-a-hybrid-event-really/

Written by:
Marcus Cooper
Event Planner
MPHI – Education and Training Services