Hybrid Meetings: 7 Mistakes to Avoid

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7 top tips on the most common mistakes planners should avoid when going hybrid

Will Curran, Founder & Chief Event Einstein, Endless Events; Brad Langley, VP-Enterprise & Channel Markets, Aventri; and Steph Pfeilsticker, Senior Meeting Manager, LogiPlan Global Meetings and Events, shared their expertise on hybrid meeting planning during a Prevue webinar last month. Here’s their expert advice.

Virtual Advantages

While nothing beats face to face, planners too often ignore the advantages of a virtual component. These include reducing risk, creating new revenue streams, and reducing geographic boundaries. And, it’s easy to show the ROI of a virtual component.

Live Streaming

Adding a live stream to a meeting does not equate to a successful hybrid event. Virtual attendees should feel like they are equal participants. Planners need to hit a gigantic reset button and design the meeting so that all the audiences interact with each other. A virtual attendee should have the same quality of experience as a live attendee.

Tech Tools

A common mistake is to rely on many different tech tools to plan and execute hybrid meetings. There are options to work with one platform that handles tech from beginning to end—making it easy to engage attendees, and to to switch back and forth between virtual and face to face.

Sub Communities

For very large meetings, planners need to create sub communities of interest within the larger hybrid event. A chat box won’t work for thousands of people. Without sub communities, virtual attendees will feel lost.

International Programming

Translation services are pricey. Pick the language of the vast majority, and/or see if there’s a common language most of the group will understand. Every time a language translation is added, it kicks up the budget from 10 to 15 percent. It’s also important to be strategic about programing content for different time zones. Think in terms of a 24-7 hybrid event.

Production Quality

High production value is critical to a successful hybrid meeting. It’s expensive. But, it’s a mistake for planners to focus just on increased costs. A VIP event with high production quality adds value for attendees and sponsors alike. It will also help sell on-site attendance for future meetings. And after-event recordings can be a new revenue stream, with attendees getting a library of content.

Virtual Price Tag

Having a virtual audience for a hybrid event will not decrease on site meeting attendance unless you give it away for free. Put a price tag on the virtual experience!

Check out the webinar for more insights on hybrid meetings best practices.

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