Hybrid events are an innovative, new option if some of your attendees are spread out across the state, country or even the world. They’ve completely revolutionised the way we perceive social, work and recreational gatherings, bringing people closer together, no matter where they are.
Putting on a top quality, successful hybrid event is easy when you know how and when you’re organised. It also helps to have support from an experience team in audio-visual elements like the team at AVisual Productions. Here, the tech team from AVisual tell you their ultimate checklist when planning a hybrid event.
Hire the venue
Hybrid events take place just as much in-person as they do online. So, with that in mind, it’s crucial to set about hiring a suitable venue as soon as possible. Aim to do this 3-6 months before the event, depending on how large your physical presence is going to be (larger events require earlier planning).
Take into account how many attendees you’re expecting in person and choose a sizeable venue based on that. If your hybrid event is swayed a lot more to one side (physical versus online) of attendance, keep this in mind as well.
Audio-visual equipment sorted
Audio-visual equipment is another huge component of your hybrid event. You’ll need a professional audio-visual team to set up interactive touch screens, microphones, cameras, live streams and a virtual event platform in order to convey the physical event to online guests. AVisual Productions are masters in the art of hybrid events and can handle a full scope of audio-visual services.
Catering service
Next on the checklist (and on everybody’s mind) is food. Need some extra fuel for a whole-day or multiple-day event? Catering services do just that. Make sure you book in with your catering service of choice at least a month before the event takes place.
Virtual event platform
Your virtual event platform is the tool you’ll use to get your hybrid event really popping. These powerful online platforms give your guests the ability to do a range of things like create private video rooms for networking, create polls and Q&As, and even play games (for team building, ice-breaking, etc) within the platform. AVisual Productions are here to answer any queries on virtual event platforms and steer you in the right direction.
Tackle promo
Now it’s time to start spreading the word about your event and why it’s going to be so epic. Use all of your devices to your advantage: emails, social media accounts, online event invitations, dropping a bunch of leaflets from an aeroplane – whatever you’ve got in your arsenal!
AVisual Productions are the team of choice for hybrid event planners on the East Coast. They help you put on successful, streamlined hybrid events for whatever you need – from work conferences to hobby-related meet-and-greets. Masters in the craft of audio-visual production, their expertise lie in diverse technologies across the audio-visual landscape. Get in touch with AVisual to learn more about making your event a hit.
