Explore Our Top Virtual and Hybrid Event Strategies for Creating Great Experiences
Now more than ever, virtual and hybrid events have become a staple for event planning. We’re seeing everything from company-wide conferences to global product launches go digital or blend in-person and online experiences. Why? Because it works. These formats have opened up possibilities that weren’t even on the radar a few years ago.
Our goal? To demystify the world of virtual and hybrid events and give you a game plan. We’ll break down what makes these formats work, share the tech tools that can level up your event, and help you avoid common headaches along the way. So, let’s get into it and set you up for success for your next event in Atlanta, GA, or nationwide with our virtual and hybrid event strategies.
SEE MORE: Reasons to Involve an Audio Engineer in Your Event
The Rise of Virtual Events
With a virtual event, everything happens online. There’s no physical venue, no on-site logistics. One of the biggest advantages? You can scale up or down as much as you need. Host a webinar with 50 people or a global conference of 5,000 without breaking a sweat. Plus, you’re able to attract better presenters since you don’t have to deal with travel logistics.
Behind the scenes, there’s a team in control stations and virtual control rooms directing the flow of the event just like they would for a live production. The entire experience is curated, timed, and customized to keep attendees engaged, no matter where they are in the world. We use platforms like CVent and Vmix to take care of it all. That includes ticketing, facilitating breakout sessions, mixing live feeds, and more.
Hybrid Events: The Best of Both Worlds
Hybrid events are the perfect marriage between in-person and virtual experiences. They allow attendees to join in the excitement from the front row or halfway across the globe.
We recommend having an MC who’s solely focused on the virtual audience. This person can interact with attendees, moderate the chat, and make sure online viewers are up to speed and having fun. You may also want custom broadcasts with extra angles, exclusive interviews, or even different audio mixes to give the virtual audience a better experience.
If your star speaker can’t be in the room, that’s no problem. Set up a high-quality video feed with solid audio and backup options. To keep things smooth, do tech checks and have a dedicated team monitor the connection at all times.
What Are Some Common Virtual & Hybrid Event Challenges?
Running a virtual or hybrid event isn’t without its hurdles. From shaky internet connections to poor visuals, these challenges can make or break your audience’s experience. But don’t worry—most issues are avoidable with a bit of planning and the right setup.
How to Avoid Connectivity Issues
Always opt for an Ethernet connection instead of Wi-Fi. It’s faster, more reliable, and less prone to interference. Make sure your upload speed is sufficient to handle high-quality streaming. We always recommend testing this well before the event. Have backup internet options in place, like a secondary broadband connection or a mobile hotspot, to kick in if your main source fails.
How to Get the Best Visuals
Place your camera at eye level for a more natural, engaging look. Then, use natural light or a ring light that illuminates the presenters’ faces evenly. Avoid harsh backlighting that makes them look like silhouettes. Your set design matters, too. You want to keep it clean and distraction-free. A simple, well-organized backdrop will make your presentation look polished.
Firewalls: A Last-Minute Curveball
Firewall issues are one of the most common hurdles when dealing with big corporate clients. The sooner you engage with your client’s IT department, the better. Discuss what platforms you’ll be using and find out about any security protocols that could affect streaming and about whitelisting your IP address.
How Technical Elements Helps You Host Events without a Hitch
A virtual or hybrid event that actually works takes a team that knows the ropes and has your back from start to finish. We don’t drop off some equipment and wish you good luck. Our team is with you every step of the way, from the pre-event planning and setup to managing those real-time, day-of surprises that always seem to pop up.
Do you need a trustworthy team to manage your next virtual or hybrid event? We’re here to help! Give us a call or fill out our contact form to learn more about our event planning services.