A Hybrid Event Planner

We intend to continue our direct mail programs this year. One video suggested that postcards should contain an “irresistible offer” and specifically mentioned creating a “customized plan.” As I examined this idea, I realized that there are three different audiences!

A Planner for Leadership

I define Leadership as the person who can say, “let’s have a meeting.” Leadership also has budget/spending responsibility and authority.

A leader needs to know if a hybrid event is possible.

Hint: It usually is.

A Planner for the Organizer

Often, leadership assumes the role of event Organizer.

For the in-room audience, the Organizer selects a venue and arranges for creature comforts such as chairs and beverages.

The Organizer will identify where the technical admin is going to sit. This can be in the front or the back of the room.

The Organizer needs to determine the best place to put the TV screens. They should be visible to both the in-room participants and to the presenter at the podium.

Next, the Organizer needs to consider the two audio parts: hearing the speaker and hearing someone online speaking up. The former is for both the in-room and online audiences. One consideration is whether a PA system will be used.

Finally, the Organizer should be aware of where the cameras will be placed. We recommend one facing the podium, and another camera facing the audience. The Technical Admin will be responsible for switching. The organizer may want to oversee a script for the Admin.

A Planner for the (Technical) Admin

The Admin needs to have access to the virtual platform for the meeting (Zoom, Meet). There an event is scheduled, and the information is passed to the Organizer for publication/distribution.

The Admin provides input to the Organizer for the Admin work desk and placement of the screens, cameras, and microphones.

The Admin sets up the equipment, then connects and tests it.

During the actual event, the Admin’s primary responsibility is to be the online audience’s in-room representative, and all things technical to make that successful. The Admin cannot be distracted by the content of the event.

Write the Planning Guide

Our specialty is the online audience! This is where our experience can bring success to your hybrid meet.

The challenge is that every venue is different, every budget is different, every organization is different and every agenda is different.

A written, personalized, planning guide will include sections for Leadership, for the Organizer, and for the Technical Admin.