With infection rates continuing to trend downwards and COVD restrictions loosening around the US, we are finding many of our clients itching to get back to the business of in-person live events.
Other than potential masking, social distancing, and other prevention measures, the traditional face-to-face meeting will have the same look and feel that attendees are accustomed to. The biggest change for meeting organizers, planners, and tech teams will be the integration of a hybrid component to the meeting program.
The Case for Hybrid
We believe that providing the ability for both presenters and attendees to attend your meeting remotely will be essential for any in-person meeting at least through 2022. A hybrid component addresses these potential issues with post-pandemic meetings:
Vulnerable people who can’t travel
International presenters/attendees who can’t travel
Those who are hesitant to travel/be in crowds
Presenters/attendees that can’t get away for a trip
What Makes a Meeting a Hybrid Meeting?
Making a meeting “hybrid” simply means that you are adding a virtual component on top of your existing live meeting so that remote presenters and attendees can participate in the same way as those who are present in person. While these virtual participants can’t socialize and dine with those on-site, they will be able to take part in the most important and impactful parts of your meeting, the actual meeting content.
One consideration for remote attendees is that unlike your captive audience in the ballroom, those joining via computer have all of the distractions of their home location to deal with (like a typical Zoom call), so can’t be expected to participate for more than 4 hours at a time. This will require some creative agenda planning to ensure both remote and live attendees are both properly engaged at all times.
Cost vs. ROI
As with any meeting technology, you can expect an additional cost in building the hybrid infrastructure including video cameras, virtual platform, extra screens/monitors, and high-speed hard-wired internet. However, recent hybrid events have shown that meetings can expect up to 50% higher attendance by providing an online option, drastically lowering your cost per participant.
How To Bring Hybrid to Your Next Live Meeting
Summit recommends that our clients not plan any return to the live meeting space without strongly considering a hybrid option. We also recommend expert meeting management services to navigate the intricacies of creating an effective and efficient hybrid system.
We actually pioneered hybrid meetings in the 2000s and bring years of experience and up-to-date knowledge of the latest technology. We can solve any technical and logistical problems you may have before you even realize you’ve had them. Our tech team is well-versed in all aspects of both live and virtual events and has the know-how to put together all the disparate pieces.
Summit can help you sort through the different virtual platforms and broadcast options. We can also provide expert technical, translation, and communication expertise to ensure the most important aspect of your meeting - the message - is heard loud and clear.
Set up a complimentary consultation today to review your upcoming live program and how we can demystify the process for you. Email glen@summitmgt.com or call (973) 239-4005 ext. 133.