We’ve all experienced hybrid events at some point –
from live television broadcasts to remote weddings, in the educational world and throughout our careers.
Seems easy enough to put one on in a pinch, just point a webcam at the stage and send a stream to the internet, right!? Well yes, but what kind of things do you need to keep in mind to ensure you’re producing a GREAT event?
Here’s a few quick tips on how to keep web audiences engaged while presenting in person:
Two tracks, not one: We often think of hybrid events as a singular agenda during the planning stages instead of two separate tracks for separate audiences that converge at certain moments. The in-person experience should really focus on what’s great about being together, like sharing food and drink, networking and socializing. For your virtual audience, take a step back from that to design an engaging and impactful VIRTUAL event. Remember, these guests are free from the constraints of time, building layouts and distance, and it’s also an opportunity to connect with a wider community than what would have been possible with just a physical event.
Decorate and design with cameras in mind: When designing your staging, think about the shots that will be going out to your virtual attendees as well. Keep in mind where cameras can be placed to ensure speakers aren’t presenting in front of a boring flat screen or distracting projection. Experiment with camera placement for the ideal shot when zoomed in, and avoid unflattering camera angles from cameras placed too far above or below eye level.
Acknowledge your web audience from the stage: As your host welcomes and interacts with your guests, make sure they’re mindful of making the web audience feel welcome as well. Even Dad jokes about being comfortable in their pajamas will go a long way! You’ll also want to coach your live speakers to make eye contact with the cameras – and not to stare into the lens like a hostage either, but rather as if they were another pair of eyes within the audience to engage.
Keep lines of questioning open: When it’s time for Q&A, prepare to include questions from the web. Collect questions in advance during event registration, pull them from chat and Q&A modules, or if you have the setup for it, bring their video or audio to the stage as they verbally ask their question. At the very least, plan for a moderator with a mic to read questions out loud from remote attendees and have the speaker or host check in with them frequently.
Create unique moments: Once the main presentation is over and your live guests are having a blast at the bar, now is a good time time to focus on your web attendees and provide them with their own communal experience! A cooking demo, raffle giveaway, wine tasting, private Q&A with a VIP, and networking time – find appropriate activity but also one your guests will appreciate and remember.
Step up your production game: Only have a webcam and a laptop mic available? Splurge for a local videographer or AV crew with professional gear for a significant quality upgrade. Instead of Zoom, look into licensing a more fully featured virtual platform that supports custom design elements to match the branding in the room. Create custom overlay graphics and transitions during the broadcast and incorporate a switcher to impress your attendees with a TV style production. And you can also work with your AV provider to set up overhead microphones and mix in room reactions alongside your speakers to create a dynamic room feel for those attending virtually.
And one final tip – if the planning starts to become overwhelming, reach out to an experienced team of live streaming and hybrid event professionals, like Revent for help and support!
Contact us today to start planning your next hybrid event!