The Next New Normal: A Guideline of Hybrid Event

Covid-19 has changed the form of global events. As travel and large gatherings are still restricted in many countries, we have seen that event planners use virtual or hybrid models when planning events or include virtual elements when planning future events. In a survey conducted by Qualtrics Research and Zoom, more than half of the respondents in Asia-Pacific regions such as Japan (65%) and Singapore (55%) said they hope that in the post-epidemic era, activities can continue to be conducted in a mixed mode of virtual and real. In the past year, we have seen that from the Cannes Film Festival, the Global Climate Change Leaders Summit, the NBA Press Conference and even the Ten Thousand Buddhas Festival in Thailand, virtual and hybrid models have been used to successfully host various types of exciting events.

Event planners now have a wealth of resources that can be used to help create amazing digital experiences, and the effects presented by digital experiences are not inferior to physical experiences. Through careful planning and preparation, coupled with infinite creativity, we can design an experience that breaks the frame, break out the image of virtual events beyond one to two years ago. The following is a guideline on how to host a virtual or hybrid event and help you to get twice the result with half effort and maximize the benefits easily when you run the event.

Preliminary preparation: choose the right solution to make the work more effective

Should I choose general meeting mode or webinar mode to host the event? It is recommended to choose the most suitable solution based on the number of audiences, the expected degree of interaction, and the understanding of the audience. If the event is highly interactive and wants to limit the number of participants, and expected that the audience can speak or share the screen, then it is recommended to use the conference mode (such as media gatherings, small and medium-sized training courses, community activities, etc.); if you want the audience to concentrate on watching the content of the activity and does not require deeper interaction with the audience. Also expected many participants, it is recommended to use the video seminar mode (such as corporate speeches, product presentations, entertainment performances, company meetings, etc.).

In my experience, our company often uses the conference mode to do internal training for employees or newcomers to meet high interaction needs while ensuring that every colleague can express his ideas; in the annual conference, we use online seminars The conference mode transcends the limitation of space, so that wonderful, themed lectures and agendas can allow tens of thousands of media and users around the world to join in the grand event.

Event idea: Four ways to create the most eye-catching virtual experience

The most worrying point for event planners in a virtual event is that the audience is distracted or quits the event halfway through. Therefore, it is recommended not only to capture the “eyeball” of the audience, but also the “heart” of the audience.

First, it is recommended that each session should not exceed one hour (including Q&A time) in the event arrangement and remember to set aside rest time to ensure that the audience keeps the enthusiasm for participation from beginning to end.

Second, make good use of the voting function, so that the content of the event is not only for viewing, but also allows the audience to vote, respond to questions in real-time, and use the group discussion or chat function to provide audiences with opportunities for in-depth communication.

Third, it is recommended to give audience activity gifts, such as meal delivery platform vouchers, souvenirs printed with the company’s brand, or interesting small objects related to the event, to deepen the audience’s impression and favor of the event.

Finally, a rich screen is presented, using virtual backgrounds or screen sharing functions to enhance the viewer’s visual experience.

Perfect division of labor: What should the production, technical and briefing teams prepare?

Planning a smooth virtual event requires paying attention to many details. Production, technical and presentation teams each have their own “checklists” to ensure that everyone can perform their duties without missing any important session.

Among them, the production team needs to pay special attention to the preparation of the detailed event agenda, which needs to include the staff, technical requirements, equipment, play and rest time of each link, to ensure the smooth execution of the event.

The technical team should assist the speaker to confirm the sharing process and content of lights, microphones, backgrounds, and screens.

Finally, the presentation team must assist the presenter in the best condition, remind the presenter to install a wired network, turn on the noise reduction function, and wear appropriate clothing (it is recommended to use plain, collared tops to avoid stripes or complicated patterns, etc.). Visual clothes) and updated to the latest version to ensure that all functions can be used smoothly.

Grand debut: Always rehearse again before the event to make sure everything is ready

Thirty minutes before the event, it is recommended that the entire team make an appointment with the speaker again for a rehearsal time to test the microphone and camera, etc., to solve any technical or content issues immediately. Before the official start, you can open the meeting ten minutes in advance for the audience to join one after another, and check whether the recording and live broadcast settings are working properly.

Among them, if interpreting is arranged, more time needs to be reserved to ensure that the translators are ready to make the event process smoother and enhance the audience experience. As the head of Zoom’s Asia Pacific business, online product launches are an important part of my work. When using the seminar mode, I used to first use the “practice function” in the platform to invite all the staff and speakers to go through the process to ensure that everything is ready before the official stage, and there is no need to worry about technical issues affecting the effectiveness of the event.

 Reap the rewards: what to do after the event?

After the event draws a perfect ending, you can use surveys such as surveys to collect audience feedback, produce insight reports, and continue to track opportunities that are conducive to marketing. The video of the event can also be put on the website or the community to provide viewers with a replay, or to give audiences who are too late to participate can learn about the content of the event through the video. Don’t forget to confirm the video conference or seminar mode used, whether it can provide data reports after the conference, understand the registration status, voting results, Q&A records and participant lists, etc., Through doing data analysis, it can improve future event performance.

If you need to host an event and are looking for a solution that can quickly respond to the current situation, the video platform will be an excellent choice. In addition, it is a perfect alternative to live hosting an event, and also allows you to use any device wherever you are. In this case, the speakers, sponsors, guests and audience are connected in series at the same time to reproduce the experience similar to face-to-face interaction, it even creates a more exciting experience than offline events.

EVENTION also provides hybrid event service: combining online and offline areas, help you to create more business opportunities during the events! From the pre-production preparation to the end of the live broadcast, EVENTION will tailor one-stop and customized services for you. In addition, the live broadcasts can be used in webinars, it can also be used in online exhibitions and product launches so that your plans will not be affected by the epidemic again! Furthermore, there are other interactive features, such as Q&A, lottery, voting, to help you increase audience participation!

Original article link: https://www.bnext.com.tw/article/64227/virtual-activity

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