8 Tips + Tricks for Hybrid Planning

Attendees in person and attendees at home. Gather them with a hybrid event experience

The value of in-person events is undeniable and will return. As we go from here to there, the world of hybrid events is a natural progression.  Our creative and technical production teams create impactful environments and human touchpoints in any setting.

As you prepare for your meetings in the future, here are a few tips on how to make your hybrid events run as seamless as possible.

  • Encourage the event planner client to Identify and empower a member of their team to be the hybrid champion who advocates for the remote participant and guides supplier partners, including venue representatives, to do the same.

  • Promote your venue’s technical infrastructure such as internet bandwidth, wifi coverage and clean power that contributes to the successful delivery of the remote experience.

  • Think of hybrid programming as a true partnership and collaboration between the event planner, your venue, an agency consultant (PRA/One Smooth Stone) and audio-visual company.

  • Connect your in-house AV provider with a digital technology consultant to elevate and align the in-person and remote participant experience.

  • Go beyond a one-size fits all approach to hybrid programming. The appropriate balance between the in-person and remote participant experience, as well as the solutions to deliver these experiences, vary from event to event.

  • Prepare for unconventional use of meeting space. Event space may no longer be defined by table and chairs but rather openness for studio build out, editing suites and video capture lounges to enable a hybrid solution. Working with partners, lead the efforts to ensure the health and safety of attendees is a significant contributing role to the success of hybrid events.

  • Encourage hotel/venue presence even for remote participants of the hybrid experience by bringing the sights and sounds of the venue to the remote audience. Consider video reels of the property and custom greetings from the General Manager.

  • Partner with DMCs and DMO to bring the destination to life. Videos showcasing virtual activities and tours combined with a destination experience box to deliver the sights, sounds, local talent and flavors from any host city, and give the remote participate a true sense of the destination.

Ready to get started with your hybrid programming? Connect with today or visit PRA Digital Services learn more.

Download These Hybrid Tips Here!

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