n 2020 we have had to pivot to new ways of working and engaging with each other, using up-to-date and progressive technology in the face of COVID-19.  Hybrid events have enabled businesses to continue and indeed thrive in many circumstances, keeping within changing government guidelines with regard to the numbers that can meet in person at a venue. 

With certain lockdown measures still in place throughout the UK and internationally, events are going to look quite different for some time to come. Not only will venues be operating at a lower capacity due to social distancing but many attendees will be unwilling or unable to attend a live event, so hybrid events could be the way to go!

Hybrid set

You may have some questions regarding holding a Hybrid Event

Let us guide you through the main points

What is a hybrid event?
A hybrid event basically refers to a physical event in which an online audience can also participate remotely. The purpose of this is to deliver the same content and message just in a different way to ensure the safety of all delegates attending.

By incorporating both in-person and virtual live-streaming elements, it will allow event organisers to maintain a larger attendance even if the live audience is small. In certain situations people have not been able to access live events due to budget restraints or logistical limitations, therefore a virtual component makes an event inclusive to everyone, regardless of their circumstances.
A hybrid event should aim to offer each delegate a similar experience to a live event, giving them an option to participate in Q&As, interact with speakers and network online with other attendees.

Why should you consider a hybrid event?
A hybrid event can offer the perfect solution, for now and the foreseeable future, for all conferences and events to ensure the safety of all work colleagues and clients. They have become a vital substitute to face-to-face meetings during the last 6 months and are becoming increasingly popular whilst full live events are unable to take place.
Hybrid events can boost your audience attendance & reduce overall costs per delegate. They can be recorded and then viewed after the event has taken place to provide the opportunity to engage with more people, also allowing delegates to access the event content at times that suit them. With the limitations in staff travel currently, a hybrid event can mean that you can continue business as normal working with people worldwide and hence make a significant impact on reducing your personal carbon footprint.

What you need to know about hybrid events?
Hybrid events are suitable for all event sizes from both small meetings up to large conferences. The event options are endless including exhibitions, award ceremonies, product launches, training, webinars, AGM’s, workshops, webcasting and much more. All hybrid events can be tailored to any event brief and completely customised to relate to your company brand.
Hybrid events can allow organisers, during and after the event, to collect much more in-depth analytics in relation to the participants who attended, how engaged the audience was and who dropped out of the session and why.
By going hybrid, it means that you can diversify your offering for future events, providing a fall back, if a live event is not possible.

Where to organise a hybrid event?
In response to the increasing demand for hybrid and virtual events many venues are now geared up to provide the most up-to-date technology along with experienced technicians to take your event to the next level. Venues have invested the time to re-train staff so they can offer full support for all your hybrid event needs.
Virtual tours and socially-distanced set ups are available now from many venues to showcase the event space to planners and help in constructing a hybrid-friendly layout.
A number of venues are also launching new, permanent, virtual studios allowing you to deliver a seamless and high-quality event. Not to mention reducing on your set up costs!
Many venues now have the facilities to cater for all hybrid event solutions and enable you, as the client, to reconnect with colleagues professionally in a safe environment.

Hybrid Event

Case study - Software company

We were recently asked to find a venue for a client for a small Strategy Meeting and on first glance this was just a normal live meeting but requiring good internet connection for a Teams Call, as additional colleagues were joining on-line, so in effect a video conference.

On further conversations with our client, it soon transpired that this was actually a small hybrid meeting, requiring a number of pieces of additional equipment i.e laptop with Microsoft Teams and Office connected to screens via HDMI and in house wifi, a web cam, wireless microphone system integrated to Teams with handheld microphones and integration for Teams sound into the room audio system.

We got in touch with the in house AV supplier, who was able to discuss in detail what our client wanted to achieve during her meeting, and professionally advised her accordingly.

We worked closely with all parties, client, venue and AV supplier, and confirmed an alternative meeting room which was larger, to accommodate all the AV equipment and keeping with social distancing regulations.  Our client was much relieved!

I think we are finally at the finish line now with this.  Thanks again for all your patience and determination to get this sorted out with our best interests in mind, much appreciated – Jacqui, Software Company 

DeSouza Associates understand every event is different so we are working with external suppliers to ensure we can offer alternative ideas and solutions based on each specific brief.

We can help you connect with the right venues, suppliers and platforms to suit your bespoke requirements, assist with design, building and delivering a hybrid event at the best negotiated rates.

Whether you require video conferencing, live streaming or a more bespoke offering, DeSouza Associates is here to work alongside you to help deliver a streamlined hybrid event that will get people talking and engaging again.

The Studio at Twickenham

Photos courtesy of ‘Smart AV’ , CCT venues and Twickenham Stadium

We would love to talk to you about your next hybrid, virtual or live event.

Call us on 01252 722185

Email: events@desouza-associates.com

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