Hybrid and digital events – tips

Company meetings, shareholder meetings or customer events and the like are coming up, but at the same time politics urges prudence and contact restrictions. You may be asking yourself how best to organise your event? Purely digital, or hybrid (mix of presence and digital)? And how can you manage the implementation so quickly? We would be happy to advise you on this very topic. We have already successfully accompanied several such events.

Tips for your hybrid event

  • As with any event, objectives, target groups and the concept in general come first at digital events.
  • The attention span is shorter online – so make sure you have varied design elements and sufficient break times.
  • For example, it is recommended to plan in blocks – 45 minutes content 10 minutes break etc.
  • But informal exchanges should not be coupled with breaks, rather schedule separate time for them.
  • Allow sufficient time for planning the technology, deciding on the conference platform, basic settings such as waiting room, password protection, break-out rooms, host, chat settings, settings for screen sharing etc.
  • Allow sufficient preparation time and planning time for setting up the event room (consciously choose room microphones, standing desks, screen sections, avoid disruptive factors and distractions).
  • Clarify roles in the event well, who is in charge of the chat, protocol, moderation, technical moderation (let people in, set up break outs, share screen, put info in the chat etc.).
  • No matter whether it is a Christmas party or a “work event” a give-away always creates a bridge from the offline to the online event – there should be a reference to the content. E.g. a template for notes, biscuits, sweets.
  • When communicating with participants, it has proven useful to send information in a bundle, so that the participant has all the information at hand, i.e. access data, event schedule, contact to support, instructions for the conference platform (if necessary).
  • Offers participants the greatest possible transparency, i.e. sending registration information and information on when to expect which information.
  • Don’t forget communication after the event (email with nice words, possibly documentation, pictures etc.) as well as feedback (from participants and co-organisers).
  • The evaluation helps considerably in the organisation of the next virtual events.

Virtual and hybrid events - whitepaper and advice