71% of event organizers decide to continue with hybrid events.
It is true that the pandemic situation caused the formation of this trend, but the participants’ satisfaction with hybrid events has led to the expansion of holding such events.
Today we will tell you what points you should consider to choose the right hall to hold an attractive and interactive hybrid event.
1. Internet Connectivity
Without a strong internet connection, a hybrid event doesn’t happen. Let’s assume that every venue has WiFi these days as standard. But you need strong WiFi to pull a smooth hybrid event off.
And if you’re tempted to risk it, take an example. Say you have a guest speaker, and their connection keeps cutting out. You’ll annoy them, you’ll annoy your guests, and it will lead to reduced attendee engagement.
So with that in mind, you want to find a venue with a minimum of 10 gigabytes (GB) of streaming speed with low latency.
- Equipment
There is some room for give and take; some equipment can be hired externally. You might already have what you can bring yourself. But before we address where it’s going to come from, let’s consult a checklist of the bare necessities you’ll need:
- Multiple cameras
- Sound equipment and microphones
- Lights
The easiest option is to hire a fully operational venue that can stream the event for you. Otherwise, you need to ensure the venue can accommodate the necessary equipment. Then you need to consider the logistics of transport and set-up.
3. Adequate Power Supply
Details matter with these potentially volatile events.
Double-check that there are enough power outlets for all of your equipment.
You should also ask your venue if there is a backup power source for when things go wrong. Because if there’s one thing you should account for in the events business, it’s that something will go wrong.
- Venue Size
When planning your hybrid event, you need to think further. How much space do you need for your equipment and your crew? How will this affect the capacity? Do you need a venue with a breakout room or a control room?
In general, your prediction of the number of participants is very decisive - In-House Support
Venues – particularly studios – that are designed to host productions and live streams will generally have an in-house production team to carry out the needs of your event.
This will relieve you of a lot of stress and leave you to focus on other pressing issues. If an in-house production team is non-negotiable for you, keep in mind that you’re limiting the number of suitable venues available to you.
If you can run your stream yourself – or are willing to bring in private contractors – you will be able to book more exciting and niche venues.
6. Time For Practice
There’s a time for being reckless and spontaneous. That time is not the day of your event. A practice run is a bare minimum for peace of mind and a seamless event. This doesn’t have to be complicated. Make a checklist of equipment and an itinerary of events, and run through it.
But make sure your venue will give you the additional needed time. Ideally, you can set up and do your practice the day before. That gives you time to mend fences. If you only get access on the day, you need to strongly consider if your operation is streamlined enough to combat any major problems on the spot.
- Communication
Speaking regularly with your venue and suppliers is the easiest way to avoid problems.
Agree on the smallest details with suppliers. For example, many events were canceled during the Covid era. What are the policy for event cancellation? - Style
By now, you’ve got a firm idea of what’s required of a venue for a hybrid event. And after all the practical issues are taken care of, is there something to be said of style?
There is no set aesthetic for this genre of event. So you have the freedom to choose a venue of any style you like. Let the nature of your field, business, and event take the lead!
And finally!
There are more points about hybrid events that we will cover as well. By following the mentioned points, you can consider a suitable location for your event in the first step
You can count on the help and support of Romonox experts in all steps of your event.