Event Planner’s Guide to Audio Visual
Event planners can learn the essentials of AV components—audio, visual, and lighting—to elevate your event planning game.
What Is a Hybrid Event?
Hybrid events combine both in-person and virtual experiences. Moving forward, they will be an essential part of the events industry. You may have attended a few yourself, as these events are becoming very common.
Hybrid events are the perfect solution for programs that work both onsite and virtually. They are also excellent for expanding your event’s reach.
Hybrid Events Allow You To:
Reach a larger audience that cannot afford to travel.
Sell more tickets than your physical venue has capacity for.
Hybrid vs. Live Streaming: What’s the Difference?
The biggest misconception is that hybrid events are simply live streams (like on Facebook Live).
A true hybrid event is different. It uses technology to create an engaging experience for both in-person and virtual audiences. Both types of attendees get similar value from the event.
Online viewers participate almost the same way live attendees do. This includes:
Participating in Q&A sessions.
Interacting directly with speakers.
Networking with fellow attendees.
The Technical Side of Hybrid Events
If you are considering a hybrid event, there are many technical details to manage. You need more than just cameras, microphones, staff, and good Wi-Fi to record and stream.
You will also need a reliable platform to stream your event. This platform helps you create a rich virtual event experience, not just a simple video feed of your speakers.
Pro Tip: Be sure to partner with an experienced audiovisual company. They will ensure the virtual aspect of your event runs smoothly from start to finish.
5 Essential Planning Tips for Your Hybrid Event
Planning a hybrid event involves the same steps as a traditional event, but with critical additions. Here are five things you must consider:
1. Be Prepared
Test and pre-load as many assets as possible in advance. Your event producer needs speaker slides, videos, and animations before the go-live date. Make sure all speakers understand the deadlines and requirements for their content.
2. Rehearse
Communicate with your speakers about the camera setup. Show them where the cameras are located and their ideal positions on the stage. Point out any “black spots” to avoid. Even experienced presenters get nervous being live streamed. Allow them extra practice time.
3. Strong Facilitation is Key
Transitions are vital at live events, but they are even more important when managing two separate audiences. You need a strong facilitator to act as the link between the live attendees and virtual delegates.
4. Acknowledge the Online Audience
A common mistake is ignoring the virtual attendees. Remind your speakers to take a moment during their introduction to look into the camera. They should specifically welcome the virtual audience, in addition to those physically in the room.
5. Keep to Time
Sticking to the schedule is important for in-person guests, but it is critical for a live stream. Your virtual audience logs on specifically for certain presentations. If the web stream doesn’t match the schedule, it will cause confusion and frustration.
Other insights worth reading
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Planning and running a successful live event does not have to be complicated. With a solid strategy, thoughtful planning, a focus on the overall experience, and an amazing vendor team to support your goals, your event can stand out and be talked about by your guests for years to come.
Tips & Tricks for Planning Your Next Event
Discover essential tips and tricks for planning your next event in this comprehensive blog post. From understanding the event's purpose to managing commitments, utilizing checklists, and considering audiovisual needs, this guide provides valuable insights to take your event planning skills to the next level. Read now and create unforgettable experiences for your clients while building long-lasting partnerships.