Because of varying reasons like trade exhibitions, launching a new product among others, people hold events. Meetings are good as they inform and educate, ensuring that everyone agrees. They also exhibit, showcasing what a company has. However, not everyone can make it into a meeting physically, depending on where the event takes place, from where they live. For instance, some businesses employ people globally. If an event is in one country, people in distant countries may not afford to attend. However, with a hybrid event, things are different. A hybrid event is an event that combines both in-person and virtual components. These components include hybrid attendees, speakers, and venues. Those who attend the meeting in person and the virtual attendees form the hybrid attendees to hold the meeting in a physical location and a virtual location from the hybrid venues/location.
Therefore, a suitable venue for holding the hybrid event is a critical factor. As we shall see in this article, several factors to consider when selecting a hybrid event venue. When you get the venue right, your hybrid event has a better chance of yielding results. Is the hybrid event venue spacious enough? Does it have power? What are its surroundings? These are the critical questions to ask yourself when selecting a hybrid event venue. Let us now look at the various aspects of an exemplary hybrid event venue and the tips for selecting one.
Contents
Choosing a hybrid event venue
Choosing the right venue for a hybrid event has its own set of distinct challenges. Although pre-COVID considerations play a part in deciding on hybrid event venues, the current event landscapes also affect the decision-making process. Choosing the right venue is no longer about the experience that one has on-site. Hybrid event venues nowadays play a huge role in ensuring the safety of the attendees. They also facilitate the technology for engaging the virtual audience. In the face of a hybrid future, the support the event organizers need from the selected venues increases tenfold. Although we are aware of this, there still may be confusion when choosing hybrid event venues. Below are things to look for before choosing a hybrid event venue.
Internet Connectivity
The availability of an internet connection must be your first question. It should not only be just an internet connection but a strong internet connection. Video calls consume a lot of bandwidth. Therefore, Without a strong internet connection, the Hybrid event cannot happen. If the internet connection is poor, the communication with virtual participants may be poor. For instance, if a guest speaker’s internet connection is constantly cut out in a meeting, you may make the other attendees bored. It causes reduced attendee management while others may quit altogether. A suitable hybrid venue should have an internet connection with a streaming speed of at least 10Gb/s and low latency.
Equipment
The next thing to consider is the equipment. However, this reason allows for flexibility. You may hire some equipment externally or bring the equipment you have to the hybrid event. However, some equipment is a bare necessity. These include tripods, microphones, lights, and a projector. The easiest and best option is hiring an operational hybrid venue that can stream your hybrid event. It ensures that you have a backup in case some equipment fails. Consider a venue that can accommodate the required equipment and the logistics of setup and transport.
Safety measures
There has been a rise in virtual and hybrid events during the COVID-19 pandemic. According to research, this will be the go-to method to hold events even in the future. Every venue must comply with the safety regulations of the national government and local jurisdictions. Later, the venue should have its regulations. The in-person attendees will expect some safety too. Will your choice of a Hybrid event venue satisfy the attendees? That is the question to ask yourself. After all, a safe attendee is happy.
Loading Access
Imagine showing up on the event day only to find a piece of vital equipment that cannot fit into the door. Loading access is a vital consideration for any event. Hybrid event venues should have accessible and spacious loading zones, wide staircases or lifts, and large doors. It ensures that your equipment fits.
Adequate Power Supply
While this may seem like nitpicking, details matter in the potentially volatile hybrid events. Hybrid event venues must have enough power outlets for all your equipment, including the coffee maker. Ensure that the venue also has enough extension cables for the portability of various devices. Because most commercial settings use electrical power from the grid, inquire if they have backup power sources. We all know that electrical power from the grid is unreliable because of blackouts. As they say, you can never be 100% sure about such events.
Venue Size
As a rule of thumb, any event venue has a set capacity. This is taken as gospel in standard events planning. When planning the hybrid event, you need to think beyond capacity. The hybrid event venue must have enough space for your crew and equipment. How will the space affect capacity? Do you need an event venue having a control room or a breakout room? With Coronavirus still around, the room should also have enough space to cater for social distancing.
In-House Support and AV Equipment
Venues–especially studios- designed for live streams and hosting productions have their in-house production teams. These teams help you address various technological and logistical requirements of your hybrid event. Hybrid event venues having in-house support relieve you of stress, allowing you to focus on other vital issues. The in-house support team includes people experienced in their areas of expertise, like event managers and electrical technicians, who may come in handy during the event. However, you can hire private support if the venue does not have one or run the stream yourself.
You should preferably select a hybrid event venue that has its equipment. The in-house support is familiar with the AV setup and the venue space, making it ideal for the hybrid event venue. Such a Venue is also cost-effective because you will not incur additional expenses bringing outsources to the AV team. Ensure there are audio mixers, cameras, speakers, and confidence monitors.
Conclusion
Selecting Hybrid event venues is not as easy as it might sound. As we have seen, there are various factors that you have to consider. Therefore, before settling on a venue, ensure that it has all the above things. Let content, layout, safety, and technology guide you in the selection. Hybrid events are here to stay, and you better polish your skills in selecting a venue to hold them.
