The events industry has always been full of creative people coming up with amazing new ideas, and even though Covid-19 has been difficult, the industry is bouncing back. Events remain a great way to share experiences, meet new people and promote businesses, so with a few tweaks and tricks you can make your 2020 and 2021 events calendar just as exciting as you had envisioned.
Hybrid events are a great way to celebrate the old and new, bringing some of the traditional event elements together with technology, so even more people can enjoy your upcoming event.
What is a hybrid event and how has it changed?
Typically, a hybrid event was a large live event with live streaming happening concurrently online, but with new restrictions on event participation the 2020 version of hybrid events has changed slightly. It can now be an online event with live elements that are brought straight to the participants watching online. So, for example, if you were organising a wine tasting the hybrid element would be sending the wine to the guests participating from home. Then they can watch a demonstration and explanation online while enjoying the wine. There are lots of ways of incorporating live elements into your hybrid event, depending on the atmosphere and experience you would like to create for your attendees.
Finding the right venue
Pairing with a knowledgeable venue is highly recommended if you’re organising a hybrid event in London. Unlike some more low-key live streamed events, your hybrid event will really benefit from the support and expertise of a venue manager. Finding the right venue will depend on the type of event you’re intending to organise, and whether it’s for a public or private audience. It’s also a good idea to think about whether you’ll be hosting a socially distanced live event, or whether you’re intending to bring the live elements of your event directly to the live streaming attendees at home. If you are hosting a live event, you’ll need to make sure there’s enough space to facilitate social distancing between your attendees and staff.
Covid-19 certification
It’s even more important for event venues and organisers to keep on top of the news currently so you can be fully up to date on which venues can legally open, as well as current social distancing measures and restrictions. It’s also worth looking into taking an online course in Covid-19 safeguarding and protection measures. Many of these courses are available for free, or with a nominal fee for the certificate. Not only will it help to put your event attendees at ease, it will also give you information on how best to protect your guests and what measures you will need in place in order to be compliant. The courses will typically cover personal protective equipment, management and assessment, how to prevent infection, and hand and respiratory hygiene.
Social distancing at your event and theirs
The social distancing guidelines are regularly updated by the Government, so before planning your event it’s important to check what restrictions are currently in place. Whether or not you have a legal requirement to do so, you can help prevent the spread of infection with some simple steps. You can encourage attendees to wear masks or provide them, you can limit the number of attendees in a space or hire a space that is predominantly outdoors, you can provide hand-washing stations and temperature checks, and you can create signage to encourage two metre distance between guests. If your guests will be enjoying the live element of your event at their own property you can provide guidelines to them in advance to help them enjoy the experience safely, like encouraging them to participate separately or if some guests are joining as a group they should be outside in a park or garden.
Bringing the fun to them
The easiest way to make sure your hybrid event is compliant with government recommendations is to bring the fun to your guests at home! What elements of a live event will translate really well into your attendees’ houses? If you’re organising a breakfast meeting, why not share a brunch menu in advance with recipes for them to cook along? Or you could send a breakfast hamper directly to their home! Other fun ideas could be photobooth accessories for a virtual wedding, some at-home pampering treats for a wellness session, or a new sample for a product launch.
Hybrid event technology
Whether you’ve hosted hybrid and live streamed events or if this is your first, you’ll need to make sure you’ve got all the technology to capture your event and share it with your attendees. Your technology set-up with differ depending on what you’ll be capturing and what kind of event you’re organising. Working with a knowledgeable venue manager is the best way to ensure everything runs smoothly. If you’re collaborating with other suppliers for your events, make sure you check in with them in advance so you know what their technology requirements are as well as they may differ from what you had in mind.
Try one out!
If you’re new to hybrid events, the best way to organise one is to experience one for yourself! If you have a specific venue in mind that you would like to or you know you’ll be working with, ask them if they have any other hybrid events coming up and whether you could attend. If not, London is always buzzing with an exciting and interesting events calendar so you’ll easily be able to find another hybrid or live streamed event to attend to get some good ideas!
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