How do you plan online and hybrid events?

To gain trust as an event producer or planner, it is crucial to have a clear understanding of what the client wants to achieve before discussing the concept of "hybrid" and including it in the costing sheet. This will help avoid misunderstandings and prevent overpricing events or offers. Event platform vendors pushed the term "hybrid" strongly, leading some clients to misuse it when they actually meant bringing an external speaker online or streaming part of the conference to social media platforms like YT, X, or FB.

I was asked to provide interpretation services for a company-wide town hall organized by a PR Agency of an international corporation. The event was to be held on MS Teams - the inhouse platform chosen for its security and familiarity. Due to security measures, only the internal IT department was authorized to configure and oversee the event. While the IT department comprised talented individuals, none of them had prior experience in live translation or event management. From a technical standpoint, the event was a success. However, it failed to effectively convey the CEO's message in a manner that resonated with the audience. The significance of experienced event producers in ensuring a comprehensive and impactful delivery was ignored.

My favorite presentation format is "Pecha Kucha". This format, experienced by all who attend TedEx events or watch them online, emphasizes the delivery of a message rather than the PowerPoint itself. By focusing on the messaging and keeping presentations short, concepts and ideas can be easily understood by the audience. Moreover, the image created in the minds of attendees during the talk is often one that can be retained and remembered.

"The best part of the conference were the breaks that allowed me to meat and talk with people". Does that sound familiar? Achieving this effect online can be challenging, and when you have people online and in person, it can be nearly impossible. When planning an event, consider opportunities for people to communicate. One idea that works well for some events is to have breakout rooms open before the start of the event with different functions, such as rooms with individual speakers, rooms with the organizers, and empty rooms where two people can go and just chat. Remember to have people in the lobby to guide guests where to go! These types of short breaks need to be planned and communicated to all attendees prior to and during the event.

Rehearsals are crucial for the success of any event. Consider them as full dress rehearsals, where every aspect of the event comes to life. Unlike a place for actors to practice lines, a rehearsal allows you to experience the flow of the event, familiarize yourself with other participants, understand the layout, and grasp each step that unfolds. With a well-rehearsed event, unexpected issues become manageable as everyone knows what to do and where the event is heading. Remember, it's not the mishaps themselves that ruin an event; it's how players respond to them. To respond effectively, active participation in rehearsals is essential.