Top 3 Mistakes to Avoid When Running a Hybrid Event Post-COVID

May 27, 2021

With a return to normalcy in sight, event organizers can finally look forward to reopening venue doors and welcoming delegates in-person, but even as restrictions ease, venues are unlikely to be able to safely cater for an audience at full capacity. This is why when planning upcoming events, it is crucial to include both physical and virtual elements in the form of a hybrid event.

Hybrid events — a mix of live and virtual — not only allow audiences to participate and engage no matter their geographical location, they also enable organizers to increase their reach, gain more attendees and reduce their costs. 

As with any type of event, to make a hybrid event a success, there are some pitfalls to avoid, particularly when planning one for the first time. Here are some of the most common mistakes to be aware of.

Only prioritizing one side of the event.

When planning a hybrid event, many organizers will focus their efforts and resources on optimizing live elements, but it is vital to also ensure that virtual delegates are benefitting from all that the event has to offer.

If virtual attendees sense that the digital aspects of the event they are attending are an afterthought or simply a box to be checked, they will be left feeling underwhelmed or less important than live delegates. 

Investing equally in both the live and virtual elements of a hybrid event is the best way to prove its value to all delegates. This way, if organizers do eventually transition back to live events exclusively or have to rely on virtual events again in the future, all attendees will be encouraged to return regardless of how they previously consumed the organizer’s events.=

Not tailoring the event to accommodate fewer physical attendees and COVID safety measures.

When preparing the live elements of their hybrid events, organizers must ensure they tailor their activations for fewer physical attendees and that COVID guidelines are adhered to fully.

Being overzealous when organizing a live event, especially right after a long hiatus, can have many implications for event organizers. Not only will their budget be unnecessarily spent on more facilities and a larger venue than needed, facilitating for too many attendees can have legal repercussions as venues will not be allowed to operate at full capacity for the foreseeable future. 

Ensuring booking and planning is carried out with a focus on having fewer physical delegates will be key for event organizers to manage their budgets, implement COVID safety measures and provide a quality experience for all attendees.

Not investing in appropriate hybrid events software.

Organizers will need to ensure they have effective hybrid events software in place to create a more immersive experience for virtual delegates. High-quality software can change the experience for guests, allowing them to actively participate in and contribute to interactive sessions with speakers, instead of merely logging into a live stream of the event. 

There are many hybrid event features to take advantage of in order to create an event that truly provides value. Researching and carefully choosing the best software will result in better levels of engagement, interaction and delegate satisfaction. Failing to opt for feature-rich and reliable software could limit the reach of an event and the potential to attract and engage global audiences. 

By investing in appropriate hybrid events technology, organizers may even encourage virtual delegates to attend future physical events, as they will already have experienced the benefits and opportunities their events have to offer.  

Conclusion

We are likely to see a huge rise in hybrid events in the coming months as people continue to favor a mix of in-person and virtual interaction. By carefully planning all aspects of their events, both physical and virtual, taking advantage of hybrid events technology and knowing the mistakes to avoid, organizers can ensure they get events season off to a strong start. 

 

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact