Teams need to learn and re-learn
Over the course of the last 8 months, there has been a lot of change in the meetings and events industry.
Change in the events we are planning as well as with the technology we are using to plan events. We had to shift from planning face-to-face to virtual and hybrid. This shift also came with event teams needing to understand the intricacies of planning in the digital space quickly. Event teams not only needed to learn about new technology but also re-learn how to work collaboratively to deliver engaging hybrid events.
As we mentioned in our last blog on “Planning Your Hybrid Events Strategy“, hybrid events are going to be an increasing trend so we need to ensure that we are building in the right strategies to provide the best experiences for our attendees. A component of this strategy includes building an event team that can effectively plan hybrid events.
Hybrid event planning requires a team of specialists who bring together knowledge of virtual, strategic as well as technical planning skills. The planning team that is in place is critical to the event success. As you are planning an event that will have two separate experiences, we suggest you have one event lead for face-to-face to and one for the virtual experiences. Content needs to be designed for the in-person and virtual event and having two leads ensures a collaborative planning process and that you are not planning in silos.
The main roles & responsibilities of the hybrid planning team is to steer the client through the digital environment and assist with rethinking virtual event design. Collectively, they choose possibilities for engaging content, help successfully implement tactics and strategies that promote attendee participation and networking. It is essential to clearly outline the roles and responsibilities and team accountability. As we outlined in our Virtual Team Roles blog, the same holds true for hybrid events. your hybrid team also requires sub-leads for the main event components. The number of team members depends on the program and scope of work. The above outlines a sample hybrid team.
The key difference with hybrid event planning teams versus virtual planning teams. is that your hybrid team needs to continuously have a pulse on the experience through both the in-person attendee and the virtual attendee perspective. Your core planning team such as Speaker Management. Sponsorship and Communications should be the same person for both in-person and virtual This will ensure consistency in the planning process. The one area that it may be better served having two separate leads that work collaboratively. for virtual and in-person. is Engagement. Engagement and networking will require different participation strategies and is it essential that both attendee groups are getting full value from the experience.
We can help!
When planning hybrid events. the attendee experience is paramount. The right planning team in place can ensure the experience of the attendee is always top of mind. If you need help designing your hybrid programs or need assistance building your hybrid event team. send us an email firstname.lastname@example.org.