Before Covid-19, a majority of the population was oblivious to the concept of ‘virtual meetings’. The pandemic made the world rely on online meetings and hybrid event platforms to such an extent that today it seems impossible to think of living without them.
Due to their growing desirability, hybrid events are here to stay. If organized efficiently, they offer a wide reach, easy accessibility, and economic feasibility. With so many benefits, planners still struggle to make the event successful. Some common pitfalls include losing audience retention, logistical failures, or connectivity issues. These can be avoided easily if the host is familiar with the platform and the common errors one makes.
Following are some mistakes one should avoid when hosting a hybrid meeting!
- Neglecting a run-through
A run-through is as important for an offline event as it is for an online event, and cannot be avoided. To ensure the smooth functioning of an event, it is essential to see the plan in action. This should include everything from seating arrangement, lights, and content to internet connectivity, soundcheck, and screen-sharing. A run-through helps in reminding people of the chain of events. It also brings forth potential pitfalls that can be solved beforehand.
2. Choosing an incorrect hybrid conference platform
There is a lot to consider while choosing a hybrid event platform. Some platforms have a limit on the number of participants and the duration of events, others require a premium subscription to avail of certain features. It is essential to become familiar with the platform being used to avoid such mistakes. A secondary link can be used in case the number of people exceeds the limit of the platform. However, it is strongly advised to use a platform that has a high limit for the number of people and the time duration, as well as features like - breakout rooms, chatbox, screen sharing, private messaging, etc.
3. Not engaging with the audience
It is easier to engage with on-site rather than online audiences because the online audience might be a lot more in number. However, neglecting one at the cost of another is not advised. Simply ensuring that the event screens smoothly for the online audience is not enough. Virtual meetings have to be made more lively by gauging the audience’s reaction and asking the speaker to take pauses for them to catch up. The key is to keep them engaged with questions, tasks, and interactive sessions so that the event does not seem one-sided.
4. Not hiring a virtual emcee
Hiring an emcee to host an online audience is a good way to keep them engaged. The emcee can bridge the gap between the production team, the speaker, and the audience. Other tasks like introducing the attendees to the features of the hybrid event platform, and keeping an eye on the questions and comments coming in the chatbox can also be looked after by the emcee. The goal is to make the online audience as connected to the on-site event as possible.
5. Monotonous speakers
A speaker can make or break an event. Not all speakers have the skill to keep the event lively and the audience engaged. Therefore, it is essential to choose someone with confidence and a pleasing personality. The person must keep the on-site and online audience engaged. Not everyone is comfortable with technology. Provide training and support to make the speakers familiar with the hybrid conference platform.
6. Lengthy sessions
Retaining focus in an online event is extremely important because the audience cannot be forced to sit in one place. Keep this in mind while framing a schedule for the event. It is not practical or comfortable for people to sit in front of their screens for 5 hours. If it is not possible to cut short the sessions, spread them out over days so that both the speaker and the audience can remain focused.
7. Poor bandwidth
The most basic prerequisite for any hybrid conference platform is to ensure a strong bandwidth. No online event can be successful with a weak internet connection. Internet glitches can vex the audience as well as the speakers. All preparations will go to waste if the connectivity is disrupted on the day of the event. Check the bandwidth strength of the area where the event will be organized. Devices like a wireless repeater can be used to boost wi-fi signals.
8. No technical support
Hire a technical support team as these issues remain constant for both online and virtual meetings. Technicians are required for tasks like setting up the microphones and controlling the projection. On-site issues like devices crashing, power outages, and wi-fi interruptions can also come up. Before the event, fulfill the infrastructural requirements and run a technical check.
9. Disregarding time zones
Hybrid events carry a wide reach. Therefore, it is essential to keep a check on the various countries people are logging in from and fix an appropriate schedule for the event. The event can be recorded and sent via email to the attendees for further access, or a screening of the recorded event can be planned for later. This would ensure the inclusivity of people joining in from diverse regions.
10. Not allowing virtual attendees to interact
A major aspect of any meeting is the networking opportunities it provides. In a hybrid situation, while it would be easier for the on-site audience to interact, the online audience should not feel left out. Features like chat rooms and break-out rooms should be utilized to allow communication between the online and on-site attendees.
Conclusion
Though it may look like the pandemic is close to getting over and lives are returning to normal, virtual meetings and hybrid event platforms will continue to stay relevant because of the benefits they offer. It is not too late for planners to acclimatize themselves to the hybrid platform. While some problems are completely out of one’s control, common pitfalls can be avoided by following the list above. One thing no meeting organizer must ignore is choosing an efficient virtual event platform, like Dreamcast.
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