Top Watch-Outs When Building a Hybrid Conference
If the COVID-19 pandemic taught us anything, it was that we can engage with each other even if we’re all in different places. As the world re-opens and in-person conferences are restarting, there is an expectation that they will remain accessible to folks who are unable to participate on site. And yet, early attempts to build meaningful hybrid conference experiences have shown us that we’re playing in a whole new league now. Hybrid experiences aren’t in-person or virtual experiences. They’re something altogether different. We still have a lot to learn, and it’s easy to execute hybrid conferences poorly.
A challenge of executing hybrid experiences well is that there are simultaneously three spaces to manage: the in-person environment, the virtual environment, and the cross-over environment between the other two. We’ve talked about the hybrid workforce in previous articles (linked at the bottom of this article), but there are some unique challenges and considerations for the hybrid conference to keep in mind.
Create Opportunities for Connection in all Three Spaces
Lots of networking happens at conferences. During meals, walking between events, or even taking a yoga class at the hotel, both structured and unstructured connections are fostered and remain one of the top reasons to attend in the first place. If you’re planning a hybrid conference, make sure you’re considering how you can create both structured and unstructured networking opportunities for the virtual attendees to connect with each other AND with those that are on site. It’s not enough to broadcast the presentations, make sure they’re finding ways to engage with other attendees.
Avoid Creating Two Simultaneous Conferences
A common mistake of hybrid conference designers is they neglect the third space: the space between the virtual and in-person attendees. It’s easy to broadcast the in-person activities to a virtual audience, and even take it a step further by having a technical facilitator create virtual breakout rooms for the in-person breakout activities. But this limits virtual attendees to interacting with only other virtual attendees, and likewise for the in-person participants. The two groups are not co-mingling. Be sure to create opportunities for the two groups to interact with each other. This may mean more tech support, but it’s worth it.
Optimize the Tech Experience for All Attendees
Tech for a conference is likely expertly handled by your production team in partnership with the venue. They should be a trusted element of bringing the hybrid tech to life, and at the same time, the tech requirements of doing this well are new enough and unique to each event, that you can’t take it for granted. Plan thoughtfully, discuss backup plans, bring in a digital partner with hybrid experience and above all, take time to test in advance.
Build Both Digital and Physical Materials
When you have people joining in-person and virtually, many elements of their experience are going to be different, including the materials they engage with throughout the conference. A workshop facilitator may be accustomed to passing out worksheets or business cards, or leveraging a slide deck, but passing out worksheets to virtual attendees requires some additional thought, and sharing a slide deck can dramatically impact the perceived presence of the presenter who is now a half-inch tall on a laptop screen. To make a hybrid conference successful, both the in-person and virtual participants should be able to engage with materials that meet them where they are, and maximize the experience for them. Each session will need to address this issue independently to bring the materials to life for all attendees in a way that’s functional, accessible and engaging.
How have you seen hybrid conferences do a good job designing the experience for all three spaces: the virtual, in-person, and crossover space?
Other insights on the hybrid workforce: