If you ask three people what picture comes to mind when they think of a conference venue, chances are they’ll mention something like a hotel ballroom or convention center. These locations have essentially become the expected go-to for event planners. And it makes sense why. These are among the few spaces large enough for organizations to host gatherings of hundreds, sometimes thousands, of people.
The next event you produce will most likely be hybrid. As a result, you will need to think differently about where it will take place, and more importantly, you may need to rethink who you hire to produce it.
Why Hybrid Events Are Different Than In-Person Events
Increasingly, virtual attendees outnumber in-person attendees at hybrid events. For this reason, it’s to your advantage to plan and invest differently than you may have before. There are several considerations to make when planning a hybrid event versus an all-in-person one. The most important is this: you’re preparing for a broadcast, not a static event.
Traditionally, event planners have had to design events around a space. To drum up energy and convey a specific theme, staging, decor, and square footage mattered most. With hybrid events, what’s not seen matters most. Think about the last time you turned on your webcam to join a meeting virtually. Did you adjust your camera or computer to avoid showing a distracting or messy background to all your colleagues? When planning for hybrid events, you should employ this same kind of thinking. And it’s to your advantage.
Consider Changing Up Your Traditional Venue to Accommodate a Hybrid Event
Hybrid Events Save Money on Venue Costs
Fewer in-person attendees mean less space needed. Less space often translates into reduced costs. With a hybrid event, even a relatively small room can suffice. This opens up a world of possibilities when selecting a venue.
You Can Use Less While Still Making Your Event Look Elaborate
Instead of the old way of thinking, you can now select a venue based on your theme or objective. avad3 recently produced a hybrid event at an airport hangar that was extremely effective. The setting fit the subject matter, so our client didn’t have to mask distracting decor or bring in an elaborate set. They got a more elaborate set with the scene itself. And in the end, they saved money by using fewer materials.
Hybrid Events Improve Participation and Engagement
Virtual attendees have more opportunities for distraction and a lower barrier to disengagement. If a virtual meeting isn’t compelling for one reason or another, it’s easy to step away or turn it off altogether. A more interesting venue leads to better engagement among your virtual viewership. When a scene comes alive on-screen, virtual attendees feel more involved and want to be present; this is especially true if they are engaging with live attendees.