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Planning to prevent common Hybrid event mishaps – part one

One of the great advantages of Virtual Events is that there is generally less that can go wrong with them in comparison to in-person events. There are of course also many benefits to combining live and virtual events and we have written extensively on the advantages of hybrid events.  

Now that we are back to staging live events, however, we are beginning to re-discover the many things that can go wrong and we thought it would be useful to give our Events Co-ordinators some advice on how to prevent some of these as well as some advice on things that may go wrong with the virtual side too.

As we all know, event planning, depending on the size and complexity of the event, can be quite complex. From invites and registrations to technical, speakers, sponsors and security we need to have a good team and make an detailed list of priorities. How many of us, however, have a specific contingency plan to prevent common hybrid event mishaps? Well, here are some suggestions and because there is a lot to it this is just the first of a two-part series on the subject.  

Budget for contingencies

A rookie mistake in Events planning is not to allocate a sufficient portion of the budget to common mishaps. You will not only need to create a team to deal with contingencies if the event demands it (and they will need to be paid accordingly) but have the money to do additional hiring and paying for additional unexpected expenses in many areas. 

A contingency team.

Just as we have a team to deal with the nuts and bolts of the event itself, it might not be a bad idea to appoint people who will be on disaster prevention throughout the process too. Depending on the size of the event these can of course be people who are involved in the whole event planning process, but if it is a major event a specialised team focused on this is probably preferable.

A few important pointers to take into account and ensure that your team comply with are: to appoint specific tasks to each member of the team and ensure they understand exactly what is required of them; have good, reliable forms of communication throughout the event and ensure there is a definite and agreed-upon chain of command whenever anything goes wrong.

Preventing technical mishaps    

We live in an age of technology and both the in-person and virtual side of your event will be highly dependent on it. This is, therefore, one of the most common areas where things can go wrong….go wrong….go wrong…

These are a few important preventative measures that your contingency team can aim to prevent at the in-person event:

– Check all technical devices before the event and have backups for as much equipment as possible

– If there are any videos, audios, images, etc. to be displayed during the event, play them right through before the event starts to prevent glitches and ensure they are all in order

– Ensure that your technical team are capable of and ready to handle any possible sort of tech problems. If they are not then get the right people on board.

Regarding the things that can go wrong with the virtual event side, ensure that you will not be experiencing any network problems and that all devices and platforms are updated and in order. Also, ensure that time zones are not problematic for international attendees and have one team member at least who is capable of troubleshooting any IT issues.

Get the professionals

The very best way to ensure that your hybrid event is a success is to use the tried and tested, highly successful Virtual Event platform and enlist the help of their experienced hybrid event team for your event.Book a demo to see what our Virtual Event platform can achieve and contact us for more information. Also do watch this space for part two of this article, giving you more great tips on planning to prevent common hybrid event mishaps!

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