Hybrid Events

A hybrid event is not necessarily as simple as streaming video of your in-person event online. Overall, aim to make both the virtual and in-person elements feel like part of the same event by creating content and programming to reach both audiences equally and bring everyone together.

If you are live-streaming any in-person programming:

• Have a dedicated Internet connection for the video stream separate from the attendee network traffic
• Isolate audio from the speakers and minimize background noise from the audience
• Whatever virtual platform you may use should have the ability to incorporate the livestreamed video
• How can your venue support these needs?

Present an engaging experience for both virtual and in-person attendees by utilizing tools and technology such as:

• Q&A or polling programs - both audiences can submit their questions or responses to polls via a website or application. Stanford has free access to Poll Everywhere or you can use a paid service like Slido
• Networking opportunities - public and private chats or virtual lobbies or rooms where attendees can connect directly with each other (be mindful to have security measures in place)
• Breakout sessions - collaboration between virtual attendees in smaller groups during times where in-person attendees may be working in groups
• Exhibition booths - schedule appointment times for virtual attendees to meet with exhibitors or distribute virtual swag
• Social media - use hashtags and engage attendees to share highlights from the event to your social channels

Event team roles:

• Dedicated event team support for virtual attendees
• Livestream production team - could also include venue IT support

Program:

• Keep in mind the length of the programming, especially for those attending virtually, to prevent fatigue
• Record programs for asynchronous viewing
• Alternative programming for virtual attendees, say during a lunch networking session