Hello, fearless event planners and savvy coordinators! Autumn is coming and we we know you’ve got a lot on your plate, but we wanted to make sure you didn’t fall… into some of the traps lots of event planners fall into when planning their hybrid events.

Planning a hybrid event isn’t a cakewalk. You’ve got the best of both worlds: in-person and virtual experiences, blending into one seamless event, but with great power comes great responsibility, and there’s a lot to remember when booking your hybrid venue.

So, before you pull out that credit card, let’s walk through the top five things you absolutely shouldn’t forget. Trust us; you’ll thank us later!

1. Internet Connection Is Not a Luxury; It’s a Necessity

A hybrid event means your digital audience requires as much attention as your physical one. A spotty Wi-Fi connection can spell disaster for your event. Ensure the venue has high-speed, reliable internet. Better yet, always have a backup. You’re in the digital age; don’t let bad Wi-Fi take you back to the Stone Age.

2. Flexibility in Room Setup

Okay, so you’ve got a killer keynote speaker. Fantastic! But can your venue adapt to different setups depending on your event’s needs? Make sure there’s flexibility to move around tables, chairs, or even partitions. Your venue should be as dynamic as your event.

3. On-Site Tech Support

No matter how tech-savvy you are, glitches happen.

We recommend to partner with a consistent, reliable production / AV supplier who can be on site with you and liaise with the venue from planning to completion; but as a bare minimum make sure your venue has on-site tech support to resolve any issues that might pop up. No presenter wants to contend with a flickering light, a faulty mic or clicker mid presentation or panel discussion.

4. Sound and Lighting Matter. A Lot.

While you might be wowed by the venue’s aesthetics, don’t forget about the technical stuff. Proper lighting and sound are crucial for both your physical and online audience. Do a run-through and make sure everything is up to par. Your audience should be captivated by your event, not distracted by poor lighting or buzzing speakers.

5. Site Visit

Carry out a technical site visit, BEFORE you sign the venue contract. This is the best time to stipulate what you will require and avoid expensive costs for add-ons down line line when you request early access to the room for set up, hard wired internet, badge scanners, health and safety marshal, changing room for entertainers etc.

6. Set Up & Rehearsal

ALL events will require some set up time and your presenters / acts / entertainers will benefit from the opportunity to arrive early and familiarise themselves with the space / content.

However, when you are planning a HYBRID event, the time required will be double at least. The more set up time the better! There is more tech to configure, more software and hardware to test, more orientation and briefing for your presenters…. so make sure you negotiate this time as part of the venue contract, don’t leave it to chance. Poor preparation will lead to a poor production!

7. Environmental Impact

Let’s not forget we’ve got a planet to save. Look for venues that have green certifications or at least some sustainability efforts in place. Being eco-friendly is not just a trend; it’s a responsibility and it sends a great message to your attendees, both online and in-person.

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So there you have it! Keeping these factors in mind will help you dodge some serious bullet points (see what we did there?). Your next hybrid event should be nothing short of exceptional if you play your cards (and your tech) right.

Feel free to get in touch with us at Virtual Approval for more insider tips and professional support for your hybrid, live, or virtual events.

Till then, keep innovating and creating exceptional experiences!