How to organize a hybrid gala (Face to face + Virtual)?
A hybrid gala combines physical and virtual presence. Good preparation is essential to ensure that the event runs smoothly and to guarantee a quality atmosphere for everyone. How to organize it well so that the participants benefit from both the advantages of a face-to-face and digital meeting? Here are some useful tips.
Define objectives and establish a plan
Defining your goals is the number one step in your organization. This will allow you to establish a plan. One tip is to create a checklist to fill out as ideas come to mind.
Here are a few key elements to consider when organizing a hybrid gala:
- The message to be conveyed: this is the very heart of your event.
- The theme: it must correspond to the event and arouse the interest of potential participants.
- Registration management: define in advance the steps to follow to participate.
- The stakes of the event: it can be a fundraiser or an awareness raising event.
- The number of participants: it is important to define a maximum and minimum number of participants.
- Communication strategies: define the channels to be used, in particular social networks, the press or e-mailing.
Define material and human needs
The next step is to define the needs before and during the hybrid gala. This is the time to prepare the program for the event, including the activities, which are essential to maintain a good atmosphere.
These require material and human resources. Staff is needed to service the gala. You can assign the different tasks, always taking care to keep a checklist.
When it comes to the equipment you need, you have the choice of renting, borrowing or buying the necessary equipment.
Satisfying the entire audience
The expectations of participants who are physically present and those who attend the event virtually are not the same. This is one of the major challenges of organizing a hybrid gala: it is imperative to satisfy the entire audience.
Face-to-face participants are likely to be the most demanding, as they have chosen to attend the event directly. They are among the easiest audiences to reach, since you have their attention.
Be sure to keep that attention by hiring professionals to provide entertainment with a show, skits or magic tricks.
The needs of virtual participants are a bit more complex. Some of them can attend the gala while doing another activity. It will then be necessary to interact with the virtual participants, to maintain their interest until the end. Offer games, surveys or a remote quiz.
Call on SYNC Productions for a good organization of your hybrid gala
Are you organizing a hybrid gala soon? Let us take care of the preparations for your event. We can provide you with the equipment you need. A team of technicians can also be dispatched by us to supervise the various activities. Choose serenity, we take care of everything.