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Challenges to Overcome in Hybrid Events

  • 1.  Challenges to Overcome in Hybrid Events

    Cvent Staff
    Posted 01-18-2021 09:56
    Edited by Danielle Czark 01-25-2021 11:27

    Hello, Community members, and happy start to the week! We're here with our next Huddle of the Week discussion. While we understand many are not at this point yet due to the environment the world faces today, we expect hybrid events to become a key piece to the return to in-person events for our industry. With that said, hybrid events bring new experiences for everyone – the event planner, the event marketer, the venue, the A/V teams, the attendees, and more. Cvent hopes to address some of these new experiences, or even concerns, therefore we want to hear what's on your mind: 

    • What are the key anticipated challenges when it comes to hybrid events?  
    • What is the value of hybrid events to your organization or stakeholders? 


    As always, please share your thoughts or questions below. 
    Remember, we're in this together! #HuddleoftheWeek #VoiceIt 

    *Note: We will no longer be including "Huddle of the Week" in the discussion subject line. If you are looking out for these discussions, be sure to keep an eye for our #HuddleoftheWeek tag


    #ManagingOn-site
    #ManagingVirtualEvents

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    Megha Jetley
    Team Lead
    Cvent Marketing Department
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  • 2.  RE: Challenges to Overcome in Hybrid Events

    Posted 01-20-2021 10:25
    Key Anticipated Challenges: Knowing how many would choose virtual over as an option over attending since we'll need to have a sense for numbers in attendance before we start booking a venue to begin planning. Technology infrastructure. Ensuring that despite the two paths, we can keep everyone equally engaged.

    Value: Being able to reach more people with our industry knowledge and insight. Being able to make those connections with valued top leaders in zones we don't often host events in but aren't really able to take the 2-3 days of time out of their schedule per year to meet face to face. Ability to create a repository of videos and content to be used in campaigns throughout the year.

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    Rachel Sigley
    Sr. Brand Marketing Manager
    Tata America International Corporation
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  • 3.  RE: Challenges to Overcome in Hybrid Events

    Posted 01-20-2021 10:29
    Hybrid events are top of mind for our organization right now.  

    Anticipated challenges:
    1.  Budget. Always.  For a successful hybrid event, the AV necessary is spendy.
    2.  The technology. Our events are HIGHLY interactive.  We do not have speakers, we have facilitators.  In order for our event to be successful, we need everyone attending to participate.  We'd like for online attendees to have the same ability to communicate as our attendees.  We've all experienced a conference call where people are in the room, with some dialing in.  The person on the phone has a hard time hearing and participating.  
    3.  Sponsors/Exhibitors connecting with our online attendees

    Value of Hybrid Events:
    1. More accessible to a broader audience.
    2. Our attendees have learned that they can successfully attend virtual events with minimal time out of the office and away from their family. They are going to look to more of these opportunities in the future.

    I'm very curious to see other's answers as well.  Great question!

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    Jenn Dooley
    Executive Director
    AFELA
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  • 4.  RE: Challenges to Overcome in Hybrid Events

    Posted 01-21-2021 12:38
    Edited by Justina Hulen 01-21-2021 12:37
    Challenges 
    - Keeping the Virtual Attendees Engaged
    - Providing a great experience to both in-person and virtual without diluting the experience for the other group

    Value
    - allows people to be able to interact with our group at their preferred comfort level

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    Justina Hulen
    Director of Events

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  • 5.  RE: Challenges to Overcome in Hybrid Events

    Posted 01-24-2021 23:37
    • What are the key anticipated challenges when it comes to hybrid events?  
      • Incentivizing and marketing the in-person portion to be worth the hassle, travel, and costs associated as opposed to easily opting to attend virtually
    • What is the value of hybrid events to your organization or stakeholders? 
      • Offering wide-scale access to otherwise area-specific events, or as they previously were


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    Chelsea Benge
    Events Software Specialist
    Leading Real Estate Companies Of The World
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  • 6.  RE: Challenges to Overcome in Hybrid Events

    Community MVP
    Posted 01-28-2021 13:44
    Hello
    We have an event later this year that we anticipate will need to be hybrid. We booked it in 2019 and have pushed it 2x because of Covid.
    • What are the key anticipated challenges when it comes to hybrid events?  
      • Budget.
        • How many will travel? How many will join remotely? Will we meet our minimum commitment at the hotel?
        • What will the cost be for the AV and technology to stream
        • What Covid remediation measures will we need on-site? Extra cleaning to augment the hotel staff? Onsite nurse to take temperatures?
    • What is the value of hybrid events to your organization or stakeholders? 
      • If we are live streaming, can we include additional groups of people on the stream that we can't afford to bring in person?
    Our event is an internal event for staff.

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    Maribeth Bluyus
    Edelman Financial Engines
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