What to look for when choosing your Hybrid Event Venue

Here's what to look for…………

We will be hosting at least some of our events in-person, at physical locations and therefore it is critical that the hybrid event venues we choose meet our changing event needs while also keeping everyone safe.

When choosing a hybrid event venue, consider the following key factors and ask the following questions:

The Venue's - Internet Connection

This is a major part in your hybrid event venue search. If your Internet connection isn't strong enough to handle the live stream and keeps dropping in and out, your virtual attendees will have a bad time and will eventually leave. Similarly, if you bring in a virtual speaker and their presentation keeps cutting out, your in-person attendees will be dissatisfied and may leave early.

I strongly recommend that you check your internet speed and, if possible, look for a dedicated, hard-wired ethernet connection with upload and download speeds of at least 10Mbp. This will ensure that everything goes smoothly on the big day and that all attendees have a good time.

Make sure the venue has enough power and access points to support the live stream and your hybrid event platform.

Venue Access, Loading and Set-up

Check that your venue has easy access to the necessary event spaces and that the technicians have enough space to set up and work comfortably. D double-check the times you have access to the venue - there's nothing worse than showing up with a large amount of heavy, expensive equipment only to be told you can't get in yet.

Check what safety measures will be in place

The safety of your delegates is an essential part of the hybrid event planning process.

Consider the following:

• How will the venue implement contact tracing?

• Will delegates be able to use contactless technology to check in?

• Will they provide hand sanitizer?

• How often will each room be cleaned and disinfected?

• How will they enforce and facilitate social segregation?

Make a list of questions to ask your preferred venue about the safety precautions they have in place or will put in place.

What catering options will be available

Food and beverage hygiene at events must be improved. Contact-free "bento boxes," self-service drink stations, and extra precautions such as quickly swapping out utensils and frequent hand-washing are all required.

Discuss how your venue will cater your event; many have developed or will develop new systems and processes to ensure that hygiene is their top priority in order to keep your delegates safe.

Excellent communication between the organiser and the venue is a MUST-HAVE

It's all well and good to find a venue that meets your needs, but what about them? Is the venue open to hosting your event? Do they believe they can give your attendees and clients an excellent experience?

To ensure that everyone is satisfied with the brief, encourage open, honest, and clear communication with your venue.

What is the Cancellation Policy and What is the Get-out clause?

It also goes without saying that understanding their cancellation policies is critical in the event that your event cannot be held as planned. What options do you have if you are unable to proceed? Is there a get-out clause? Can you, for example, transfer to a later date?

Before signing your contract go over your terms and any concerns, get these addressed and have an amended contract drawn up with the changes that have been made.

Does the venue provide the right hybrid tech equipment?

Here's where research comes in handy. Each venue offers different technology and event packages, so your choice should be guided by the size of your event, your budget, and how advanced you require the technology to be. A stable, fast, and secure internet connection is essential at the most basic level.

Other factors to consider include cinematic capabilities, special sound and lighting effects, and an in-house AV team to assist you throughout the process. Make a list of your essential requirements ahead of time. Look for a venue that has upgraded its in-house technology and equipment to meet the growing demand for hybrid events. To accommodate both in-person and remote attendees, a number of convention centres have added hybrid studios.

Is there an in-house production team?

Hybrid events require a great deal of technical planning. First, you have two audiences with distinct requirements. In addition to the pressures of running a successful in-person event, you must ensure that you are live streaming the right sessions to the right people at the right time. It is not an easy task. Work with a knowledgeable tech team on-site who can handle all behind-the-scenes tasks, from soundcheck to lighting, to give yourself some peace of mind.

Will the venue allow you to practice?

It is critical to test, test, and test again to avoid any mishaps on the big day. It is critical to have a venue that understands the value of practise. You'll want to test the internet speed, audio quality, and other requirements for hosting a hybrid event. Your event speakers will be able to prepare and adapt to presenting to both a live and online audience simultaneously if you conduct a dry run.