Translating a Hybrid Event Plan

After you have determined the foundational elements for merging in-person and virtual, Translation Ideation will help your team better plan. Every event (virtual and in-person) needs to be translated into a site map or flowchart that outlines all of the pieces and parts that will make up your event. Not only is it important to consider the journey attendees will experience, but it’s also necessary to create an overall inventory of technology and interactions that will be needed. Below are several questions to contemplate, discuss and evaluate when strategizing your hybrid event plan.

  • Impact to Logistics – Has the contract with your venue changed post pandemic to modify capacity numbers, seating plans, ventilation guidelines or new F&B policies?
  • Use of Space – Will you need larger or more numerous meeting spaces to allow for social distancing requirements? Can you capitalize on outdoor seating areas allowing physical attendees to break away to natural light and air without missing a minute of content
  • Planning Timelines – How will larger project scopes, changing vendor processes and increased complexity to increase your planning windows?
  • New Partnerships – Are my current partners prepared to help me make this change or do I need to identify new ones that can collaborate and provide support in this new world?
  • Availability of Internal Resources – Do you have the right resources with enough time allotted this the larger project?
  • Budget Increases – Does your event budget include new and increased costs for things like:
    • Sanitization stations, masks, onsite testing and cleaning supplies.
    • Food & Beverage increases to accommodate for packaged food requirements, bottles vs water coolers & additional break stations to reduce traffic jam.
    • Added A/V costs for virtual component.
    • Robust internet with greater bandwidth.

There are many benefits to employing a hybrid approach to your 2021 events. Increased attendance, flexibility and convenience for your attendees and of most importantly reduced health risks with greater safety protocols. Just as a large number of companies have reinvented their business models to better align with today’s new normal, challenge your events team to go beyond conventional dynamics. Incorporating your immediate needs alongside your long-term strategies can solve logistical issues while improving your ability to connect with a multi-faceted approach. On your mark! Get set! Go plan!