Checklist: delivering a hybrid event

A hybrid event serves two audiences at once: the people in the room and the people watching remotely. The remote audience is easily forgotten, and they notice.

Platform and production

• Choose a platform based on the interaction you need: questions, polls, breakout rooms.
• Assign a dedicated production lead who is not also the room manager.
• Test cameras, audio and screen sharing at the venue, not only at the office.
• Plan for a stable wired internet connection and a backup.

Remote attendees

• Give them a host who speaks to them directly.
• Repeat questions from the room into the microphone.
• Build in interaction every so often.

This guide to keeping remote attendees engaged covers practical techniques for the online audience.

Rehearsal

• Run a full technical rehearsal at the venue with every remote speaker.
• Test switching between slides, video and live cameras.
• Agree what happens if a remote speaker drops off mid-session.
• Check the stream from an outside connection, the way attendees will see it.

Accessibility

Consider captions, readable slides and recordings for people in other time zones. The Infocomm Media Development Authority publishes digital guidance for organisations.