Hybrid events have brought a new era of connectivity and engagement to event planning. These events seamlessly merge in-person and virtual experiences, but their success relies heavily on the event planner’s careful planning and foresight. One often neglected element is the backup plan—a contingency strategy that can determine the success or failure of the event when unexpected circumstances arise. A solid backup plan is essential to handle technical issues, internet outages, or programming-based disruptions that could impact your event. Here are five key considerations when crafting your hybrid event backup plan.
Venue
When choosing a venue for a hybrid event, prioritize those with reliable tech infrastructure. This includes a stable power supply and internet connectivity. Discuss their backup plans in case of power or connectivity loss, and ensure your AV partner is aware of these contingency plans. This will help mitigate potential disruptions and ensure a smooth execution of your hybrid event.
Streaming and Internet Connection
Internet connectivity is the backbone of your hybrid event. A stable connection is crucial for your preferred streaming platform to function optimally. A disruption in either could leave your hybrid attendees disconnected and limit their engagement with your event. If your primary coverage goes down, it’s essential to work with your AV partner or venue to have backup internet options, such as mobile hotspots or a secondary provider.
When choosing a streaming platform, opt for a virtual platform that can provide on-screen updates. These updates are crucial for communicating with remote attendees in case of service issues. They can inform attendees when the program will resume or if they need to switch to a backup platform. If you don’t have a backup platform, consider alternative ways for remote participants to engage, such as recorded sessions or interactive chat forums, to ensure continued involvement with the event or provide content to be consumed after the event.
Remote Presenters
Hybrid events often feature remote presenters, who may face issues connecting or participating in the programming. To avoid stoppages in programming, it’s advisable to have pre-recorded content ready for use in such circumstances. Additionally, it’s crucial to meet with all remote presenters in advance and review the platform to preempt any tech issues on the day of the event.
Communication
Prepare for potential schedule delays or disruptions and communicate a clear strategy to all stakeholders. This proactive communication will ensure everyone is on the same page and can move forward seamlessly with the plan if any issues arise. Allocate extra time buffers between sessions to accommodate technical problems or changes, providing attendees longer breaks to decompress or network between sessions, which many won’t complain about.
An experienced MC can be valuable in managing your content and programming during delays or disruptions. They can step on stage quickly if there are last-minute changes or issues, helping to remove any awkward pauses in the program. This can buy you time to decide on the next steps, whether skipping a part of your programming or moving another part of the program up earlier. It can also provide a buffer to fix tech issues that may delay the programming.
Clear communication with remote attendees is also key. Provide them with tech guidance on how to navigate your online platform and how they can troubleshoot common tech issues. This will empower them to participate fully in the event, no different than if they were in person.
AV Partner
Regarding the AV aspects, partnering with an experienced AV provider like AV Chicago can provide a sense of reassurance. They will come prepared with backup or spare equipment, ensuring that any tech issues can be swiftly addressed. Their thorough testing period before the event will also help minimize the chance of issues, giving you peace of mind and allowing you to focus on other aspects of the event.
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