Hybrid Event Planning
Make Planning A Priority
A hybrid event is like two events in one, which makes planning all the more crucial. First, take a critical look at the resources available to you, and the limitations you face. Planning upfront for such details as audience size and technology platform will make for accurate cost projections. From the flow of your virtual event, to F&B at the site, to the content that will run during breaks, no detail should be left to chance. The extra attention will pay off with a successful hybrid event that will impress both in-person and virtual attendees.
Advice from the Experts
Food and Beverage Essentials
Work with your hotel partner to negotiate and agree to food and beverage and attrition flexibility upfront. This will help set expectations at the beginning of the planning process.
Safe catering conversations should start with your hotel partner when you begin the hybrid event planning process. Explore protocols that should be in place to ensure you feel comfortable moving forward with your venue and partner selection.
Visit our Food & Beverage section to learn more about Hilton EventReady with CleanStay safe food and beverage practices.
When allocating your budget, your total cost will ultimately depend on the complexity of your event. Simple one-way livestreaming can be affordable, however costs will increase as complexity increases with additions like the following:
- Engagement platform
- Livestreaming from multiple locations
- Multiple people on stage requiring two or more cameras.
- Additional redundancies (back-ups) for internet and equipment
- Additional AV and tech support team members
Decide on the level of risk you are willing to take before planning your hybrid event, as it can impact budget and resource requirements. Make sure to add resources to the areas that you, as the event planner, are less familiar with.
Hybrid Planning Case Study
With Hilton EventReady Hybrid Solutions, Hilton Worldwide Sales can help you facilitate sourcing hybrid capable hotels, sending the RFP, collecting proposals and contracting. Leveraging the Multi-Site Hybrid Agreement you can easily and quickly contract across multiple hotels in our hybrid-ready portfolio. To understand how this worked in a recent event review the Pharmaceutical Company case study featured here.