Hybrid Meetings will remain an important topic for event planners even after Corona. They save travel time and this not only supports sustainability goals but also the time budgets of participants.
As a specialist conference hotel, we are particularly delighted about every attendee present. And personal attendance definitely enhances the quality of the exchange. For many events, a virtual or hybrid format is actually not a sensible option at all. The objectives determine the format!
But we also support your hybrid events with a wealth of experience and good conference and video technology. So the conferences and seminars, where only some of the speakers and participants take seats in the modern conference room of the PhiLeRo Hotel, while another part participates via video conferencing software.
Here are our tips for organisers of hybrid events:
Helping virtual attendees make a professional impression
Do not assume your virtual participants are already experienced video conference users. A good briefing, offering advice on where to get a good webcam, what the lighting setup should be in the office or home office, and how to test the conference platform at leisure, should be part of the invitation.
Adapt the briefing for speakers or moderators to the new formats
Hybrid meetings give you the choice. Your speakers or trainers can be on-site at the PhiLeRo Hotel Cologne or participate virtually. It is important that the fact that it is a hybrid meeting is part of the initial briefing. If the speaker is to give their presentation online for security or cost reasons, it must be clarified early on whether it will be broadcast from their office or a professional studio. If the former is the case (e.g. for cost reasons), ensure the video and audio quality (including internet bandwidth) is guaranteed. An early technical check (not just on the day of the event) is recommended.
Consider and assess the needs of virtual and analogue participants separately
For attendees present on-site, check-in, parking arrangements, and catering need to be planned. It should also be considered what virtual attendees will be doing during breaks. Will they be looking at a screen showing a static image of an empty conference room, or will there be break entertainment, a meeting point for informal exchange with other virtual attendees, or even the possibility of visiting virtual exhibition stands?.
The networking of virtual participants with each other, or of virtual with analogue participants, can also be important topics for certain types of events (e.g. association conferences).
Not every objective allows for a hybrid or virtual meeting.
A face-to-face meeting can probably never be replaced by a meeting in an online meeting room. After all, successful events are based on three pillars: the dissemination of ideas or knowledge, the networking of participants and speakers with each other, and last but not least: fostering the motivation to implement what has been newly learned or heard. The second and third pillars are easiest to plan and realise at in-person meetings.
So let us remain – if possible – personal and human.
How we can support you for hybrid events
Hybrid Meetings at the PhiLeRo Hotel Cologne
Hybrid Meetings at the PhiLeRo Hotel Cologne With hybrid meetings, typically only a portion of the participants or speakers...
Fast Wi-Fi and modern video conferencing technology for your livestream
You meet your business partners and we'll do the rest. It's definitely time to see each other again and catch up.
