In the current times, adjustments are being made both in everyday life and in business practices. For a short time, it was as though the world hit the pause button but that can’t last forever. We now have the task of figuring out how to move our businesses forward with the restrictions in place and the challenges we are facing.
One creative yet highly effective workaround to “business as usual” is the increasing popularity of hybrid meetings. This is part 1 of a series of posts that goes in-depth into how to best host an effective and productive hybrid meeting. Although hybrid meetings have challenges, you can still meet your goals and increasing engagement with a little preplanning.
WHAT IS A HYBRID MEETING
Hybrid meetings are meetings that have a blend of in-person and virtual attendees. In-person guests may meet in the same room or be spread through the venue in separate hotel rooms and meeting spaces. Off-site attendees are teleconferenced into the meeting where they can watch speakers and join discussions.
Hybrid meetings are an excellent option during these times because they allow guests to attend from the safety of their home if they prefer. If they prefer to attend in person, there is additional space available for social distancing because there are fewer on-site guests.
TECH CHALLENGES OF HYBRID MEETINGS
Clearly, technology is the backbone of a successful hybrid meeting. If your technology does not function or is not robust enough to meet your needs, meaning your goals and objectives will not be met.
For hybrid meetings, venues will provide a technology expert as a part of your team. This expert will guide you through any rehearsals and will plan to be available during your event. They are trained to set up all A/V equipment and to troubleshoot and quickly resolve any issues that arise during your event.
Be sure to schedule and attend a rehearsal and/or training session. During this session, the team will check for compatibility issues with your equipment, go over your presentation and broadcast needs to make sure that you have everything you need, and give light training on how to use it all.
Be sure you feel completely comfortable before the event starts. If you have any questions or concerns make sure they are addressed.
HYBRID MEETING TECH MUST-HAVES
Although the actual technology needs differ from meeting to meeting, there are a few items that need to be on your list to help keep the day on track.
- Charging stations for in-person attendees. Likely they are going to be spread throughout the building so make sure everyone has what they need to stay charged onsite.
- A meeting app or software that allows for communication between all members including onsite and virtual.
- Multiple streaming video cameras to catch all angles of action for attendees outside of the main room.
- Portable microphones so that any person or video can be heard by the whole group.
NEW TO HYBRID MEETINGS? STONEWALL RESORT CAN HELP
Although hybrid meetings are a relatively new concept, Stonewall Resort has years of experience hosting all types of events. The safety of onsite attendees is paramount and is shown in our enhanced cleaning and meeting standards. For your virtual attendees, our tech team is trained and equipped to make sure your meeting meets your standards.
Meetings are still vital to keep your company moving forward and to keep your team working cohesively. We understand the value of making your meeting work for you. Give the meeting team at Stonewall a call today to discuss how we can plan a hybrid meeting that enhances your business.