5 Easy Steps in Hosting Your First Zoom Hybrid Event
The pandemic struck us in so many ways we can’t imagine. Businesses struggled and millions lost their jobs. Others were resilient enough to adapt to the shortcomings and embrace the digital and virtual way of operating business including facilitating virtual meetings, webinars, online conferences, and tradeshows.
With the help of video conferencing platforms like Zoom, people easily get the hang of attending and hosting virtual events. It played a major role in helping businesses thrive in these trying times.
Virtual meetings and events keep lots of businesses afloat.
Now the question is whether virtual events are here stay or go away? Participants are now turned between attending virtually or live. Travel restrictions, health, and safety considerations keep people from participating in an in-person event but some are more than eager to attend.
There’s also the need to be inclusive and engaging in hosting your event. All of these considerations can be addressed by a hybrid event. You can cater to the in-person attendees and those who want to join virtually at the same time.
Whatever their preferences, they’ll enjoy the best of both worlds. The Zoom platform can bring them together to a whole new level of experience.
Here are the 5 easy steps to successfully host a Zoom hybrid event.
1. Check the Gear
The equipment you are using in hosting virtual events is most likely the same when organizing a hybrid event. At the most basic, you need to have a good camera and microphone in place as this will be the main stage of the meeting or event. It is the center of attention and must deliver an excellent video and audio quality output. Also, this goes without saying that you must have a reliable internet connection or a fiber optic in that sense.
A rule of thumb in hosting hybrid events is to constantly and simultaneously engage both the live and virtual audience. Always find a way to connect both worlds. On-site, you can install a huge monitor and speakers wherein the in-person participants can see and hear the online attendees.
A remote-controlled camera that can move in different angles of the event or multiple cameras that can be switched at the right moment will be helpful for the online attendees to feel that they are not just attending the event but are in the event.
Lastly, always have a Plan B. You need to ready your smartphone with the Zoom app installed and a tripod just in case your main tech fails. Remember, “It’s better to prepare than to repair”.
2. Set it-up
The next thing is to go to Zoom settings. Decide whether to use a Zoom meeting or webinar. The key factor is to choose what type of engagement and interaction you want to have.
Zoom meetings are ideal for small to large groups wherein there can be more active participation through video, audio, and screen sharing.
On the other hand, Zoom webinars are for larger groups and public broadcasts including town hall meetings and worship services. Attendees join in a listen-only mode. They can still interact using the webinar chat and Q & A feature.
Once you made up your mind, the next step is to correctly configure some Zoom settings.
Required registration or authenticated users only for more confidential meetings.
Enable the waiting room.
Allow video on for everyone.
Mute participants upon joining but encourage them to talk at certain times.
Take into consideration the audio feedback and set the built-in echo cancellations in the audio settings.
Enable breakout rooms. Pre-assign if possible.
Recording. Better to have 2 users/ devices to record both locally and in the cloud.
Add alternative hosts just in case you will be logged out or won’t be able to start the meeting/webinar on time.
3. Decide who’s going to be on the team
The simplest form of the hybrid event has at least 2 people. The 2 man-team is composed of the presenter/ speaker and the virtual meeting producer. The virtual meeting producer also acts as the tech support and moderator in some instances. It’s his job to support the presenter and the attendees to make sure everything runs smoothly. As the event becomes larger, it also becomes complex and you’ll need the help of the professionals to pull this off.
Here are the team members you’ll need:
Virtual Event Manager/Director- oversee every aspect of the event.
Cameramen- as needed especially for multiple and remote-controlled cameras.
Audio/Video Specialists- make sure every technical aspect of audio & video input and output is taken care of.
Virtual Emcee- This ensures that the virtual attendees are engaged throughout the event.
4. Find ways to engage
Having a virtual emcee is one way to have more engagement and interaction. Virtual audiences would feel included and that their presence is important.
Finding ways to make the Zoom creative can surely excite and arouse the participant’s attention. Jumpwire Media can help you do that. It has a proven 6 step process to make Zoom-like TV ensuring that the productions are organized and managed down to the minute.
Zoom has great features like chat, Q & A for webinars, breakout rooms, and whiteboard. Make sure to utilize it to encourage more participation. Quick note: live attendees should also join Zoom to participate in these activities.
5. Tech check, rehearse and run the show
Sometimes in virtual events, a technical check is not given much thought but this can make or break an event. Aside from the technical check on site, you also need to consider the remote presenters and check some things that might pose a challenge on the day of the event.
Once everyone is good to go with their devices, rehearsal will follow. Rehearsal is more than just going through the program, it is a first-hand experience of running the show which can boost the confidence of the host/organizers during the actual event.
An important reminder is to always engage both participants. Speakers must always remember to interact with the live and virtual audience as if they are in the same room.
After all the preparations, you are now ready to host your first Zoom hybrid event. For more information and insights, you may reach us at https://www.jumpwiremedia.com/contact.