How to Run a Hybrid Campus Event That Works

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Not everyone can attend campus events in person. Hybrid events have become the perfect compromise, allowing some people to join online while others are physically present. But pulling off these events isn’t always so easy.

Fortunately, with some careful planning, you can host a hybrid event that works well. Read on to learn the steps.

Determine What Your Audience Wants

Before launching any event, it’s critical to take stock of your audience. What are their expectations, and who is likely to attend? Are you inviting only students or will alumni and faculty be in attendance?

Consider whether the event will invite audience participation or if a speaker will be addressing a crowd. These considerations will impact how you structure your event.

If you’re hoping for questions from the audience, for instance, you’ll need an accessible microphone stationed somewhere among the seats. On the other hand, a lecture-style format just needs a good sound system and video feed.

Select an Appropriate Room

The last thing you want is to choose a space for your event that doesn’t enhance the experience. Even the best public speakers can’t overcome outside noise or poor sound quality.

But large spaces with a lot of hard, flat surfaces can make echoes more pronounced. And some rooms might have loud HVAC systems that compete with the sound of someone presenting.

Make a point of testing any space under consideration. Be sure you can close doors and confirm that outside noises won’t interfere with what’s happening indoors. Have someone speak into a microphone, too, to verify that the space works well and everyone can hear the words clearly.

Assemble a Strong Team

With any event, there are a lot of moving parts. It’s best to assign different people to specific roles to help everything go off without a hitch. One person should be the main team leader and point of contact for all questions.

Additionally, make sure you have a host for the event to introduce speakers and give shape to the programming. Someone should also be the stage manager. For the online component, assign someone to moderate the chat for any questions.

If you’re hosting a large event in a large venue, it’s best to enlist professional assistance from a local crew. If you’re in San Diego, for instance, hire skilled AV labor for event preparations. They’ll know how to set up sound equipment and be available to troubleshoot issues so your event can flow seamlessly.

Determine How You’ll Handle Microphones

Audio is everything when it comes to hybrid events. Be sure to establish your approach to microphones well in advance of the event.

Maybe you want to use handheld mics, for instance, during the Q&A session. If you’re featuring several speakers in a panel discussion, lavalier mics might be the best solution.

And, of course, sometimes accidents happen. Have backup mics ready to go in case one stops working. Ensure that your microphones can be heard clearly both in person and online.

Tackle the Livestream Element

Your hybrid event should be enjoyable for both those watching online and those listening in person. Choose a platform that serves your needs for the livestream component.

Zoom, for example, is ideal if you’re hoping to encourage questions from the audience. If you’re trying to broaden your reach beyond campus, then YouTube Live may be better. With any option, check to see if you can record the livestream and if there are limits for the number of participants.

Additionally, plan on activating captioning to help make your event more inclusive. If there is extra noise, captions can help clarify what a speaker is saying. And some livestream attendees may prefer reading the text.

Host a Successful Event

A hybrid campus event can be an effective way to bring lots of people together. But you’ll need to be attentive to planning details. Choose the right space for your event, check the audio equipment, and make sure the livestream portion is clear for listeners.

Reach out to local AV professionals, too, to avoid any audio glitches. With a careful approach, you can host an excellent event that everyone enjoys.