How can you design a hybrid event that is accessible and inclusive for both online and onsite attendees?

2 Design for both audiences

The second step to designing a hybrid event is to design for both online and onsite audiences. You should avoid creating a one-size-fits-all experience that may alienate or bore some of your attendees. Instead, you should tailor your content, delivery, and activities to suit the different preferences and needs of your online and onsite attendees. For example, you can use different formats, such as videos, polls, quizzes, or games, to keep your online attendees engaged and attentive. You can also use different tools, such as chat, Q&A, or breakout rooms, to facilitate communication and interaction among your online and onsite attendees. You can also provide different options, such as subtitles, transcripts, or captions, to enhance accessibility and inclusion for your online attendees.

3 Test and troubleshoot

The third step to designing a hybrid event is to test and troubleshoot your technology and equipment. You should ensure that your online platform, software, hardware, and internet connection are reliable and compatible with your event format and content. You should also prepare backup plans and contingency measures in case of technical glitches or disruptions. For example, you can have a backup platform, device, or speaker ready to switch to if something goes wrong. You can also have a dedicated technical support team or person to assist you and your attendees with any issues or questions. You can also have a clear communication strategy and protocol to inform your attendees of any changes or problems.

5 Promote and communicate

The fifth step to designing a hybrid event is to promote and communicate your event to your potential and registered attendees. You should highlight the benefits and features of your hybrid event and how it differs from a traditional or virtual event. You should also provide clear and timely information and instructions on how to access and participate in your hybrid event. For example, you can use social media, email, or website to market your hybrid event and generate interest and excitement. You can also use these channels to send reminders, updates, or tips to your attendees before, during, and after your hybrid event.

6 Evaluate and follow up

The sixth and final step to designing a hybrid event is to evaluate and follow up your event. You should collect feedback and data from your online and onsite attendees, speakers, moderators, and staff to measure the success and impact of your hybrid event. You should also use this feedback and data to identify the strengths and weaknesses of your hybrid event and how you can improve it in the future. For example, you can use surveys, polls, or analytics to gather feedback and data on your hybrid event's attendance, engagement, satisfaction, and outcomes. You can also use email, social media, or website to thank your attendees, share highlights or resources, or invite them to future events.