Over the last 18 months here at HIYA events we have been focusing mainly on virtual events. These have gone very well and we believe we are getting better at them every day. As somebody once said every day is a school day, and this is a very true saying especially when it comes to virtual events and entertainment.
With some restrictions lifting we have been focusing more on hybrid events. We had our first hybrid event for Toyota in Dublin recently. Who better to do a hybrid event for than Toyota, the company who are leading the hybrid race when it comes to HYBRID vehicles.
Without going into too much detail on the Toyota event I’m going to give you the pros and cons to running a hybrid event.
Like every event preparation is key when it comes to running a hybrid event. You are basically running 2 events, 1 live and the other online. We find zoom the best platform to run events on, other companies may have a different opinion on this, but our technicians know it best and we feel it’s the most flexible platform for what we do. Like any event, a detailed running order is key, and having all the content for the event in plenty of time is of the utmost importance. Here at HIYA we have a highly skilled team of technicians for both aspects of the event. Our production team set up everything for the live event in terms of speakers, monitors, comfort monitors, screens, lighting and a selection of microphones to suit the clients requirements. We also of course need our equipment for the zoom part of the event. So from laptops to switchers and cameras it’s quite a detailed set up.We also need to have additional crew to run a hybrid event, as there is a lot of work running both events concurrently.
Once the event starts it’s almost like we have two separate teams running the event, with of course plenty of overlap. For example, our sound engineers are monitoring the live event, while our technicians on zoom are monitoring the sound going out on line. Depending on the size of the event we will have a camera crew picking up all the shots and our event director is picking the best shots to go out on the call. These shots are mirrored onto the screens at the venue for the live event also.
We also ensure that the guest speakers on the event and the MC are very aware that there’s a live audience and a stay at home audience on line. So positioning cameras and podiums etc is crucial to ensure everybody has a good experience while enjoying the event. Again, we will always speak with MC ensuring that they do their best to make everybody feel a part of the event.
Like any event, when delivering hybrid events or any virtual event it is crucial to have backup everything. In some cases it’s crucial to have even two or three backup items. it’s also crucial of course to have really good, wired Internet. Depending on a Wi-Fi signal is not good enough, you need to be hardwired in to ensure the event is delivered to the highest standards. We always ensure that there is a spare line for us also and that nothing else is on this line it’s just for us.
Overall, I think hybrid events will be part of the future going forward. Especially when it comes to conferences and meetings, it’s going to be a standard part of event management going forward. I’m not sure about the future of hybrid entertainment events. They are with us now but I do believe that as soon as the world learns to deal with COVID, entertainment hybrid events will not be that widespread. When it comes to listening to bands or comedians or any form of entertainment people would rather be in the room at a venue, soaking up the atmosphere. I do not think hybrid will give you this when it comes to entertainment. But as I mentioned in terms of meetings and conferences and maybe awards nights, I think hybrid is well and truly here to stay.
So as we continue along the virtual events journey we will meet hybrid events from time to time. But one thing for sure nothing will ever compare with the atmosphere have a live event, that is where we all want this journey to end. Let us hope we are back in venues with our friends and family dancing, singing and laughing as soon as possible.
James Sexton HIYA
