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Trends You Need to Know About Organizing the In-Person Portion of Your Hybrid Event

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Mar 24, 2021

Rachel Mazzola

Mar 24, 2021

Trends You Need to Know About Organizing the In-Person Portion of Your Hybrid Event

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When planning hybrid events, it’s easy to get caught up and focus on the virtual experience, but there is still an in-person aspect that planners will need to address. Even for those who feel comfortable with attending an event in person, organizers now have a whole new set of safety considerations and will need to be mindful that not all comfort levels are the same, and traditional event activities like networking will need to be reworked.

Figuring out what the in-person event experience now looks like and communicating it to attendees is a new challenge. Here are the trends we’re seeing in the industry to help us navigate it.

Advanced technology and audiovisual requirements

In the world of hybrid events, one of the main focuses that you want to get right is the audiovisual portion. Planners are focusing more on event technology than ever before. From venues that are turning their meeting spaces into remote studios where you can create, record, and stream full virtual events (like Marina Bay Sands in Singapore or the Bomb Factory in Dallas), to wearable technology that will alert you to social distance and even contactless check-in technology, we are seeing technology play a big role in safer meetings.

Early access to event space

Another new trend is the option to view and experience the event space virtually before attendees arrive onsite, and even allowing them to pre-select their seat. Allowing your in-person guests to explore your space virtually can help in a magnitude of ways. First, it helps to add a layer of reassurance to see how the setup has changed and what to expect when they arrive. It eases any anxiety of the unknown and gives them the ability to plan their movements ahead of time — and minimizes unnecessary wandering around at the event. Letting them pre-select a seat assures attendees they will have a “safe space” at your event.

Advanced communication and code of conduct

We are also seeing attendees require more advanced communication before arriving onsite, including detailed instructions on how organizers are planning to enforce mask-wearing, social distancing, and health protocols. Having a page dedicated to health and safety and sharing an event code of conduct are now additional necessary pieces of your event. Attendees will have more questions than they did before; these items will help reinforce that you are gathering people responsibly, have plans in place if someone is sick, and help build additional confidence in attending your event. 

Reimagined meeting space

Designing your meeting space before meant you were choosing between theater or classroom and hightops and rounds. Now, getting creative with your space is key — keeping seating options distanced but inviting, and using furniture to divide up the space and control the flow of traffic instead of for ambiance and aesthetics. Creating zones will help crowds navigate and limit the number of people in areas at any given time. We are seeing lots of spaces get transformed to help keep people safe and to accommodate all the different comfort levels of event attendees.

Have the right tools in place for your venue

Whether you are managing hybrid or live events, take a look at how Tripleseat’s features can help you organize every detail. Schedule a demo at a time and date that works for you to learn more about how Tripleseat can help you build and streamline your events and private dining business.

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