Hybrid Meetings: How Successful Are They?

Very few people had experienced a hybrid meeting or video conference call outside of a board room until it became the norm for all conferences and networking opportunities during the pandemic. But as many association meetings are returning to in-person, does hybrid still have a place, are they here to stay? The answer seems to be yes. When looking at the events in their portfolio, associations are realizing that not everything has to be in person.

There are a number of factors still driving hybrid meetings. Here are some things to consider when deciding if a meeting is better served via a hybrid model, or even fully virtual.

• It can expand your audience. People who may not otherwise travel to your meeting might consider joining virtually. In some instances, we have found that companies or labs will register more of their people when there is a virtual option.
• Take your members’ budgets and time into consideration. Many still have limited budgets for travel to meetings or are finding it harder to justify time away from the office.
• What is the size and/or purpose of your meeting? Smaller meetings and educational opportunities lend themselves well to a hybrid model. Your attendees can have easy access to educational materials shared by the speakers, etc.
• A hybrid meeting can give you the opportunity to utilize new technologies and have relevant data at your fingertips.
• Do you have the staff and budget to support a hybrid model? Does it make sense to be fully in person, or if there is a limited budget, one hundred percent virtual?

If you decide that a virtual or hybrid model will best serve your association, here are a few best practices.

• Work with your speakers in advance of the meeting to be able to deliver the best possible experience to both your live and virtual audience.
  • If your speaker is in-person, make sure they have a way to engage your virtual audience as well.
    • Have them look directly at the camera from time to time.
    • Utilize polls that both audiences have equal access to.
    • Have a way for your virtual audience to ask questions that the speaker can easily see and answer from the stage.
  • If your speaker is virtual in addition to the above, give them tips and tricks to be engaging and come through well to your audience.
    • Set up in a quiet location with a strong internet connection.
    • Be aware of their background and remove anything they do not want the audience to see.
    • Make sure their audio is clear/use a high-quality headset or mic.
  • Finally give your virtual audience networking opportunities. Make sure you use a platform that makes networking feel as natural as possible. Use your creativity to stimulate conversations. This applies for both your in-person and virtual attendees.

While a hybrid meeting can feel intimidating, it really is one more option in a meeting planner’s toolbox to bring engaging programs and networking opportunities to the communities we serve.