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May 19, 2022
The venue you choose plays a very important role in the success of your hybrid event. Making sure that you have all the elements, details, space and other considerations can make or break your hybrid event. Hosting a hybrid event requires a level of partnership with your venue to guarantee that the virtual component and the in-person component go smoothly.
Below are some of the elements you should consider when choosing a venue for your hybrid event.
Work Out Your Event Details
Before you start looking for your event venue, you need to plan out all of the details of your event. This can include:
- How many attendees you are expecting
- What elements you will need
- How much space you will need for your event
- The number of sponsors that will be in-person
- If you are using a virtual for your virtual component
Venue Space and Layout
As we stated, verifying how much space you need for your hybrid event should be top of mind. The worst feeling is getting to your event day and realizing there isn’t enough space. Doing a double check on how many attendees and sponsors you will have will help you check for how many people a venue holds. Keep in mind, that with safety protocols with covid, venues may have a lower occupancy rate compared to what they usually have.
Also strongly consider the technical parts for your event. Stages for speakers, lighting, high-quality sound, and strong wifi for broadcasting to your virtual audience. This also includes your audiovisual team and equipment since they will need space to run all of these elements for you!
Consider the space needed for sponsor booths, exhibit spaces, dining areas and any other elements that you may have planned for your hybrid event!
When creating the virtual side of your hybrid event, consider both the 3D and 2D options. We won’t get into those here, but you can read more about 3D and 2D events in our post 3D Versus 2D Events: Choosing The Virtual Side Of Your Hybrid Event. If you are looking to create a virtual venue for the virtual component of your hybrid event, read our post on Virtual Venue Ideas For Your Next Event.
Health & Safety Considerations
Health and safety should always be considered during an event. But in 2022, there is definitely higher expectations for venues and events to have the precautions needed when it comes to health and safety, for good reason!
Prioritizing hygiene and cleaning practices with in-person attendees should be considered when talking to and looking at venues for your hybrid event. Confirm with your venue the policies, procedures, cleaning practices and food and beverage safety measurements so that you are aware, and your attendees are aware that your event is a safe environment. Also, when an attendee may have a concern about the venue or safety, you have the correct answers!
Accessibility
Whether you are planning a 600-person conference or a small meeting, accessibility should be considered to ensure everyone has a great experience! Ensure that your venue has all, if not most, of these options available to your in-person attendees:
- Easy access in and out of the venue
- Available parking for every attendee
- Wheelchair accessible areas
- Non-alcoholic drink options
- Vegan and vegetarian options
- Ensure there is plenty of aisle space
Always make sure you have the number of staff working needed so they can help attendees with whatever needs they may have the day of.
Read more about creating event accessibility in our post How To Make Your Event More Accessible
As we said earlier, the venue you choose for your hybrid event is crucial to the success of your hybrid event. Creating a checklist before you visit or talk to your potential event venues will help you make sure you are hitting all of the points you need for your hybrid event. While creating your checklist, make sure to read our post The Event Planning Checklist You Might Have Missed and add to it!
Start Planning Your Next Experience!
Talk to our team to learn more about these options, or visit our Virtual Venues page for more options. Start planning your virtual event! Contact us today or request a demo of our virtual platform.
