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Internal Hybrid Events

The Way Out in the Coronavirus Times

What’s an Internal Event?

Organizations that have meetings regularly for their network of clients and staff may use Internal Hybrid event format. These events work well for companies that have an audience abroad and are limited by travel restrictions. Generally internal events could be in the form of corporate summits, stockholder meetings, and product launch among others. This can be achieved when companies use platforms like Microsoft Teams alongside Microsoft Stream. As part of your event planning, you can use this kind of technology mix to host clients and staff from far away, including foreign countries. The coronavirus pandemic has made this form of conferencing a new normal. And chances are there will be such situations in future where virtual events will be the only option, plus this has been proving to be cost effective. 

What’s a Hybrid Event?

Hybrid events are those that combine both distant and in person experiences. This combination will truly be a vital part of the new normal in the events industry. In this article, we will discuss the basics of an internal hybrid event and how you can adapt it in the Coronavirus era. 

What’s Internal Hybrid Event?

Internal hybrid events are programs held to benefit a company's internal staff including clients and partner employees and leadership. For most companies that have a large footprint and dispersed operations, it is almost impossible to get all the internal stakeholders in the same room for a meeting. It is in such situations where internal hybrid events come into play. Internal Hybrid Events can happen where key internal staff get together while practicing social distancing and have remote virtual conferencing for all others. 

Key Elements of Internal Hybrid Events

One of the common myths regarding internal hybrid events is that all you need to host it is a virtual streaming provider. A good and successful internal hybrid event needs almost the same features and elements as an onsite meeting. Here are some of the elements that will make your event successful. 

Engaging Content

This is probably the most important element in your internal hybrid event. Not only do the in-person attendees have to be fully engaged but all those attending it virtually. They should be involved throughout the event. It is important to ensure that your system is ready to transmit the presentations and meeting content in an entertaining and engaging way. This would include things like professional graphics, videos, audio clips, proper lighting, real-time feedback, and professional multi-camera multi-source switching.    

Marketing Strategy

An internal hybrid event involves both virtual and in-person attendees, much of the world being in lockdown mode it’s difficult to show that you are still conducting business. As the host company offering a Hybrid Internal Event gives you an opportunity to attract prospective clients, investors, or future employees, meaning that it is very important to market your event to those outside the internal group. While generally internal events are communicated to a private list, you can still show outside prospects that you are active and doing well. You can do so through creating a website that displays all the event's information, send emails, and share on all your marketing channels but point out that that it’s a private event. This way, you can attract a record number of attendees that otherwise would think that you may be closed or operating at a minimal level and not participate. 

Registration

Your internal hybrid event's registration should be as simple as in-person registration. You can create a branded event registration web page that aligns with your company's branding and include a summary of event, there should be enough details to allow for sign-up and participation of your allowed attendees. This ensures that all prospective attendees easily find the details and register, since you changed how you do events with Hybrid Internal Event. You can create custom registration paths for prospective attendees so they can sign up with ease. Always follow up those that failed to register and ensure they do – people will need extra encouragement during these though times! 

Appointment Scheduling

It can be challenging to schedule meetings especially when some of the attendees are participating virtually and others in person. Use a scheduling tool to regulate one on one, smaller group meetings and appointments that allows for links to virtual meeting and limits others from joining in without an invitation. 

Of course, this goes without saying that the above is only to highlight the changes you will need to make beyond your normal event planning. You can always Contact us at EventDone and let us help out with all the technical aspect of your virtual event, we know Events and Technology - Talk to us!

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