Checklist for hybrid meetings
- Follow the Hybrid+ method step-by-step.
- Use the format at the right time
Hybrid meetings are meetings with participants both on-site and digitally connected. Consider how the meeting or event should be organised to best achieve its purpose. Hybrid meetings are challenging. Consider the possibility of conducting the meeting entirely digitally or entirely physically instead. However, holding a digital meeting or partially digital as a hybrid meeting, can be beneficial from a sustainability point of view.
- Choose the level of interactivity
There are different types of hybrid meetings, with different opportunities for those participating digitally to interact in the meeting. Is the physical or digital audience the priority experience? Should it be a meeting where everyone has the same opportunity, whether they are on-site or connected? Make it clear what is required, so that participants have the right expectations. Involve remote participants and create engagement through polls, quizzes and the like.
- Registration and meeting platform
Which platform is best for your meeting and which is most affordable? Is it possible to integrate the registration with the meeting platform? Invite participants to pre-meetings on the platform to create engagement.
- Inform and enthuse
Tell people in advance that the meeting will be a hybrid meeting. Also inform about the type of interactivity and engagement expected from participants. If interactivity is expected, encourage participants to get involved before the meeting, make materials available and ask for questions before the meeting.
- Planning for a studio production
What features and technology are required? Enlist the help of a technology vendor, agency or facility to customize based on need.
- Create conditions for everyone’s participation
Review common ground rules on chat, group discussions, camera off/on, etc. Always start by introducing remote participants and make it a routine to give them the floor first. Make the chat a common support. In a successful hybrid meeting, everyone participates on as equal a footing as possible. If the chat is used, it should also be open to those participating physically, by having a laptop, tablet or phone with them during the meeting.
- Create interfaces
Invite remote participants to an informal group room, preferably with a meeting facilitator to steer the small talk. Remind the face-to-face participants not to continue the meeting itself during the coffee break, or alternatively start the next part of the meeting with a debriefing. Encourage and enable participants to make new contacts. For example, have the same start and end time for everyone, but keep the chat open after the event for further networking opportunities.
- Test run
For hybrid events, double and triple checking all systems is more important than for fully digital and fully physical meetings.
In paralell, you use dramaturgy to create a content by:
- Create a “visitor trip”
- Set clear and measurable goals
- Understand your different audiences
- Decide on storytelling techniques
- Create the hybrid environment (arena landscape)
- Experience and engagement methodology
- Create the conditions for networking and networking
- Working with content and creativity