Ep 143 Hosting Hybrid Events ft. Jillian Smith

Have you ever spoken at or attended a hybrid event yet? If you haven't, I'm willing to bet you will soon. After 2020, the way we deliver our message from the stage and receive it as an audience member has changed — and will continue to do so. If we really want to do our best to show up and serve our audience, we've really got to understand what goes into a virtual or hybrid event experience.

If you're not sure what a hybrid event is, it means an event that's a blend of in-person and virtual. There may be a smaller crowd at the in-person event, or just the speakers are together in a production studio. The rest of the audience is watching through streaming services or via tools like Zoom.

On today's episode, I have brought in a very special guest to pull back the curtain and show us exactly what it's like to speak at or host a hybrid event, and why you shouldn't be intimidated by them.

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Resources mentioned in this episode:

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One Touch Events LLC
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What goes into producing a hybrid event?

Jillian Smith is the Owner & Creative Director of OneTouch Events LLC, an award-winning event planning firm that focuses on a concierge-level client and guest experience. Specializing in large-scale social events and brand-building conferences, workshops & retreats, Jillian's team’s approach to event planning is simple and streamlined processes to offer organizers' some amazing ROI.

During our chat, she shares her insights into what events are going to look like through 2022 (sorry, no 3,000+ person events still), and where we should be looking to see how the tides shift. Jillian also explains what a hybrid model allows businesses to do that they couldn't do before — remain adaptable in the face of things we can't control (like a pandemic).

Aren't virtual events less impactful?

The first thing Jillian and I talk about are what a hybrid event is, and how organizers and even speakers can make a virtual option feel just as appealing as an in-person event.

When you purchase a pass to a virtual event, what's your initial thought? "This isn't going to be as impactful as in person, but maybe I can take something away from it." We've all had those thoughts, and if you're considering speaking at a virtual event, you're probably wondering, "How can I make sure the virtual audience gets as much transformation as they would in person?"

Jillian shared that part of overcoming this objection is in setting the tone at the very start — especially if you're the one hosting the event. Rather than discounting tickets because it's a virtual event, consider keeping the virtual event cost the same as the in-person cost. Then, the audience changes their mindset: "If this is the same price, I need to show up the way I would have showed up if I were there in person." Then, that means more engaged audiences and more transformation for everyone attending — whether online or in-person. That benefits both speakers and event organizers.

Engaging both audiences at a hybrid event

When it comes to hybrid events, think about standing on stage, talking to your audiences — people who are there in real life, and those who are at home on their computers. You have to talk to both, and Jillian admits this is where most speakers get overwhelmed.

The key here is to give both audiences space for transformation. You need to pause, give them time because sometimes there's a delay; it's just the nature of the internet. This is a new muscle memory that speakers will need to develop, as they speak to two audiences in two different locations.

Jillian also recommends allowing time for Q&A. At in-person events, you're looking at a Q&A in person where you can physically run a mic, or have a mic stand, or have curated questions on cards. But how are the Q&As working online? Is it in chat? Is there a virtual ticket system, or support team? Jillian gives so many tips on how to make a hybrid speaking engagement work for both the audience and the speaker, so make sure you tune it to the full interview.

Focus on the content

Worried about presenting or hosting a hybrid event? Jillian's recommendation is to be fully engaged with the content that you want to present and use tech to your advantage. You want your presentation to look beautiful and translate well across in-person screens and smaller laptops.

Audio is also another consideration, one for the production team most likely. But you want to make sure that if there is additional audio for your presentation, that you consider how it translates in-person and online. Before hosting a hybrid event, Jillian's best tip is to talk with an audiovisual representative and speak in very plain terms. Make sure to include what kind of event you want to host (online or hybrid), where it will take place, etc. And if all else fails, and you have the budget, invest in an event planner that knows how to host successful hybrid events.

SUPPORT AND COMMUNITY AS YOU ELEVATE YOUR SPEAKING

Have you been toying with the idea of hosting a hybrid or virtual event? Are you wondering if these speaking engagements are right for you? What you need is a space to ask questions and connect with other hosts and speakers who have the same questions.

Join our free speaker community if you're ready to link arms with others who are working toward crafting presentations and host events that make an impact and help their business. A little extra accountability never hurts anyone, and that's what you'll find inside the Speak to Scale Community!

If you're not already a member of the academy, we'd love to invite you to apply to join The Speaking Strategy Academy. You'll get instant access to our A-Z speaking training system with video lessons, transcripts, scripts, templates, and more.... access to our live group coaching calls, personalized 1:1 feedback on your work from me, and an opportunity to present your work live in front of our community for hot seat coaching and feedback. What are you waiting for, friend? Apply today!

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