Expert Advice for Hosting a Successful Hybrid Zoom Event

Demand for face-to-face events may be increasing, but at the same time, virtual and hybrid experiences are still in high demand. The main benefit of these events is not only that they are inexpensive compared to traditional conference venues, but they also allow event marketers to reach a much wider audience than would be possible within the four walls of a traditional conference venue.

The first thing you will probably do think is “Count me in!” However, if you’re new to hybrid events and don’t know where to start, read on for some expert advice on how to get started developing your own hybrid events strategy. Virtual Events Manager at Cooley LLP, one of the largest law firms in the world, Savannah Fairbank was kind enough to share with us some insights into her own experience hosting hybrid events over the years and some tips on how to make your Audiences can engage during your events.

How has the pandemic changed your approach to events?

A Cooley representative sponsors, speaks at, or participates in more than 900 events each year, including educational events, conferences, and educational events, all of which are part of Cooley’s commitment. Before COVID-19, we had experience with online events and had used Zoom webinars and Zoom meetings to run them instructive Content for customers over the Internet. It was only in 2020 that we transitioned our entire event offering from physical to virtual, going headlong to offering only virtual programs.

How did you come to host your first hybrid event?

I was looking for a way that we could add, at least in some way, a virtual component to our event experience that would be comparable to the on-site component we use for our on-the-ground events. To host this two-day hybrid conference, the Berkeley Forum on Corporate Governance, we used Zoom Events and partnered with the Berkeley Center for Law and Business to host the event. In addition to planning and executing the virtual part of the event, we also planned and executed a live part of the event floor, the was our first foray into hybrid events.

In your opinion, what are the advantages of a hybrid event?

In order to reach as many people as possible, we choose the virtual version. During the Berkeley event, we had a majority of attendees who were local. We could also send out invitations in multiples greater List of invitees as both Cooley and Berkeley were able to offer a virtual component in addition to an in-person event. Adding this virtual component to the event is in no way comparable to adding the conventional component component since it will ultimately lead to a tripling of the number of people who will end up attending the event.

How do you approach the virtual audience differently than the in-person participants?

A need arises that I have the ability to somehow communicate the energy or feel of a physical event by somehow translating it into a virtual format. It is possible for a virtual audience to interact with a panelist as if they were present in a room full of 100 people, but if they were not present in a room full of 100 people, it would have to be arranged so that the virtual audience was able to interact with an on-site speaker in a natural and seamless manner. As you may already know, the last thing we want is for our members to roll their eyes when a screen doesn’t while working We’re trying to ask you a question.

What if some participants are more tech-savvy than others?

My main concern is to make sure that people who aren’t very tech savvy know how to log into the system or use the information displayed; generally making sure they are able to make sense of what they see. When I plan an event, I always think about how I can make it as comfortable as possible for someone who has a high level of concern for the use of technology to participate in the event. The reason we consistently receive positive feedback regarding Zoom’s ease of use from both presenters and attendees is because all Cooley offices use Zoom, and we currently do use Zoom technology across the enterprise. As a result of our hybrid event, we’ve had quite a bit of positive feedback from a number of people about how easy Zoom Events has been use and how seamlessly it is integrated, even for non-technical people.

What role does technology play in engaging these audiences?

If the AV component isn’t working, it doesn’t matter how much time and effort we put into planning, how much we put into it at the end of the day. The virtual event must use the exact same video feed as the in-person audience view, not some weird amalgamation of what’s happening in the real event and what’s being shown in the virtual event.

To ensure the hybrid event was a success, the Cooley events team were very active on site making sure everything was in order. The virtual piece was edited by Zoom’s Events Services team as it was impossible for us to be online and offline at the same time. Her team defined the start and end of the sessions and helped us build the backend for the virtual piece.

What role does branding play in virtual or hybrid events?

The way our brand is represented and expressed is something we always think about and there isn’t a moment that we ignore it. If we’re planning an in-person event, I know what the branding will be and what our options are. Having seen the stage before, I am familiar with the agenda, lighting and stage appearance. We worked closely with Zoom Events to ensure that the branding on our hybrid event premises closely matched that of Zoom Events. As one of the first steps in creating our virtual event, we had to think about how to make it look like Cooley, but over Zoom. Since Cooley uses Zoom and our offices are integrated with Zoom Rooms, this was one important concept to consider.

What advice do you have for speakers or others presenting at a hybrid event?

When speakers engage their audience in a natural and natural way, they are more likely to engage their audience with their content when interacting with those in front of them to engage their audience. It is important to remember that you must be speaking to two different listeners at the same time. There are 600 more on the internet people watching what are you doing. When greeting people or referring to attendees, make sure you address the audience a little bit more and make sure you always know where the camera is when you speak.

It is exactly like that important to look at the event from the point of view of both the participants and the speakers. A person who is not well versed in the technology they are using Is will be able to show this in theirs presentation if necessary They don’t trust the technology they use. To make sure the speakers are comfortable when speaking online it is a Good Idea to have dress rehearsals and walkthroughs before the event.

Do you think your events will always have some kind of virtual component in the future?

The possibility of introducing a virtual component is certainly often discussed here days while it was in the past not necessarily taken into account unless there are very strong reasons for doing so, in which case they would not necessarily be taken into account. We are currently ready to offer something virtually in 80% of the cases cases and it is always on the table right now, so it will always stay on the table.

InterrupttnNew markets with Zoom innovation

Read our full article on how Zoom is sustaining Cooley’s reputation as a technological disruptor platform to Learn more about how it works. Our virtual event platform, Zoom Events, can help you host a virtual or hybrid event with ease, so contact us today for a 1:1 demonstration of what the platform can do for you.

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