Skip to main content
Online / Hybrid Events

How to: hybrid and online events

By November 23, 2020#!31Fri, Dec 30, 2022 1:44:24 PM +0000Z2431#31Fri, Dec 30, 2022 1:44:24 PM +0000Z-1+00:003131+00:00202231 30pm31pm-31Fri, Dec 30, 2022 1:44 PM :24 +0000Z1+ 00:003131+00:002022312022Fri, 30 Dec 2022 13:44:24 +00004414412pmFriday=179#!31Fri, 30 Dec 2022 13:44:24 +0000Z+00:0012#December 30th, 20 22#!31Fri, 30 Dec 2022 13:44: 24 +0000Z2431#/31Fri, 30 Dec 2022 13:44:24 +0000Z-1+00:003131+00:00202231#!31Fri, 30 Dec 2022 13:44:24 +0000Z+00:0012#No Comments

Practical tips for digital events

A hybrid event combines an online event with an offline event. Hybrid and online events offer great new opportunities: you can reach a much larger audience in one go. And if you do it right, you will have a video after your event that you can use many more times. But digital events also offer new challenges. You are dependent on technology and you have to find how you can get the same interaction with your audience as with a purely physical event. How do you ensure that you get the most out of your digital event? At RDM Next you will find practical tips and support.

Online evenement

The difference between online and hybrid

In this article we distinguish between hybrid and online events, and between interactive and non-interactive events. By hybrid events we mean events where there is an online as well as a physical audience. With interactive versus non-interactive we indicate how many different speakers are speaking. By making this distinction we can make a well-considered choice in which technology we use.

Tip 1: Make sure you have good stuff

You don't have to have the newest and most expensive equipment. It is especially useful to make the right choices in what fits together well and what your crew can handle well. What you should pay attention to when choosing a camera, microphone and switching material can be found here.

Camera

In many calls you can easily use the camera of your laptop or smartphone, where the specs of smartphones often exceed those of computers. But if you present with several people at the same time, or if you need a slightly tighter image (without a double chin), you can look at good cameras with a tripod. It is useful to use at least two cameras. This way you can take close-ups and adjust the image. When purchasing, check whether the cameras provide clean HD HDMI output. This ensures that no information about your camera settings is included in the image. In addition, it is good to remember that the demands on your switching equipment quickly increase as you use more inputs.

Microphones

The number 1 annoyance during online events is the screaming children or stomping roommates of your colleagues. The first practical tip is therefore: make sure you have your earphones or headphones with a microphone at hand. This way you can assure yourself and your colleagues of perfect sound in most of your online meetings and events. Do you want to go a little bigger? Then choose directional microphones or a headset.

  • When you want to amplify several people or stream from a quiet room, it is often useful to use directional microphones or studio microphones. This way you can easily amplify multiple speakers. The disadvantage is that you are slightly less free in terms of movement.
  • If you are looking for more freedom of movement and personal amplification, you can look at headsets or lavalier microphones. We mainly use these ourselves for non-interactive events such as presentations.

Relief

Things often go well during the day, but you won't be the first to sit in the dark during his presentation. So make sure you have at least 1 good lamp. Do you want to make a slightly more beautiful image? Then take a look at three-point lighting. This setup is easy to make with your lamps at home and provides a beautiful image with more depth.

Tip 2: Get the right crew

Just having the right stuff won't get you there. Without the right crew you get a messy production. These are the crew members we distinguish. During many of our events, multiple roles are taken on by several people. [read more]

  • The host: The person who welcomes and closes people, goes through the program, indicates how participants can ask questions and handles any technical problems in a light manner. Nerves of steel, a good listening ear and a calm appearance are what you can expect from your host.
  • The director: The one who ensures that the right cameras, microphones and presentations are selected. Your director owns
  • The call master: The person who ensures that the right people are pinned and that the participants end up in the right breakout rooms
  • The chatmaster: The chatmaster answers questions from the chat, regularly asks for feedback from the audience, shares relevant links and speaker data and makes a list of quotes from the audience to share or discuss afterwards.
  • Camera crew and anglers: Questions from the audience? That means walking fast with a microphone on a stick. Do you want to adjust camera shots in between? Then someone has to keep an eye on the cameras. [/read]
Online workshop

Tip 3: Redundancy, spreading risk and redundancy

No matter how well you prepare your event, something can always go wrong. You can deal with this by keeping a number of backups on hand. Is your internet out? For example, use your phone's hotspot. If you have too large a crew, there is room for a crew member to drop out. And make sure, for example, that you have multiple speakers at your event; then it won't be as bad if one of them disappears. You can easily reduce the risks by considering the risks in advance.

Tip 4: Send clear instructions in advance

Send a clear information email with all the information participants need with:

  • The date and time of the event
  • The link to the meeting or stream
  • Explanation that participants can prepare themselves
  • Explanation of what is expected of participants during the meeting
  • Explanation of what participants can do if things go wrong

View the email that Nadiah sends for each boardroom game here:

Hi!

Great that you are participating in the Cyber Security workshop “The Boardroom Game” on Tuesday, February 27 at 1:00 PM! Here is the email with all the information. In the appendix you will find the materials you will need during the workshop. You can print this or keep it on a tablet next to your laptop. During the workshop, everyone is assigned a role. You will then receive a password with which you can open your role card that is included in the attachment. If you have any questions about your package, you can email ***@*** or call Nadiah at 06-********

During the game

  • Always use your own (first) name. Make sure you have yourself on mute and unmute when you want to ask a question or chat.
  • Check whether notifications from your laptop are turned off so that when you receive an email, this notification is not heard by everyone.
  • Always keep smiling, even if you don't win!

Just testing
Many of us are now used to our webcams, but it certainly can't hurt to test it out. For those who would like to do this: facilitator Wilrik will be present in the Zoom meeting 10 minutes before the workshop starts, so you can already call in to test your image and sound. Tip: close all programs you don't need and use Google Chrome or FireFox.

Got it, let's start!

You can dial into the Zoom meeting via the link in the agenda request. We start with a short central welcome and then start with the Kahoot challenge to test your knowledge. We do this through videos and questions. The challenge contains essential information that you can use during the game. Tip: the faster you answer a question correctly, the higher your score! After the challenge it's game time. The password to open your role is ******

Read the FAQ below, do you have any further questions? Let us know!

FAQ:

Why Zoom?

Zoom has been in the news a lot lately about the issues the platform has with regard to security. Yet we use this platform in this security game. Why? Because safety is not always the most important and only factor in the decision whether or not to use something: if that were the case, we would have to block all USB ports in computers. Yet we don't do that: it is useful to be able to put a file on a USB stick every now and then. Security is always about the trade-off between safety and ease of use.

The content of the game is not confidential: the conversations are about a fictional case and therefore the confidentiality of the data is not at risk. At the same time, Zoom offers the best user experience and the platform has a number of features that make it the ideal platform for this application. We do recommend that you use the web-based client and not install the program on your computer. This prevents you from accidentally sharing data with Zoom developers.

What should I do if my connection drops? You can join the meeting again, if this doesn't work: call!

What should I do with the information package I received after the workshop? Once you have absorbed all the information, you can recycle the package, compost it, or use it as scrap paper.

Do I need to have my camera on? Yes, this is the easiest to discuss. Please turn off your sound when we meet centrally. Smile at the bird!

Are you going to hack my computer during this workshop? Yes, you can throw away your computer after the workshop. 😉

What will the weather be like next year? Unfortunately, we cannot hack Buienradar yet. TB.

Good luck, may the best team win!

Nadiah

Tip 5: Map out the route

This is especially true for interactive events: As a facilitator, it is more difficult to check whether participants understand what you mean than during a physical session. This means that you have to outline the framework of your creative session even more clearly. For example, by providing a graphic overview of the program, with clearly formulated questions and a clear beginning and end. Our tip: use a tool like Miro, AWW, Mural or our favorite Ideaflip and prepare everything in advance. For example:

 

 

If your event is not interactive, it is of course still wise to go through the planning and mention the end time. Then the participants know where they stand.

Tip 6: Look for interaction

Interaction ensures that your audience becomes more involved in your story. The rule of thumb that you may have heard before is that you should seek interaction about every five minutes during a presentation. Think of fun quiz questions and polls that relate to the topic you have just covered. This way you ensure that people better understand what you are saying.

Hybride evenement in Rotterdam

Tip 7: Start a little too late

Many people these days have multiple online events and meetings in one day. There is not always a break planned between calls. If their previous call is a little late, they will be late for your event. In addition, it is always a hassle to find the right link and give the right permissions. The solution: Start five to ten minutes later. Be sure to turn on a waiting screen so that participants know what to expect.

Tip 8: Finish too early

By planning well you combine a few advantages. You have room to extend your schedule and you have more room for any questions and feedback. Unfortunately, it happens too often that participants cannot experience the end because of a subsequent meeting. The solution: plan your ending a little earlier for yourself.

The tips in this article are the lessons we have learned from more than 60 online and hybrid workshops, presentations and other events we have done in the past six months. Are we missing something that really should be included? Let us know via info@rdmnext.nl!

[ps2id id='here' target=”/]

Organizing an event yourself?

Leave your details and we will contact you.

Secured By miniOrange