The ultimate checklist for choosing a venue for hybrid events

Hybrid events are one of the most powerful tools event organisers have to grow their businesses in 2021 and beyond. Here are six key factors to consider when selecting a venue for a hybrid event.

This content is sponsored by virtual events platform, ReAttendance.

1. Reliable and fast internet

Venues aren’t famed for high internet speeds, as networks are often shared publicly with hundreds of attendees. Ensure your venue provides a private internet network reserved solely for events hosted at the venue.

Even more importantly, make sure there is the option for wired internet. Wired internet is far more stable and reliable than WiFi, so check that your venue can supply ethernet ports to all rooms where you will be live broadcasting from.

2. Option to rehearse

When it comes to simultaneously running an in-person and online event, there needs to be equal importance and focus given to both.

In effect, you’ll be running two events at the same time. From your customer service, to your live streams and how you react to any technical issues; every element needs to be practiced and rehearsed.

Venue must be understanding of your increased rehearsal and setup times. If you have a venue host who is watching the clock for every second you’re at the venue before your event starts, you’re going to needlessly put added stress on your team throughout the process.

3. The right space for your equipment and guests

Increasing the amount of tech you need to host a hybrid event requires a rethink of your event’s space. You will need to free up space to clearly shoot your event, without affecting the enjoyment of your in-person attendees.

Everything from the framing of your stages, to making sure your attendees aren’t tripping over your additional cabling needs to be taken into account. Because of this, you need to rethink your venue’s space and determine whether or not it has the right area for you to practically host a hybrid event.

4. Adequate power supply

On the theme of planning your space properly, you also need to be very aware of how you can actually supply power to your live streaming equipment.

It’s a very simple thing that can slip under your radar but, on the day, if you can’t power your equipment, your crew is going to have additional stresses that can easily be avoided by simply understanding your space and knowing exactly how the technical side of your event is going to work.

5. Great customer service

It’s not only event attendees that require great customer service. With online events, it is more important than ever to have responsive venue hosts who can help with all your concerns, from internet outages to requests for more cabling.

Scope out your venue’s reviews and history with other events to make sure they’re going to support your team if the worst happens.

6. Security needs to be better

For a regular event, it’s normal to have a staff room or storage area where you can keep any valuables. However, when it comes to the tech responsible for live streaming your event, you can’t simply take it down and put it all back up on a whim. It’s very likely that all of your equipment is going to have to be in place for the duration of the event.

You need to be sure you can secure every single room that will contain valuable equipment to minimise your setup times, while keeping everything safe.