A hybrid gala combines physical and virtual presence. Good preparation is essential to ensure that the event runs smoothly and that everyone enjoys a high quality atmosphere. Here are a few useful tips to help you organize your event so that participants enjoy the benefits of both a face-to-face meeting and a digital one. Here are a few useful tips.

Define objectives and draw up a plan

Defining your objectives is step number 1 in your organization. This will then enable you to draw up a plan. One tip is to create a checklist to fill in as ideas come to mind.

Here are a few essential elements to consider when organizing a hybrid gala:

• The message to be conveyed: this is the very heart of your event.
• The theme: it must correspond to the event and arouse the interest of potential participants.
• Registration management: define in advance the steps to follow to participate.
• The purpose of the event: this could be fundraising or awareness-raising.
• The number of participants: it's important to define a maximum and minimum number of participants.
• Communication strategies: define the channels to be used, including social networks, the press and e-mailing.

Define material and human requirements

The next step is to define the requirements before and during the hybrid gala. In particular, this is the time to concoct the program for the event, including the activities that are essential to maintain a good atmosphere.

These require both material and human resources. You'll need staff to provide service during the gala. You can assign different tasks, always keeping a checklist.

As far as the equipment you need is concerned, you have the choice of renting, borrowing or buying it.

Satisfying the whole audience

The expectations of participants who are physically present and those who attend the event virtually are not the same. This is one of the major challenges in organizing a hybrid gala: it's imperative to satisfy the entire audience.

Face-to-face participants are likely to be the most demanding, since they have chosen to attend the event directly. They are one of the easiest audiences to reach, since you have their attention.

Make sure you maintain this attention by hiring professionals to provide entertainment with a show, skits or magic tricks.

The needs of virtual attendees are a little more complex. Some of them may be attending the gala while engaged in another activity. In this case, you'll need to interact with virtual participants, to keep them interested until the end. Offer remote games, polls or quizzes.

Call on SYNC Productions to help you organize your hybrid gala

Are you planning a hybrid gala? Let us take care of the preparations for your event. We can provide the equipment you need. We can also dispatch a team of technicians to supervise the various activities. We'll take care of everything.