Hybrid Conferences as ways to Connect and Share Expertise

This is the view at the Nebraska Innovation Campus Convention Center control room during the ROI of Why Conference.

I have not kept a record of the conferences I’ve attended over the years, but I do have a long list of people I’ve met and experiences I gained. I’ve attended educational conferences, business conferences, religious conferences and even some personal growth conferences. Over the years I’ve observed how the nature of conferences has changed suggesting new ways of meeting that lie ahead. One such change happened in the early 80’s as satellite video connections became possible. Today’s Web connections promise even greater changes.

Seeking increased reach and attendance with greater flexibility and reduced costs, many conferences are now offering a blend of in — person and virtual attendance. Hybrid evens are becoming an essential part of the events landscape offering huge rewards for organizations and convention centers that have the technical facilities and capability to produce them.

The connections and experiences I gained at a couple of recent conferences suggest some of the changes that I see not just in the immediate future, but over a long term of gatherings.

Lincoln Chamber President Jason Ball reached an international audience when he presented at the ROI of Why Conference.

Earlier this year, for example, I attended the “ROI of Why” conference. It was focused on gathering a group of driven and forward-thinking minds seeking transformation through business. What impressed me, as I sat in the audience here in Lincoln, Nebraska, was that not only were there 200 of us benefitting from the presentations and interactions, there were another 300 attending virtually in 40 different countries. Those of us attending in person not only had the benefit of the live presentations, but in some of the breakout sessions we could interact with the remote participants.

There are good reasons to produce hybrid events. Some attendees may not be able to or want to travel. Organizations that typically pay for staff to attend may have limited budgets. And, it is possible to produce an event with a global reach at some of the smaller yet better equipped convention facilities, including the convention center we’re planning here in Lincoln.

John Hewko, General Secretary of Rotary Internantional, addressed a general session at the 2022 Rotary Internatnional Convention. There were 10,000 in the live audience and another 5,000 watching virtually in over 100 countries.

In 2022 I attended an international Rotary convention in the George R. Brown Convention Center in Houston. This facility was designed primarily for in-person attendance, and it covers nearly 2 million square feet. Typically international Rotary events have 30,000 and more in attendance. Because of the lingering impact of the Covid pandemic, only 10,000 were in attendance in person. When the Rotary International Convention was planned, they anticipated a much larger crowd. Due to the concern many had about travel, Rotary used streamed video, so another 5,000 could take part online. While convention planners did their best to stream the main presentations and a few of the breakout sessions, the Houston Convention Center wasn’t equipped to adequately produce a hybrid event.

Lingering concern about the Covid virus kept thousands away from the 2022 Rotary International Convention, and many of those attending in person were cautious about being in public.

Success with hybrid events is much more than streaming video. Conference planners should focus on making sure the experience is equally engaging for both groups. Speakers should be helped as they prepare their messages so they are engaging in person and online. It’s more challenging to market a hybrid event but when you do, there’s a good chance you’ll reach more people with the content. Registration should offer either in-person or online, or perhaps even a combination. And, to facilitate those opportunities for attendees to connect, conference planners should seek to incorporate ways to facilitate those connections.

Lincoln, Nebraska is poised to be on the leading hybrid edge as we build our new convention center. With the right design and technology coupled with a broader planning process we can set an example and be a leader as conferences and conventions become more engaging. As a result, we’ll be equipped to plan evens with dual experiences for those in-person and those online.

NOTE: An article by Hope Salvatori of Cvent provides some excellent insight into the future of hybrid events. This link will take you to that article.