Harry Prince, creative content manager at Spacehuntr provides some top tips for venue sourcing hybrid event spaces
We’ve all been yearning for something more normal. And slowly but surely, we’re going to enjoy in-person events just like before.
But not quite like before. A majority of event planners (71% according to one survey) plan to continue with hybrid optimisation when physical events return to ‘normal’.
Today’s lesson is in service of this new event planning landscape: eight things you should speak to your venue about when considering hiring a hybrid event space.
The Internet connection
This is your first question because, put simply, without strong Wifi, hybrid events don’t happen.
But here’s the thing, every venue comes with standard Wifi these days. To pull this off, you’re going to need a venue with a minimum of 10GB of streaming speed with low latency.
This is an important question, but it’s not a deal-breaker. You can always hire gear externally. You might not need all that much, but here are the bare minimum essentials:
- Multiple cameras
The power supply
The next thing you need for all this equipment is power.
A single socket for all this won’t be enough. Does the venue have extension leads so that you can move your equipment about freely?
Does the venue have a backup power supply? Because all event planners should respect and fear Murphy’s Law: anything that can go wrong will go wrong.
So most venues will advertise their maximum capacity. But you need to enquire further about hybrid events because your crew and equipment will take up space. So how will this impact the capacity?
You might also want to check how large the entrance ways are because you need to fit your equipment and installations through. No use finding that out on the day. That could be a literal disaster.
The in-house support
If you hire a built-for-purpose studio or bring your own production crew, you can forget this question. But if you’re reliant on your venue supplying people to run your live streams and so on, this is definitely something you need to know.
Practice makes perfect
There’s a lot to be said for doing things on the hoof. Spontaneity has its place. But with so many moving parts and potentially restless guests. Repetition is key. So you need to ask, will your venue give you the additional time needed to come in early, set up, and do practice runs?
Even before Covid, the days of big buffet services had gone out of fashion in the catering industry. Nowadays, people like fast-casual boxed meals that are eco-friendly.
Ask your venue if they can provide catering and what kind they can offer. Or, if you have your eye on a private caterer, will they accommodate external catering?
Furthermore, where can your guests eat at the venue? Social distancing will remain key so is there plenty of space and can guests eat in breakout rooms, dining rooms or on outside terraces?
Finally, we were all taught not to judge a book by its cover, but let’s be honest. We all do it.
Happily enough for you, there is no set style for hybrid venues. This means you have complete freedom to choose a venue of any style you like. Let the style of your company, the nature of your event and your budget take the lead.
So there you have it. 8 Questions to ask when choosing a venue for hybrid events. If you have any other questions or ideas of your own, we’d love to hear them.