Do you want to impress your guests by providing them with the best ever hybrid event experience in Singapore? Agreed, it is a challenging task but still possible with choosing the right event venue.
Firstly you need to pen down the to-do list for conducting a hybrid event in Singapore and later on, you can work on other things. It includes choosing the right help (event company or organizers) to decide on the best event venue.
Well, in this write up we have listed some of the major tips that would be helpful in selecting the right venue for conducting a successful event. Have a look!
Key Points To Consider When Choosing Hybrid Event Venue
1. The Capacity Of The Venue
For a successful event first, you need to have a clear idea of the headcount of your guests. There are a few questions that should be answered:
- What is the total count you are expecting?
- How many crew members or employees will be there in the venue?
Once you know these two things it will be easier to manage the furniture/equipment placement, seating arrangement, social distancing measures, and crowd.
Now, check out the seating capacity of the venue you have decided to conduct a hybrid event. It should be comfortable and spacious enough.
We would highly suggest meeting the venue provider and discussing social distancing norms with them. Also, ask them to set a capacity limit inside the venue. Also, check where they will place the live streaming equipment because you have a virtual audience too.
No doubt, these events provide an opportunity to reduce the number of in-person attendees but make the task more tedious. It is because you need to impress virtual as well as in-person guests.
2. Consider Internet Connectivity
A hybrid event demands great internet connectivity to serve the best experience for the audience.
No attendees will like your unique and luxurious event venue if they are not getting clear audio or video quality. Super slow internet connectivity can affect the audience experience.
Believe it or not, a strong internet connection is very important to conduct a successful event. Neither audience nor speakers like interruptions because of poor internet connectivity during live sessions. So, to avoid a bad experience among a virtual audience, check out the internet connection in the venue.
We would highly recommend testing the connectivity of the event venue before finalizing a deal. You must choose a location with stable and high-speed internet. Furthermore, run a speed test a day before your event. It would be great if you have a plan B. For example, if during an event you face a connectivity problem then it’s great to have backup internet connectivity.
3. Accessibility Of Location And Traffic Situation
If it’s a hybrid event then there will be some in-person attendees as well as suppliers. So, the location of the venue should be accessible. Moreover, there should be accessible public transportation facilities available. Also, consider the travel restrictions by the local government of the location.
Furthermore, review the traffic situation and ensure the area is not congested on your event day. The heavy traffic situation could be a major issue for suppliers which will affect your reputation also.
4. High-Quality Live Streaming Equipment
Before you pay advance to the venue provider, check out their equipment. You will be needing high-quality audio and video equipment. It includes a camera setup, lighting, mic, and other things.
Ask the venue owner a few questions:
- What equipment are they going to provide?
- What is the quality of the video camera?
- How many mics and cameras will they give?
- What will be the lighting arrangements?
- Do they have a technical team to manage any problems?
Don’t rush to purchase or rent tools if the venue providers can offer them to you. Further renting additional devices will cost you more including transport, logistics, and installation price.
Have a quick check whether the venue consists of a sound device, a tripod setup, and an appropriate space for storing and setting up your device or equipment.
5. In-House Technical Support
Moving towards the most important element, you need to conduct a hybrid event in Singapore “technical support team.”
You will need a technical support team during the event. They will make sure that if there are any issues in a running event they would be solved easily. If you outsource an expert team then they might charge a high amount. That is why it’s better to look for a venue with an in-house tech support team.
As the demand for these events is increasing so some of the venue providers already have a technical team. It will be great to have an in-house team that will handle other essential aspects rather than technical issues.
6. Check the Power Source Of The Event Venue
As you already know that hosting a hybrid event will require more electronic equipment during as well as before the program. With a speedy internet connection, ensure the venue you have chosen has power outlets for every type of equipment. Also, if you have hired an event company then ask them to confirm whether there is a backup power source for issues.
Remember, there would be some basic devices and appliances such as smartphone chargers. So, you need ample power sources in the event venue.
7. Confirm Health & Safety Protocols
Since the pandemic has hit us hard, it’s normal for people to stay concerned about their health. Most of the attendees feel unsafe attending in-person events, which is why you need to follow health and safety protocols.
You need to win the trust and heart of your attendees by ensuring they follow social distancing measures. It consists of seating arrangements as per capacity, mandatory masks, vaccination certificate requirements, temperature checks, strict disinfection measures, and packaged meals.
Additionally, ask your event company to check with venue providers whether they have an outdoor setup. It would be a great option that will ensure your guests about the strict arrangements regarding safety protocols.
Conclusion
There are more things that need to be considered in a hybrid event in Singapore. It comprises catering, good communication skills (speakers), great aesthetics, customer service, and relationship.
We hope you have found this guide helpful. Now you can choose the right event venue for a hybrid event. Consider all the above-listed points for making the right decisions.
All the best!
