Hybrid Event Planning Best Practices

Are your presentations falling flat? Here’s how to master presenting in every setting. We now have to master 3 Worlds of Presentations: Virtual - hybrid - in person. Here’s all you need to know: Virtual Presentations 1. Boost your gravitas: In virtual settings, the presenter looks like everyone else. Inject energy with your voice and passion. 2. Raise your hands. They need to be chest-height to be visible. 3. Leverage chat & polls: Use chat features to encourage questions and feedback. Incorporate polls to engage your audience and gather real-time insights. 4. Ace the tech set-up: Lighting & sound matter. Familiarize yourself with the platform's tools (screen sharing, breakout rooms) before. Hybrid Presentations 1. Avoid two-class audience: Address both groups regularly to create inclusivity. 2. No hiding: Ask the remote group to have their cameras on. 3. Use Dual Screens: Set up a dual-screen layout where you can see both your slides and the audience. This helps you maintain eye contact and engage with both groups effectively. 4. Test Audio/Visual Equipment: Ensure all equipment works well in both environments. In-Person Presentations 1. Read the Room: Pay attention to body language and facial expressions to gauge audience engagement. Adjust your tone or pacing accordingly. 2. Utilize Movement: Move around the stage or room to create a dynamic presence. This helps to draw attention and energize the audience. 3. Encourage Interaction: Foster an interactive atmosphere by inviting questions and facilitating discussions throughout your presentation. 4. Avoid Death by Powerpoint: Resist the temptation to read from your slides. Slides are for the audience. No matter the setting, the key to a successful presentation is connecting with your audience. By tailoring your approach to each format, you can enhance engagement and leave a lasting impression. ♻ Please share to help your network and follow me Oliver Aust for daily tips on leadership communication.

Hybrid Meetings ≠ Inclusive Meetings. I’ve lived it - and here’s 5 practical tips to ensure everyone has a voice, regardless of location. I spent more than 10,000 hours in hybrid meetings while as a remote leader for The Clorox Company. I was often the 𝘰𝘯𝘭𝘺 remote attendee - while the rest of the group sat together in a conference room at HQ. Here’s what I learned the hard way: 𝗠𝗲𝗲𝘁𝗶𝗻𝗴𝘀 𝗱𝗼𝗻’𝘁 𝗷𝘂𝘀𝘁 𝗺𝗼𝘃𝗲 𝘄𝗼𝗿𝗸 𝗳𝗼𝗿𝘄𝗮𝗿𝗱, 𝘁𝗵𝗲𝘆 𝘀𝗵𝗮𝗽𝗲 𝘁𝗲𝗮𝗺 𝗰𝘂𝗹𝘁𝘂𝗿𝗲... ...by showing who gets heard, who feels seen, and who gets left out. If you're leading a distributed or hybrid team, how you structure your meetings sends a loud message about what (and who) matters. 𝟱 𝘁𝗶𝗽𝘀 𝗳𝗼𝗿 𝗱𝗲𝘀𝗶𝗴𝗻𝗶𝗻𝗴 𝗺𝗼𝗿𝗲 𝗲𝗳𝗳𝗲𝗰𝘁𝗶𝘃𝗲 𝗮𝗻𝗱 𝗶𝗻𝗰𝗹𝘂𝘀𝗶𝘃𝗲 𝗵𝘆𝗯𝗿𝗶𝗱 𝗺𝗲𝗲𝘁𝗶𝗻𝗴𝘀: 1️⃣ 𝗗𝗲𝘀𝗶𝗴𝗻𝗮𝘁𝗲 𝗮 𝘀𝘁𝗿𝗼𝗻𝗴 𝗳𝗮𝗰𝗶𝗹𝗶𝘁𝗮𝘁𝗼𝗿 – who will actively combat distance bias and invite input from all meeting members 2️⃣ 𝗔𝘀𝘀𝗶𝗴𝗻 𝗮 𝗽𝗿𝗼𝗱𝘂𝗰𝗲𝗿 – to monitor the chat and the raised hands, to launch polls and to free up the facilitator to focus on the flow 3️⃣ 𝗘𝘃𝗲𝗿𝘆𝗼𝗻𝗲 𝗹𝗼𝗴 𝗶𝗻 - so that there is equal access to the chat, polls, and reactions 4️⃣ 𝗕𝘂𝗱𝗱𝘆 𝘀𝘆𝘀𝘁𝗲𝗺 – pair remote team members with in-room allies to help make space in the conversation and ensure they can see and hear everything 5️⃣ 𝗣𝗿𝗲𝗽 𝗮 𝗯𝗮𝗰𝗸𝘂𝗽 𝗽𝗹𝗮𝗻 – be ready with a Plan B for audio, video, or connectivity issues in the room 𝘞𝘢𝘯𝘵 𝘵𝘰 𝘵𝘢𝘬𝘦 𝘵𝘩𝘪𝘴 𝘦𝘷𝘦𝘯 𝘧𝘶𝘳𝘵𝘩𝘦𝘳? 𝗧𝗿𝘆 𝗮 𝗗𝗶𝗴𝗶𝘁𝗮𝗹-𝗙𝗶𝗿𝘀𝘁 𝗺𝗲𝗲𝘁𝗶𝗻𝗴. If even one person is remote, have everyone log in from their own device from their own workspace to create a level playing field. 🔗 𝗚𝗲𝘁 𝗺𝗼𝗿𝗲 𝘁𝗶𝗽𝘀 for creating location-inclusive distributed teams in this Nano Tool I wrote for Wharton Executive Education: https://lnkd.in/eUKdrDVn #LIPostingDayApril

🎤 Getting Hybrid Conferences Right = Inclusion Done Right In the past month, I’ve been able to actively participate in excellent conferences because they nailed the hybrid model. 👏 When you make conferences accessible online, you open the doors to: ✅ People with disability ✅ People in regional and remote areas ✅ Carers and parents ✅ Anyone who can’t easily travel for so many reasons Done well, hybrid means you can reach a lot more people and include people who so often miss out on being part of the conversation. Hats off to DSC and Centre for Australian Progress who know how to do this well. ✅ Top Tips for Running a Great Hybrid Conference 1. Make Online Participation Equally Valued Give online attendees a visible presence — allow them to ask questions, join breakout rooms, and appear on screen. Assign a dedicated facilitator for online participants to monitor chat, raise questions, and ensure their voices are heard. 2. Invest in Good Tech and Support Use high-quality AV equipment, microphones, and cameras. Have tech support available throughout the event, both on-site and online. Test everything with both in-person and remote attendees. What's holding us back from doing this better? Please share your thoughts and your tips in the comments. #Inclusion #Accessibility #HybridEvents #DisabilityInclusion #Conferences #Leadership #AccessMatters This image is a screenshot from a hybrid conference. It shows disability advocate El Gibbs speaking at a podium, wearing a black T-shirt that reads "THE FUTURE IS ACCESSIBLE" in bold white text. El is wearing glasses and a dark face mask, and is standing in front of a blue banner that reads "LEADERSHIP 2025" with the date and location "JUNE, PARLIAMENT HOUSE" visible. At the top of the image is the Zoom interface, with multiple participants joining the event online, including Dr George Taleporos, Craig Wallace, Peter Bacon MDEA, Alex Kelly, Madi Weston, and others. This layout highlights the hybrid nature of the event — combining in-person and virtual participation at the Centre for Australian Progress #Leadership2025 Conference

Here is how you should use event apps to drive engagement. See, a branded app is a time saver. It can simplify finding the right people, setting up appointments, scanning badges, enabling live chats, and capturing leads. Event apps, done well, can shorten the time to value for attendees - which is why they're a must-have, especially for large conferences. HOWEVER, launching a mobile app only doesn't mean an increase in engagement. First, a mobile app isn’t adopted until the merits are sold to an audience. The biggest mistake I've seen is planners assuming people will download the app and innately know all the benefits. There will be plenty of first-timers. Thus, you need to intentionally market the mobile app hard to your audience. It’s also important to realize that you need a certain critical mass to have adopted the app to reap the networking benefits. If less than 20% of attendees have the app on their phones, you’ll have a hard time driving engagement through it. Therefore, it’s wise to keep tracking downloads too. The best channels to promote an app that we’ve seen include:  ✅ Post-registration confirmation emails  ✅ Dedicated pre-event email campaigns  ✅ Social posts with promo videos  ✅ Prominent flex banners at the event itself And no - your callouts shouldn't just say "Download here." You need to explicitly brief what the app will do for attendees. But the tech piece is only part of the engagement puzzle. Other areas that need attention: 👉 Market your event to the right ICP audiences. Having focused attendees builds stronger networking circles (better than just high numbers). 👉  Create dedicated onsite spaces where like-minded attendees can converge and have downtime to naturally chat. It’s hard to connect when you just have an auditorium or lobby to play with. 👉 Use highly readable badges with "interests" clearly printed to spark conversations. 👉 Realize several introverts won't directly approach others. Teach them to use the live chat to create soft intros that can warm into coordinated onsite meetups. 👉 Collect "interested in" info during registration. Surface that on attendee app profiles as icebreakers. Highlight that in your pre-event collateral. 👉 Don't overload the agenda - schedule enough buffer time for attendees to explore and make new connections organically. 👉 Use timely push notifications to surveys and polls connected with a speaker topic that just wrapped up to get people to participate. In other words, event apps aren’t plug-n-play engagement drivers. Instead, plan the ideal attendee experience and leverage the app to facilitate and accelerate that journey.