Philip Anandaraj: 5 points to consider when planning a hybrid corporate retreat

Philip Anandaraj: 5 points to consider when planning a hybrid corporate retreat

Corporate vacations are a great way for team members to unwind and recharge, brainstorm ideas and solve problems, and get away from the distractions of everyday work. Of course, not every employee will feel at ease being on-site in our new hybrid world. But, with a little extra effort and the support of a competent audiovisual partner and a well-chosen site, holding a hybrid corporate retreat is achievable.

Here are five simple ideas as also talked of by Philip Anandaraj for putting together a successful hybrid business getaway.

1. Allow your guests to make decisions

Philip Anandaraj hotelier believes that after a year in which we lost some control over our lives, offering your participants the ability to choose their own experience is critical to a successful hybrid program. A hybrid event, in its most basic form, allows your attendees to pick how they want to attend your event, supporting a wide range of risk tolerances. Throughout the event, this sentiment should be echoed. We advise you to:

Giving your attendees options in terms of which sessions to attend and how they receive your content.Have the choice of joining in real time or watching on demand at their leisure.Provide alternatives for how to use chat functions, discussion forums, or breakout rooms to engage and interact.

2. Align your virtual and live attendees' experiences

The most difficult aspect of a virtual event is likely to be duplicating an in-person experience. In a hybrid format, you must be aware of each attendance type's characteristics and play to their strengths. The problem is to avoid giving your virtual participants the impression that they aren't getting the same value out of the event. Why not have a second host that just addresses the virtual audience or represents them in the room if your event host is in person? What technology allows for these similar connections in a virtual format if in-person attendees have networking functions on-site?

3. Make your in-person guests feel secure

Things will be different when it comes to in-person events. Onsite, we'll see social separation, masks, and temperature checks as part of the new normal. To make your attendees feel comfortable before they arrive, good communication is essential.

Let your participants know what practices are in place by governing bodies and event organizers through your registration site and event mailings so they know exactly what to expect. For onsite events, look into technology that allows participants to feel protected and make decisions depending on their risk tolerance. Touchless registration experiences, for example, can involve name badge printing and temperature/mask control.

4. Examine several hybrid events formats

A hybrid event can take on a variety of shapes and sizes. For example, your speakers may be on-site at a place for the live broadcast or any pre-recording, but your audience is entirely virtual. Alternatively, perhaps you want to provide an in-person option for your event but don't want your participants to have to fly. You may build up a number of local hybrid hub locations where people can drive themselves to your event or attend virtually. When attendees choose their own attendance format, it's difficult to anticipate numbers for arranging in-person logistics.

5. Understand the value of vendor relations and contract discussions

The shifting aim of attendance numbers makes it challenging for event planners to contract vendors efficiently when attendees can attend a hybrid event in person or electronically. You want to make sure your venue has ample room, but how do your account for changing numbers when minimums must be met?

When it came to negotiating cancellation fees, postponements, and force majeure clauses in 2020, good vendor partnerships demonstrated their worth. These alliances and negotiation abilities will be crucial in 2021. Philip Anandaraj hotelier is a firmthat specializes in contract negotiations with global preferred partners.

Final Thoughts

Apart from all these points as talked of by Philip Anandaraj, allow time for in-person attendees to settle down before the video conference begins, so virtual guests are not distracted by noise or feel left out of the conversation. Make it apparent when the event is over so guests don't have to guess when it's time to leave.