Hybrid Event Planning Best Practices

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

“Unprecedented times” became the most nauseating phrase of 2020, but I’m bringing it back in 2024. Hosting a live event is facing unprecedented times. In the post-pandemic era, you have to do things differently. Why? People WON’T travel to events just for content anymore. • They expect to be able to join a livestream. • They expect to watch the sessions after the show is over. • They expect to experience things they can’t get online. People WILL travel to be part of an experience. And yet, so many events today are still focused on the old, pre-pandemic execution playbooks with over-indexed content and counting the number of bodies stuffed into conference halls as a measure of success. Here are four things we are doing differently with Goldenhour: 1. Reimagining Keynotes and Breakouts • The conference agenda has to balance both inspiration and education. Find speakers for your keynote stage that validate your narrative AND inspire your audience. “Boring panels” will become audience activations that you won’t want to miss. • Extend breakout sessions — ours will be longer than the keynotes to allow attendees to go deeper on the content they are begging for. 2. Having a clear track for everyone • Prevent session clashes. How many times have you been to an event where the only 3 sessions that sounded interesting were happening at the exact same time? 1. Creating a special (and free) online experience • Prioritize a first-class digital experience designed for those who can't attend in-person. Ours will feature a VIP marketer host with expert commentary as viewers tune into keynotes + BTS interviews after sessions. • Hybrid events are no longer optional. They’re mandatory, and deserve their own planning and strategy — and that doesn’t mean setting up a camera in the back of the room or hosting a zoom call for the same old slide decks. • This also may be our biggest risk. We’re essentially hosting two events at once. 2. Revamping the show floor • Give people a reason to want to be on the show floor. Instead of another room of sponsored booths, reimagine sponsor activations that get them real value AND attendees want to get involved. P.S. I think we’ve done the impossible here! CEOs, CMOs: if you needed permission to challenge the status quo with what is no longer working, this is it. Stop hosting events. Start hosting experiences.

See One. Do One. Teach One. I was watching Grey’s Anatomy (don't judge) when a line jumped out at me: “See one. Do one. Teach one.” It was Dr. Webber's mantra for medical training: observe a skill, try it yourself, then pass it on. It's also the perfect blueprint for event engagement. Most events get stuck at “see one.” Attendees listen to keynotes, sit through panels, watch demos. They see a lot, but if that’s where it ends, the knowledge fades almost instantly. The next level is “do one.” Give attendees space to try what they’ve learned, through hands-on workshops, scenario labs, role plays, or even a 10-minute exercise in the room. This helps the ideas move from theory into muscle memory. But then there's “teach one.” Create moments for attendees to share their perspective. Whether it’s a micro-discussion at their table, a peer-to-peer breakout, or a post-session “lightning share” where they explain what they learned to someone else. When people teach, they anchor the learning in their own words, and engagement skyrockets. What if designing events around this mantra could transform attendees into contributors? They stop being passive listeners and start being co-creators of the experience. Maybe that's what engagement is meant to be, after all. 

I attended Transform last week and it was far and away the most inclusive large conference I've attended. And yet there was still room for improvement, as there always will be as we aim to fully include everyone! I thought why not share some best practices on inclusive conferences and events for anyone who may be organizing them now or in the future. 〰 Ask for pronouns in the registration process and include them on name badges. Either only provide a space for write-in or provide diverse options like he/him, she/her, they/them, she/they, he/they, they/she, they/he, they/he/she, ze/hir, and xe/xem. For the write-in option, be sure to use language like ‘Self-identify:’ instead of ‘Other:’ which can be, well, othering. 〰 Provide space to request accommodations during the registration process. Some folks may need ASL interpretation, have allergies, be sensitive to strobe lights, need reserved seating, or many other accommodations. 〰 Choose a venue that is accessible to individuals with disabilities, including ramps, elevators, accessible restrooms, and designated parking spaces. Provide clear and legible signage to assist attendees in navigating the space and accessibility guides to support specific needs. 〰 Provide at least some (ideally all) all-gender restrooms. If your venue doesn’t provide these already, consider designating single use/family restrooms as all-gender and just make it clear using your own signage. Another option is to cover gendered restroom signs with signage that describes the layout (i.e. ‘Restroom with stalls’ and ‘Restrooms with urinals and stalls’) if your venue will allow it. 〰 Ensure diversity and representation in speakers, panelists, moderators, and presenters. Aim for a range of identities, perspectives, backgrounds, and experiences to reflect the diversity of your audience. Be sure this applies to all roles equally, not just moderators or emcees which can lead to tokenism. 〰 Create a neurodivergent-friendly environment by offering quiet spaces, providing sensory-friendly materials, and minimizing loud noises and bright lights. If you want to go above and beyond, provide fidget toys! 〰 Establish community guidelines or a code of conduct that outlines expectations for respectful behavior and prohibits discrimination, harassment, or exclusionary behavior based on identity or background. Share these guidelines before the conference and then do a quick review at the kickoff session. Enforce these guidelines consistently throughout the conference and ensure there are options for safe reporting. 〰 Provide a nursing room for breastfeeding individuals. Call it a ‘nursing room’ instead of a ‘mother’s room’ as not all mothers breastfeed and not all breastfeeding individuals are mothers. 〰 Provide various Q&A options, including traditional mic setup, QR codes, and text codes for accessibility. I'm running out of space, so continued in the comments! But would love to know, what else would you add?

How I raised engagement by 50% at my client’s marketing/corporate events. By the way, this all happened BEFORE THE EVENT 1. Enhanced Communication Channels We streamlined communication by promptly addressing inquiries on social media, sending regular email updates, and offering clear instructions for registrations. 2. Leveraged Social Media Platforms By creating dedicated event pages and sharing engaging content, including behind-the-scenes glimpses and high-quality videos, we sparked conversations and heightened interest among potential attendees. 3. Implemented Countdown Campaigns We built anticipation through countdown campaigns, emphasizing unique event features and exclusive experiences, which motivated prompt registrations. 4. Personalized Invitations Sending personalized video invitations made attendees feel uniquely valued, fostering a sense of connection and commitment to the event. 5. Pre-Event Surveys and Polls We gathered insights into attendee preferences through pre-event surveys, allowing us to tailor content and activities to their interests, enhancing relevance and engagement. By integrating these strategies, we not only increased engagement but also created a more personalized and memorable experience for attendees. Your engagement plan starts BEFORE the event. Set the standard from the start! #EventPlanning #CorporateEvents #EventStrategy #marketingevents #eventmarketing #eventproduction #houstontx #houstontexas #houstonbusiness #executiveassistants

Last quarter I ran a hybrid workshop where our co-located team dominated the conversation and our remote colleagues went radio-silent. I realized my setup and approach (camera pointing in the room, no set meeting protocols) were effectively muting half the group. Studies show that without explicit turn-taking structures, remote participants speak up 30% less than in-room attendees. When you find yourself facilitating a hybrid meeting (of any length), consider these tips: ✅ Dual Facilitator Pairing: One in-room, one online. Each person watching for hand-raises and chat cues. ✅ Virtual First Round-Robin: Start each topic by asking a remote attendee for input first. ✅ Shared Digital Whiteboard: Everyone posts ideas in real time, no physical flipcharts. Give the virtual group the first chance to speak before going to the room. You’ll be surprised how quickly the energy shifts. What’s your hybrid meeting hack? Drop it below! 👇 #Facilitation #HybridWork #InclusiveMeetings #VirtualCollaboration #MeetingTips Sutey Coaching & Consulting ---------- 🎯 Want to elevate your hybrid meetings? Let's chat: https://lnkd.in/gGJjcffw

Want to create an event that truly welcomes everyone? Start here 👇 First: allowing guests to request disability accommodations ahead of time is a game changer. ✅ It gives your team the time to make it happen. ✅ It gives attendees peace of mind knowing their needs will be met. Think about it: booking a sign language interpreter can take weeks because they’re in high demand. Ensuring a hotel room meets someone’s needs may require juggling by the hotel team. These aren’t last-minute fixes you can do the night before. And if you’re thinking, “We don’t have many disabled attendees,” here’s a reality check: 1 in 4 people has a disability. That’s 25% of your audience. If you don’t make it easy for them to request accommodations, they may skip your event entirely. Or worse, show up feeling excluded, frustrated, and isolated. That’s bad for attendees, bad for your brand, and can even lead to legal risk and PR nightmares. Here’s the good news: 95% of the accommodations people request are things you probably already plan for: captioning, wheelchair accessibility, quiet spaces, dietary options, well-timed breaks. When accessibility is built into your planning process, you not only meet the needs of most attendees upfront, you also free up resources to focus on personalized requests, like interpreters, alternate formats, or accessible transportation. Accessibility is essential, and it starts long before the doors open! #AccessibleEvents #MakeThatPartyAccessible #DisabilityAwareness

One Event. Three Audiences. Three Different Journeys. One of the most common mistakes in event planning? Designing a single experience and expecting it to work for everyone in the room. But great events aren’t one-dimensional. They’re multi-layered experiences — built for three distinct audiences: 1. The Host Organization (CEOs, Comms Directors, Internal Teams) This group funds the vision and puts their brand on the line. They’re focused on: ↪Brand positioning ↪Strategic visibility ↪High-impact partnerships ↪Narrative control Success looks like: media coverage, reputation lift, and long-tail industry impact. 📊 Example: Internal teams using post-event surveys and stakeholder interviews are 2.7x more likely to report higher ROI and audience satisfaction. It’s not just about what happened on stage — it’s about how well it served the brand's strategic goals. 2. Sponsors & Exhibitors They’re not passive supporters — they’re investors looking for a return. They care about: ↪High-value foot traffic ↪Lead generation ↪Brand activation ↪Measurable visibility Success looks like: new business, expanded reach, and reason to renew. 📈 Example: Coca‑Cola invested €20M to sponsor the Paris 2024 Olympic Torch Relay — with mobile villages, branded concerts, and 15M+ touchpoints. They weren’t just showing up. They were calculating brand lift, audience reach, and conversion potential. 3. Attendees They are the heart of the room — and they come for a personal experience. They want to: ↪Learn ↪Connect ↪Be inspired ↪Feel part of something bigger Success looks like: new relationships, valuable insights, and a sense of meaning. 💬 Example: Top-tier event planners use detailed post-event surveys to measure NPS, content relevance, and emotional resonance — because that’s what drives return attendance and word-of-mouth. ✅ The mistake? Trying to give all three audiences the same experience. ✅ The opportunity? Designing tailored, parallel journeys — each aligned to what those groups value most — under one cohesive brand story. If you're only designing for attendees, you're missing two-thirds of the strategy. If you're only focused on logistics, you're missing the why that makes it all matter. I work with CEOs and comms leads to turn events into growth engines — aligning stakeholders, sponsors, and story around a clear vision of success. If you have an event on the horizon, let’s talk about how to map your stakeholders, define the right KPIs, and build an experience that actually moves the needle. This is how events stop being forgettable — and start being unstoppable.