The “worst of both worlds” comment by some pundits lingers in the mind of every hybrid event planner. But despite an awkward start, hybrid events seem to have found a permanent place in business. According to Markletic research, 71 percent of organizations with 5,000 or more employees have hybrid events in their portfolio. Of the smaller companies, more than half hold hybrid events. Hybrid events offer the advantages of an in-person event: networking ease, access to speakers, insightful conversations, and the experience of a casual, “out of town” event that has been the norm for a long time. On the other hand, the virtual side of hybrid events offer its own advantages: a broader reach, accessibility, more data, diversity, and digital content for future campaigns. You would think it was the best of both worlds, right?

Hybrid Issues

The idea of hybrid sounds great but realizing their full benefits is challenging. There are issues. Most event organizers (71.1 percent) say that connecting the in-person and virtual audience is their biggest challenge. Data from post-event surveys reveals that about half the speakers have difficulty engaging both virtual and in-person attendees well, and about 40 percent of virtual attendees feel left out or ignored. This brings us back to the three important factors for successful hybrid events: better use of technology, thoughtful planning, and a great moderation.  

All three of these factors are part of an event producer’s expertise. Producers have a depth of experience about engagement and audience dynamics. Relying on their experience to engage attendees and create a good experience is essential. But moderators can be a key factor in any hybrid event.

The Moderator’s Role

Professional event moderators can be hired but businesses are often uncomfortable with this idea. A more likely person is usually a staff member, one who has a good understanding of topics being discussed, all the key information and can represent the organization well. Look for someone who is quick to get the point and can phrase that in few—yet precise—words, someone who stirs up discussion but doesn’t push their own opinions. For that all-important human touch, find someone that shines on stage and projects warmth. These are the qualities that will create a positive bond with attendees. The trick is to find such a person who can be all these things for on-site and virtual participants.

Moderators keep attendees focused, ensure chats run smoothly and bridge the gap between in-person and virtual participants. This can encompass a variety of different responsibilities. Some of the best moderators are the those who are engaged with the session themselves, get creative, can have some fun, and possess an overall drive for the session to be successful.  

Hybrid events, in particular, have a greater need for their expertise. The role of moderator has a broad definition and should be crafted to fit the specific needs of an event. A seasoned event producer can coach a moderator, share tips, and educate them about how to approach engaging their audience. They will also work through a rehearsal process to ensure moderators can fulfill their part in the event and have confidence in their role. This allows planner to get creative and give moderators tasks that will energize events and spark participation.  

Here are a few ways to use a moderator’s talents during hybrid events:

1. Get the Attention of the Virtual Audience

Participation in virtual events increases when people have a sense of anticipation and where there’s a sense of psychological safety. A moderator can encourage this by welcoming virtual attendees early in the event or be a part of the pre-event social media chat. Setting the tone by using inclusive language, welcoming opinions, keeping things positive and censoring negative chat early creates a good environment for participation.  

Moderators can also increase interest by showing their excitement, letting the attendees in on the “inside scoop” of what happening pre-event or letting them know what is going on outside the camera view in real time. Seeding the conversations with opinions about upcoming topics and reviewing the upcoming agenda can improve chat and increase virtual involvement.  

Working with the event producer(s) the moderator can find ways for virtual attendees to express their opinions, give feedback and participate with in person attendees. All of this builds a connection and trust with the moderator throughout the event. Consciously planning this can give the virtual audience a human connection with the in-person aspects of the event. It also provides a point person for post event activities.

2. Liaise Between In-Person and Virtual Audience Members

Obviously, when virtual attendees feel they have room to voice their thoughts they are more focused and engaged. The more thoughts can be expressed to in-person attendees the better. Moderators bridge the gap by acting as a liaison between the virtual and in-person audiences. The in-person audience will experience the benefits of this connection too. They will hear from the group outside their physical venue and engage with a more diverse and international group. Both audiences share the live event and participate in polls, surveys, and chat. (Typically, on-site participants can do so on their phones.) This can lead to more dynamic discussion, better feedback, and better networking for event participants.  

A moderator can be an extra panel member on stage. Give them their own table or desk, close to the panel but separate, and keep them on camera. Because they have distance from the panel, the virtual audience will feel they are close to them. Allow the moderator to intervene and ask questions or add comments submitted by audience members. Both audiences can participate in the event, through the moderator, which enables the moderator to strengthen the connection with both in-person and virtual participants.

If planning for the hybrid event enables universal attendee participation, then the moderator can connect the two audiences. Having virtual speakers and commentators participate with their on-site counterparts promotes greater attention and respect from the in-person audience. There should be a respectful awareness and positive connections between members of both audiences. A good producer can enable this. This usually involves setting up monitors that are large enough for in-person audience to see the virtual speaker, platform features that enable polling, surveys, and breakout meetings. Moderators can take on the role of emcee and introduce speakers on the screen and in-person. This two-way communication between the virtual and in-person audience yields the ideal results event planners imagined.  

3. Put a Human Face On Guiding the Event Forward

Moderators make things flow and smooth out the tough patches in events. Having a moderator as the audience connection to address any issue that may cause a disruption is helpful. Warmth and humor can make the event more memorable and enjoyable. Moderators also improve the sponsors brand by giving a human touch to the technical feat of planning and producing a hybrid event.

With the increased acceptance of hybrid and virtual events, the position of moderator has been expanded to take on a variety of roles. Event planners must design the role of moderator to fit their approach and the logistics of each event. Consulting with virtual event producers can help actualize a planner’s best ideas. This brings us back to the three important factors for successful hybrid events: better use of technology, thoughtful planning, and a great moderation. Producers know the latest and most successful platforms and other deliverables available to planners. Good moderation depends on good production skills. A planner’s collaboration with event producers optimizes the success of any hybrid event.

‍