MeetMax

Hybrid Conference have some Attendees physically onsite, and others participating remotely.

It sounds easy. MeetMax is great for Virtual events, and is excellent for physical events - so Hybrids are not a problem?

Yes..but there are a few things you will need to think about.

• Health & Safety - this will be a big issue thoughout 2021.
• Sessions - streaming onsite Presenters to remote Viewers, and displaying remote Presenters in the room.
• 1x1 Meetings - keeping careful track of which are onsite, and which remote, with the flexibility to switch.
• Tracking, measurement, leads and reporting - combining the data for remote and onsite participation into unified reports.
• Sponsor / Exhibitor "booths" - a Virtual booth to attract remote Attendees.

Hybrid events draw upon 17 years of software and registration for live events and all that we have learned from producing 500+ Virtual events in 2020.

• In-room AV and Virtual Webinar Production becomes merged. Very few AV services understand webcasting and few virtual session producers know onsite AV.
• 1x1 Schedules carefully assigned - MeetMax has 17+ years experience and over 100,000 virtual 1x1 produced in 2020.
• Hybrid Participation Reports must be combined. MeetMax tracks all activity of Remote Attendees and tracks onsite activity with RFID enabled badges.
• Health and Safety are an issue for the short term - and our PlanetAV group has all you need.

Take a look below. MeetMax Companies can do all of these aspects in-house and manage all coordination. When choosing vendors for Hybrid events, its important to ask yourself:
- "Can they really handle merging Onsite with Virtual?"

If not, a lot will fall between the cracks for you to manage.

Health & Safety

• This will dominate the short term throughout 2021. Make a plan well ahead of time for hygiene and social distancing. Be SEEN to be taking action.
• Hygiene: Disinfectant foggers for surfaces, easy-to-clean chairs for rooms, Hepa filters for air particle containment, UV lights and ozone generators for extra precautions.
• Social Distancing: Set up and oversee attendee movement rules

Session Production

• Prepare to be flexible - ready for all-live, all-remote or a combo of presenters. Be ready for late changes in presenter status.
• PlanetAV Unicart - creates a blended In-room and Remote Experience - allowing for remote/onsite presenters and remote/onsite viewers.
• A high-quality consistent experience for all participants in every session, at every event.

1x1 Meetings

• All-onsite are easy; all-remote are easy. Combination meetings require more care.
• Common area where Attendees can go to conduct their meeting?
• MeetMax Concierge Service can supervise your hybrid meetings.
• Bandwidth, bandwidth, bandwidth - be sure the facility can provide it.

Tracking and Reporting

• Tracking and Reporting have improved under Virtual events. MeetMax shows a full record of logins by day, exact Webinar attendance in real time, and 1x1 Attendance combined with Concierge.
• For physical events, RFID can be used to track event attendance, presentations and meetings onsite - all appearing in MeetMax.
• Combine with tracking of remote participants and you get a complete picture in one place.