Hybrid Event Management | ZiaBia | Global Corporate Event Management

Hybrid Event Management Services

Do you have an idea for an event but aren’t sure how to start when it comes to merging your online and face-to-face audiences? Do you need some advice when planning your hybrid event programme? 

With our range of services, we can put together a tailored event management solution for every scenario, whatever you want to achieve.

We would love to help you bring your ideas to life and share our best practice to guide you in this exciting, but seemingly daunting world. 

Hybrid Event Management Services

As the world starts to return to ‘normal’ we believe that the event landscape will be forever changed. Whereas before there were face-to-face or online events, now there will be a high demand for hybrid events.

We can help you deliver your conferences, exhibitions, awards dinners, team meetings plus more – all in a hybrid environment. If you are unsure what this would look like for your event, we are happy to work with you to visualize it and deliver this vision with you.

Our flexibility means that clients can hand over responsibility for us to manage as much or as little as they need. We take time to get to know you, your organisation and your goals so we quickly become a valuable extension of your team.

Whatever you want to achieve we can help you succeed.

Onsite event management

Arriving at the venue and joining online in plenty of time before the event goes ‘Live’! We run everything behind…

Arriving at the venue and joining online in plenty of time before the event goes ‘Live’! We run everything behind the scenes – the registration and information desks, FAQ section, speakers and hosts, breakout session plans as well as keeping an eye on the chat and other interactive elements. We are always prepped and ready in advance of when the first activity on the project list is scheduled to start, through the event and the last to leave. This helps us ensure that every element of the event is delivered to the exacting standards you, and we, expect. We work to a proven plan structure, to orchestrate each element from set-up, to content delivery and break down. Let us work with you to deliver a safe event for all live attendees by working with all partners to Covid secure standards.

Platform research and recommendation

We have used a variety of online event platforms and we are adamant that the platform complements your event rather…

We have used a variety of online event platforms and we are adamant that the platform complements your event rather than designing your event around a specific platform. We start our search once we understand your event and its aims and not before. You can even create a studio or television feel for your hybrid event. We can help you source a perfect space to help bring it to life for your host, speakers and sponsors as well as help you find the perfect streaming platform.

Production

Lights, sound, video – we’re ready! As your attendees start to arrive, they will be expectant and waiting for something…

Lights, sound, video – we’re ready! As your attendees start to arrive, they will be expectant and waiting for something special. You can relax in the knowledge that we will have already dotted the i’s and crossed the t’s to make sure every element of the event production is ready to go. The event platform will be branded, tested and retested and the venue will be linked to the streaming solution. We work with our production partners to create a fantastic event from start to finish. Under our management, all partners are briefed together so they all understand their role in making your event a great success.

Venue finding

Our venue finding service taps into our years of experience working with a wide range of clients, matching their event…

Our venue finding service taps into our years of experience working with a wide range of clients, matching their event goals with the most suitable event location. Whether it’s based in London to make the most of the capital’s unique vibe, or in one of the many great locations nationally or globally we can provide you with some amazing options. We will ensure all venues proposed are Covid compliant.

Audience engagement

You need to work at engaging your audience at a hybrid events to make sure you don’t forget the audience…

You need to work at engaging your audience at a hybrid events to make sure you don’t forget the audience who aren’t physically in the room. We can support to ensure everyone feels appreciated and valued throughout the event. We can provide a wide range of solutions to help keep your audience’s attention and even get them joining in. Whether it is maximising what your platform already offers or providing advice on third party apps, activities and generating social media. There is so much fun to be had both with your physical audience and your online one!

Rehearsals

Even though online events have been firmly on the event agenda since the start of 2020, the technology aspect can…

Even though online events have been firmly on the event agenda since the start of 2020, the technology aspect can still be daunting for even the most experienced speakers. For all your speakers we can produce speaker briefing packs, produce walkthrough videos of the platform and, critically, we hold rehearsals for every online speaker. This enables them to get comfortable with the platform, find their way around and know what they need to do on the day. To support speakers attending your event in person we will hold rehearsals before the event, either the day prior or on the day of, so they can meet the production team and get them used to the stage space.

Speaker management

When it comes to any event, we make sure everyone is connected, briefed, microphones and webcams are set as required…

When it comes to any event, we make sure everyone is connected, briefed, microphones and webcams are set as required and act as liaison between production and speakers. If your speakers are dialing in, we can arrange and facilitate your rehearsals and record familiarisation videos to make sure they are as comfortable with the technology as possible before the day itself. For those presenting from the stage we will keep them updated every step of the way, meet them on the day and get them familiar with the event space before going ‘Live’!

Registration websites

First impressions count, so it’s vital that the invitation and registration process make accepting your invite an easy decision. We…

First impressions count, so it’s vital that the invitation and registration process make accepting your invite an easy decision. We can design and build bespoke registration websites for your events which are personalised to the attendee experience and your brand. Streamlining the registration process gives you time to focus on other tasks and us more time to deliver the perfect event. Delegate registration is super important for hybrid events – you need to know who will be there in person and who will be participating online. Its vital to know how many people to expect and where, who to follow up with and who to provide additional support for.

Delegate management

The investment you have made in holding your event needs to show a return and a benefit for the event…

The investment you have made in holding your event needs to show a return and a benefit for the event taking place – otherwise why hold it? We make sure every delegate feels special and recognises the benefits of attending. We let them know what to expect through the joining instructions, making sure they are at the event at the right time in the right location or that they get connected at the right time on the right link and both have the full experience intended for them. You need to ensure your event is inclusive and accessible to all no matter how they are attending. We can help guide you through this. We can also help you design any post event evaluations, send them out and collate the results for you to disseminate at your leisure.

Entertainment and guest speakers

We’ve used very inspirational speakers and arranged great entertainment to add those extra special memories that guests talk about with…

We’ve used very inspirational speakers and arranged great entertainment to add those extra special memories that guests talk about with colleagues, friends and share on social media. By understanding the goals of your event, we can select the most appropriate people to engage your audience and make sure your event is the one everyone is talking about. We will ensure that whomever we propose translates well to your online audience and keeps them wowed virtually.

Team building

We know that the people attending your team building sessions need to justify their time away from their day-to-day activities…

We know that the people attending your team building sessions need to justify their time away from their day-to-day activities and leave feeling that they’ve learnt some valuable new skills and created stronger relationships. With you setting the intentions, we’ll help you create and deliver team building sessions that do just that. There are a multitude of team building options that work just as well online as face-to-face and vice versa. Involve your whole audience in an activity - we’ve done cook-alongs, dancing, quizzes and cocktails to name but a few. We've also delivered virtual mindfulness as we all know there is nothing more important than mental health and wellbeing.

Collateral print and design

It’s those extra touches that help an event go smoothly and ensure brand consistency throughout. With our collateral design and…

It’s those extra touches that help an event go smoothly and ensure brand consistency throughout. With our collateral design and print service we ensure that the key messages of your event are clearly communicated in the tone of voice in keeping with your organisation and the event. With your delegates at home, we can post out branded packs to your online audience, so they really feel part of the experience.

PR and marketing

A fantastic event is nothing without the perfect guests. We will work with you to identify the ideal people and…

A fantastic event is nothing without the perfect guests. We will work with you to identify the ideal people and organizations for you to invite and then we’ll work with our specialist partners to promote your event and generate a real buzz and excitement about it leading up to the date and afterwards.

The ZiaBia Way

Whether you’re working within procurement, marketing, HR or any other business function; our process will ensure a successful outcome in delivering memorable events that bring your vision to life.

The ZiaBia team have a wealth of experience within the events sector, including backgrounds in Hotels and Corporate Hospitality. We believe this is vital knowledge to have as we understand how venues work and what is possible. Having this wealth of experience is paramount to the success of our clients’ events.

The feedback we receive from our clients is proof that our approach is best practice for turning your vision into reality.

Getting to know you

We pride ourselves on building excellent relationships with our clients and we work hard to do so every step of the way

Event planning

Depending on your brief we can do as much or as little as you need – from smaller tasks up to a full project management service

Event delivery

Depending on your brief we can do as much or as little as you need – from smaller tasks up to a full project management service

After the event

We are keen to know how the event was experienced by you, our clients and your guests, so we never miss this step of the process

Clients

A selection of some of the brands we work with

Have a project in mind?

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