Photo by Matthew Osborn
Did you know that seven out of ten employees find virtual meetings less stressful than in-person ones?
In 2022, when planning an event, you need to take your virtual and physical attendees into account. Hybrid events are the future of conferences, trade shows, and career fairs.
However, 67% of event planners find technology is their biggest concern when organizing a hybrid event. Without sufficient hybrid event technology, event planners risk the security and success of their event.
Here are 10 ways you can smoothly host your next hybrid event without security concerns.
1. What are the security measures needed for a hybrid event?
Virtual and hybrid meetings are the future of the workplace. 71% of employed adults now work from home part or all of the time and as a result, icebreakers for virtual meetings are deployed by several workplaces to sustain the need of hybrid meetings. Managing your virtual and in-person teams might seem stressful. Moreover, you need to consider adapting your security strategy to cope with in-person and virtual attendees.
Hybrid events trigger a whole new set of security considerations. You need to amalgamate physical security, such as access control, with virtual concerns, like encrypting your meeting.
Follow our hybrid event security tips to ensure the safety of your attendees and the content of the meeting.
2. Physical security procedures
Planning an in-person event is nothing new. Before the pandemic, most of our meetings and conferences were in-person.
Today, things are a bit different. We now need to focus on two separate security producers and that might mean you may miss something.
With divided attention, you risk an overall weakened security system. However, with new technology available, you can strengthen your physical security.
3. In-Person security
The first step to managing any hybrid event is to employ in-person security. Whether you’re holding a once-off hybrid event or managing regular hybrid meetings, your building needs an on-site security team to ensure everyone’s safety.
Your security team will ensure your on-site attendees are safe with a hybrid event. They will maintain communication with digital event leaders and coordinate their strategies.
Your in-person security should be in control of your hybrid event security technologies, such as implementing access control and admission management.
4. Access control technology
The importance of access control security cannot be overstated. One of the most significant risks with in-person events is the entry and exit points.
While a security team can help reduce risks of attendees accessing areas they should not, video security cameras and access control technology can help improve your hybrid event.
Video security can spot suspicious behavior from different perspectives. Access control with multi-factor authentication can verify a physical attendee’s identity. A smart lock system will ensure only the right people are allowed to enter secure areas.
Moreover, you can manage access control technologies and video camera security remotely. Therefore, your hybrid security team can work offsite to manage physical and virtual security together.
5. Admission management
To ensure the safety of your on-site venue, plan a secure admissions management strategy. Using mobile phones for admission control will reduce the risk.
Plus, you can integrate your virtual registration and admissions management with your access control system. Attendees can scan their tickets or identification on their phones to a smart lock system that allows them to enter the building. Combining your security system with your admissions management in one place ensures straightforward physical event management.
Larger events might still need teams of security guards checking bags, scanning temperatures, and implementing other health checks on the door. It’s vital you establish your security protocols before the event begins.
6. Digital security procedures
Hybrid events enable attendees to join in person or via digital platforms.
There are several ways you can integrate virtual and physical events. For example, broadcasting or streaming a video to attendees at home and in person.
Securing data and identity in online events is crucial. Virtual meetings are at risk of cyber leaks and hackers. With people logging in from various locations, potentially worldwide, cybersecurity is paramount. Follow our tips to improve your digital security and host a smooth hybrid event.
7. Encrypted privacy
Data security and privacy are one of the most significant concerns for online and hybrid events. Digital platforms are at risk of hacking or cyber-attacks. Using a secure platform that guarantees total control over your data will offer peace of mind. Moreover, the more secure your platform, the higher the attendance.
Ensure you use encrypted software to host the virtual aspect of your hybrid event. High-quality security ensures user information cannot be sold or manipulated by third parties.
8. Registration security
Online events are easy to attend. Many hosts post a link, and all you have to do is click on it to enter. However, this risks unwanted guests entering your hybrid event and accessing sensitive information.
There are a few steps you can take to secure the registration process. For example, securing your virtual meeting with a password and asking attendees to register beforehand will help.
Using multi-factor authentication—the same security protocol as for your physical event—will ensure only invited attendees will join your virtual event. Make sure the virtual meeting admins only allow attendees certain permissions.
9. Trusted event hosting platform
Finally, ensure you use a trusted event hosting platform for your hybrid meeting. Trusted platforms allow complete event management of physical and virtual events so that you can guarantee the security of your hybrid event. Advanced safety features enable better audience engagement—both in-person and digital guests—leading to the greater overall success of your event.
10. Implementing hybrid event technology
Implementing hybrid event technology is a different process than security procedures for in-person or virtual events. With divided attention, you risk weakening your security system. However, using access control technology and attendant management, you can integrate your physical and digital security to ensure the overall smooth running of your hybrid event.
Access control and technology is a crucial part of organizing successful hybrid events. With the use of the latest technology, you can seamlessly manage your remote teams or plan a hybrid event that is safe for your business and attendees.