Hybrid Events Study Group

An environment for a professional open discussion and mutual learning around the transition to a Hybrid Congress Model.

The need for a Study Group came clear in the conference that was held in the end of April 2021 – ‘What the hell is hybrid?’ (website here).

We all need to re-invent our congress models while creating a new paradigm for audience engagements and educational values when our audience participate both onsite and online. The request to have a mutual study group was voiced by many of the participants.

What we will learn

Sharing, we will discover together what the hybrid model means

  • How to create a full coherent learning experience with both our onsite and online participants.
  • How to manage our budget and resources - working with a few budget scenarios while not knowing how many participants will join onsite.
  • How to work with the programme committee to create session models that give value to online and onsite participants
  • How to create synergy and engagements between our participants everywhere.
  • How to manage and hedge the risks while planning with unknown variables (world travel, social distancing, the willing of our audience to travel)
  • How to contract with congress centres and suppliers while not knowing how many people will join onsite
  • How to deal with congress centre contracts that were signed prior to Covid-19
  • How to define tiered registration fees for online and onsite participants and differentiate the benefits
  • How to identify the way people learn online and the influence the way we serve knowledge in our congresses.

How the Study Group will work

  • The Study Group has a 360” learning model – no teacher and audience but learning together as we experience the challenges and opportunities of the hybrid model of our association congresses
  • Inbar Caspi, who is managing two hybrid congresses for 2022 (in August x c.8000 participants and in April x c.4000 participants) will lead the group
  • The group will meet monthly (except Jul/Aug) for the next 12 months
  • Each meeting will be dedicated to a topic; and we will discuss case studies, solutions and scenarios
  • Meetings will be held on Zoom, and these need to be booked at this website

Meetings

View the Scheduled Meeting here >>

First Meeting - 7 |July 2021

This first session will revolve around the topic of: contracts with congress centres. We will discuss how to work and negotiate our agreements with congress centres in 3 scenarios:

  • The contract was already signed prior to Covid outbreak, and the association is committed to space that may not be needed
  • The contract was not yet signed but with the new paradigm we do not know how much space we need (how many will come onsite and what extra space we need to cater for the hybrid broadcast)
  • New bids – post-Corona time

See more details >>

How do I join the Study Group?

  • The Study Group is open to employees and executives of associations, societies and federations
  • There is no fee to join the Study Group
  • Register with AAE as a Member (no fee)
  • Go to the Hybrid Study Group Discussion page and accept the 'Disqus' terms to join the online forum
  • Book on the next Study Group Meeting, and you will automatically be added to the Study Group circulation list

About Inbar Caspi the Study Group leader

Inbar Caspi

Association Expert & Congress Director
Inbar Caspi Consultancy

Inbar Caspi was the chair and content curator for the ‘What the Hell is Hybrid Conference’ that we held on 27-28 April 2021.

Inbar is a strategist, associations consultant and congress expert. Her main specialty is leading associations through change. With more than 20 years of experience, working with over 60 associations and managing more than 170 association congresses, Inbar is a forward thinker who see future trends, translate them to action while hedging the risks and maximize potential. She is the former Managing Director of Kenes UK. For the past 7 years, Inbar has been supporting Medical Associations that organise their congress in-house or wish to take more ownership on their key activity while reaching their goals for growth, profit, education and building community. In this capacity, she has worked with and managed in-house the congresses of some of the largest associations in Europe such as the European Association for the Study of the Liver (EASL), the European Academy of Neurology (EAN), the European Pain Federation (EFIC), and the Federation of European Neuroscience Societies (FENS).