TSAE Labs are half-day workshops will explore one topic in-depth in an interactive small group learning environment. Labs will be limited to 20-30 participants so secure your spot soon!
Considerations for Executing a Hybrid Event
March 2-3, 2021
500 E 4th St, Austin, TX 78701
$125 Member / $175 Non-Member
CAE Hours: 5
*Attendees who register after February 22 will only have the option to attend virtually.
Registered attendees were sent a virtual meeting link and on-site information and safety precautions on March 1 at 2:00 PM. Please email us if you did not receive it.
Online registration is now closed.
Join us in person OR virtually for a hybrid event about...hybrid events! This session will break down some of the essential elements when moving your event into a hybrid format.
- Conceptualizing and Content
- Audio/Visual Production and Set-Up
- Hotel Safety and The Logistics of Executing an Event
- Panel of Meeting Planners with Hybrid Experience
- Peer-to-Peer Session: Ask questions and share resources with your peers
Safety Policies and Procedures: TSAE and our host property are following the guidance from worldwide health organizations and experts. We are fully committed to taking appropriate precautions to provide a safe and healthy environment for attendees. We encourage you to work with us to help make this happen.
- A face mask must be worn at all times you are not eating or drinking.
- Please maintain social distancing.
- Hand sanitizer will be available throughout the facility, including the back of the meeting room.
- Attendees will be dismissed for breaks and lunch in two groups based on color card provided at your seat.
- All attendees who confirmed attending in person are asked to complete the CDC COVID-19 self-screening test on March 1 in preparation for the event. Those who receive the “approved” notice may attend (note: results will not be asked to be seen before admittance). Those who receive “not approved” are invited to join us virtually.
- View meeting room setup
- Learn about Hilton's cleaning and safety policies and procedures
Tuesday, March 2 (Hybrid)
Session One: Conceptualizing and Content (9:00 - 10:00 AM)
Lacy Compton M.A., Account Director, Strategic Association Management
Andrea Elizondo, CMP, CMM, Events Director, Association of Texas Professional Educators
Annette Hicks, CMP, Vice President of Meetings & Events, Texas Food & Fuel Association
Abby McCulloch Mund, CMP, Meeting Planner/Owner AM Planning
- Identifying Event Goals
- Structure of Event
- How to keep people engaged
- How to deal with multi-day events
- More of the same? How to refresh your virtual event
- Overview Face to Face Program
- Overview Virtual Program
- Questions to ask when looking for a platform (resource only)
- Speakers, Delivery, Adult Education and Final Product
Session Two: Lights, Camera, Action! How to Elevate Your Hybrid Event Using Technology (10:15 - 11:15 AM)
Panel with Freeman and Association Professionals
How can you leverage content and event tech to increase ROI of your hybrid event? In this session, Freeman AV expert, Michelle Devitt will answer this question and many more weighing on your mind. She’ll walk through different hybrid scenarios including exhibits, the essential need for dynamic content (virtually and in-person), and best practices for working with an AV/tech partner. This session is packed with ideas and best practices for incorporating event tech and audiovisual elements into your hybrid event.
Session Three: Hotel Safety and the Logistics of Executing an Event (11:30 AM - 12:00 PM)
- How to run meal service and breakout sessions to reduce exposure.
- 30 mins of content from hotel and 30 minutes of panel discussion on executing an event
Panel of Meeting Planners with Hybrid Experience (12:00 - 12:45 PM)
Jessie States, CMP, CMM, Director, MPI Academy, Meeting Professionals International
Adrian Amos Honderick, CAE, Director of Marketing & Communications, Florida Society of Association Executives (FSAE)
- Staffing needs
- What rules to consider imposing on attendees for the protection of all attendees (COVID testing, staying on site for the duration of the event, etc.)
- What’s the future of registration? Should packets be assembled and mailed to attendees and do away with a registration desk?
- How we adjourn from the general session and move people to breakout rooms without looking like a herd of cattle
Wednesday, March 3 (Virtual)
Breakout Room Workshop by Topic (9:00 - 10:15 AM)
- Conceptualizing and Content
- Audio/Visual Set-Up and Exhibits
- Hotel Safety
- Logistics of Executing an Event
- Share your innovation